Episode 018: 4 Tools to Book and Manage VIP Days
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There are a so many things that can go into a VIP Day, so you need to be organized and streamlined in your process! In today’s episode, I’m sharing four tools you need to book and manage your VIP Days, along with how I use them in my own!
The Business-First Creatives Podcast is brought to you by CRM and Dubsado expert Colie James. Join Colie each week as she discuss how to build a business that brings you joy and a paycheck! From business advice with fellow entrepreneurs to sharing automation tips and tricks, Colie and her guests are sharing industry trends and resources, along with a little bit of sarcasm.
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Here are the highlights…
[:20] Dubsado
[1:31] Click Up & Zapier
[1:55] Click Up Board Section 1: Asset Collection &Dubsado Questionnaires
[2:28] Strategy Session
[2:28] Click Up Board Section 2: Preparation Stage
[3:32] Click Up Board Section 3: Implementation Day
[3:52] Click Up Board Section 4: Approval & Duplication Stage
[4:20] Click Up Board Section 5: Support Stage
[4:40] Air Table
[6:17] Recap
[6:41] Loom
The Four Tools Mentioned In Today’s Episode
Bonus: Loom
Connect with Colie on Instagram
Mentioned in this Episode
Review the Transcript:
Hey guys. Welcome back to the podcast. So today is gonna be one of those short and sweet episodes with me. I’m in the mood to talk about tech, and specifically I wanna talk about the four tools that I can’t live without for my VIP days. So let’s get started. It will probably come as absolutely no surprise to anyone in my listening audience, but the number one tool that I wanna hit on is Dubsado.
Dubsado is how potential clients initially contact me. It’s how they schedule that all important consultation call after we have had a discussion and we know that my services are a good fit for you and you would like to proceed to booking. It’s how I actually send you an official offer. You review it.
You accept it, you sign my contract and you pay me actual money. So the initial consultation is taken care of in Dubsado. The actual payment is taken care of in Dubsado. And then we move into the preparation stage, which is when you would be sending me all of your prework for your VIP day. Now, that’s typically what I take care of in Dubsado.
And while I have talked about it in less than 60 seconds, believe me, it is the biggest part of the day because it’s, again, it’s where we decide that we’re a good fit. It’s where you actually hire me, and it’s where you actually pay me American dollars. But after you have completed your pre-work and we are ready to actually move on your VIP day, I actually move over to click up for a very large portion of my VIP day setups now.
And so I’ve got this board that is actually created when you book me in Dubsado using Zapier. Zapier, you know, takes your information from Dubsado, sends it over to click up and duplicates this board template that I have. And this template has a couple of different sections. The first section is related to the assets that collecting from you, from your pre-work.
So in other words, every form that you complete from me in Dubsado, which right now guys, I have five different questionnaires. I know it sounds like a lot, but each one has a purpose. Each one helps me highly customized your systems for. But after you fill them out, I end up linking them all in my click up so that I have them easily accessible when I’m going through your strategy, and then also when I’m doing your implementation.
So the second stage on my click up board is the strategy session. That is where you and I would be on a phone call for three to four hours, talking all about your business, talking about what you’re currently doing, what’s working, what’s not working, how you feel about your client experience. Just we get into the nitty gritty.
And after this strategy call is when I take the time to completely lay out what all of your systems will be. Now this next section is brand new to me, and it’s the section that I lovingly call the preparation stage, which my new virtual assistant has completely taken over. So the second stage is a list of tasks of things that I need.
Inside of your Dubsado account before I can get ready to do your implementation. So it’s as easy as copying over my CSS coded, proposal template or adding in questionnaires that you needed, your business replicating questionnaires that you already have. All of the tasks that really don’t need my brain, I just need someone to.
The third set of tasks that I have on this click up board is the actual implementation date. That is when you get all of the Colie Magic inside your Dubsado account, customizing all of your forms, customizing your emails, and then tying it all together in workflows that are automated to your specifications.
Then we have a new section, which I am now calling the approval and duplication stage. This is where after I have done your main offer, during your implementation day, we run through it. I make sure that everything is as you expected, and then I determine how we are going to duplicate that main offer for your second or your third offer if it’s applicable to your business.
And the last stage, which is also super important, is the support stage. This is when you are sending me, you know, questions, tasks related to your setup that I can provide help for you in your 30 days of support. This is also when I’m gonna bring in the fourth tool that I could not live without, and that is air table.
Originally when I was doing VIP days and I would have clients send in their support questions, they were sending it in an email. And guys, I cannot explain to you my love hate relationship with email right now. I cannot stand going in a few of my email accounts because they are overridden. By sales emails.
I don’t wanna call them spam, because I did actually sign up for a freebie from this person. Or you know, I bought something from them and then they added me to their email list. But it is overwhelming to go in one of my email accounts right now because every hour I am getting 20 to 30 emails.
And so client emails, like legitimate emails for people who were paying me money were getting buried in the minutia. Couple months ago, I created this brand new support ticketing system inside of Air Table and so now, every time one of my VIP day clients need support, they fill out this form, they’re telling me exactly what kind of support they need, how urgent it is, what it’s related to.
Is it related to a template? Is it related to a specific client in your Dubsado? know, They give me links, they give me loom videos if they need to explain anything. And all of this gets tracked inside Air Table to not only make it easy for my clients to request the support that they need, but it makes it really easy for me to track how quickly I’m getting things done and just to make sure that no one’s support ticket gets lost inside of my email.
Now guys, just to recap, the three tools that I’ve talked about thus far are Dubsado to book and collect pre-work. Click up to organize myself for the actual VIP day work, and also to get support from my virtual assistant. Air table to manage all of my client support ticketing systems After the VIP day is done.
And then finally I’m gonna tie all this together with Loom guys, I love video. I could explain things to clients all day long on video, and I am a very visual person. So what I have found is most beneficial to my VIP day clients is when they ask me a question, if I can, I record them A quick loom video that shows them how to answer their question, how to do the task that they’re asking about, whatever kind of support it is that they need, and then sometimes I follow it up with a written explanation.
Video is gold. I’ve also used Loom to create a set of videos that all of my v i P day clients could benefit from in terms of telling them how to swap out images on their CSS coded proposals. How to unarchive a client if initially they didn’t book you, but now they’re back. So that video library is also super beneficial for things that I think all of my VIP day clients need.
And then I’m also using Loom to provide. Specific one to one questions that they need answered. So guys, I know that I’ve been talking about VIP days a lot. VIP days are amazing. They help me really focus on my client and helping them get their transformation at the end of our day together. But I thought it just might be useful for me to tell you guys what four tools I couldn’t live without in order to manage, book and service my VIP day clients.
That’s it for today. See you next time.
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