Dubsado Project Statuses & Tags
Let’s clear something up: Dubsado project statuses & tags are not the same thing. If you’ve been using them interchangeably—or not at all—you’re likely missing one of Dubsado’s most powerful (and underused) features.
If your dashboard feels cluttered, or you find yourself thinking “I have no idea where this project stands,” this is your sign to dive into statuses and let them do the heavy lifting.
In this post, we’ll break down:
- The difference between statuses and tags
- Why statuses are essential for smooth workflows
- Status examples you can steal (with a little emoji magic ✨)
- How to make your statuses work smarter, not harder
Statuses vs. Tags: What’s the Difference?
Here’s the simplest way to look at it:
| Feature | What it Does | What it’s For |
|---|---|---|
| Statuses | Show progress | Help you track where a lead or client is in your process |
| Tags | Add extra context | Help you filter, organize, and categorize projects |
🗂 Lead Statuses
These track where someone is in the inquiry phase—before they become a paying client. Think:
- Inquiry Received
- Proposal Sent
- Consultation Scheduled
You’re nurturing the relationship and moving them closer to a “yes.”
💼 Job Statuses
These apply once a client is officially booked (contract signed or payment received—💰 is a great indicator here). These reflect the delivery phase, like:
- Onboarding
- In Progress
- Awaiting Final Payment
You’re actively working with them at this stage.
🏷 Tags
Tags are flexible labels that help you organize. You can apply them to both leads and jobs—for example:
- “VIP”
- “Wedding”
- “Ongoing Retainer”
Think of tags as context. They’re super helpful, but they don’t move the project forward or trigger any automations.
Why Dubsado Statuses Are a Workflow Essential
Using project statuses intentionally gives you:
Built-in Progress Tracking
Lead statuses make sure no inquiry gets lost in your inbox. Job statuses give you a big-picture view of where every client is at.
Automation Triggers
Statuses can trigger Dubsado workflows or be used with tools like Zapier to automate tasks. For example:
- When a project hits “Awaiting Payment,” send a payment reminder.
- When a project reaches “Follow-Up Support,” notify your team or start post-project automations.
Clear Dashboard Visibility
Your pipelines (Lead and Job) show where everything stands at a glance. You can spot delays or bottlenecks quickly.
A Better Client Experience
Clear, consistent statuses ensure every client moves through your process smoothly—no guesswork, no confusion.
My Go-To Statuses (With Emojis, Because Why Not?)
Emojis aren’t just fun—they make your dashboard way easier to scan. Here’s a set I recommend to most of my clients:
LEAD STATUSES
| Status | Emoji | Use For |
|---|---|---|
| New Inquiry | 📥 | A fresh inquiry just landed |
| Call Requested | ❓ | They’ve shown interest but haven’t booked yet |
| Call Scheduled | ☎️ | Call is officially on the books |
| Draft Proposal | 📝 | You’re working behind the scenes on a proposal |
| Proposal Sent | 📧 | It’s in their inbox—ball’s in their court |
| Follow-Up | 👀 | You’re giving them a gentle nudge |
| Cold Lead | 🥶 | It’s been quiet… probably not moving forward |
| Waiting for Payment | 🤑 | They said yes, but haven’t paid just yet |
JOB STATUSES
| Status | Emoji | Use For |
|---|---|---|
| Onboarding | 🟡 | You’re gathering details and getting started |
| In Progress | 🔵 | The project is underway |
| Completed | ✅ | Done and dusted—time to celebrate! |
How to Set Up Statuses That Actually Work
1. Map Out Your Client Journey
Start by outlining every step a client takes from inquiry to project wrap-up. Group them into logical phases (inquiry, booking, delivery, follow-up).
2. Keep It Simple
You don’t need 20+ statuses. Focus on clarity. If you’re overwhelmed looking at your own status list, your team and clients probably are too.
3. Make Statuses Action-Oriented
Every status should answer this: What’s happening or what needs to happen next?
- ✅ “Call Scheduled” = prep for a meeting
- ✅ “Follow-Up” = time to check in
- 🚫 “Contract Signed” = too vague. What’s next—payment? Onboarding?
4. Automate Wherever You Can
Set up workflow steps that trigger when a status changes. A few examples:
- Move to “Awaiting Payment” → send an invoice reminder
- Move to “Completed” → send a thank-you email or testimonial request
5. Use Tags as a Bonus, Not a Crutch
Tags are helpful for filtering, but they shouldn’t replace your statuses. Use them to label things like:
- Service type (Branding, Wedding, Retainer)
- Client tiers (VIP, One-Time Project)
6. Review & Refine Over Time
Your process will evolve—and so should your statuses. Schedule a quarterly check-in to review and adjust them as needed.
🛠 Pro Tips to Uplevel Your Dubsado Status Game
- Add Emojis: Make your dashboard instantly scannable and fun.
- Color-Code Projects: Pair colors with statuses for an extra layer of organization.
- Use Reports: Check how long projects stay in each status. It’s a great way to uncover bottlenecks or slowdowns.
Final Thoughts: Why Statuses Matter
If you’re only using tags and ignoring project statuses, you’re leaving a lot of clarity and efficiency on the table. Here’s your cheat sheet:
| Feature | Why It Matters |
|---|---|
| Lead Statuses | Keep your sales pipeline clean and active |
| Job Statuses | Help you deliver a consistent, seamless experience |
| Statuses Overall | Move your client journey forward with intention |
| Tags | Add context and help you stay organized |
| Automation | Let Dubsado handle the busywork so you can focus on what you love |
Still feeling unsure? Just remember: you don’t have to do it all at once. Start with the statuses that reflect where you are in your business right now. Add more as your process grows.
You’ve got this. And your dashboard is about to get a whole lot clearer. 💡