Finding clients as a new Squarespace designer – 7 costly mistakes to avoid (60 min on-demand training)
Honeybook (20% off your first year!)
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Becoming a web designer is not just about designing pretty websites!
When you’re working clients, and trying to build your business, there are endless other hats to be worn!
And if you’re like most designers just getting started out, you’re currently a one woman show.
So it’s down to you to wear all those hats…and to wear them all well.
So wouldn’t it be nice if while wearing 50 different hats in your business, you didn’t also need 50 separate softwares to make it happen?
In today’s video, I want to share with you a favorite tool I used to totally streamline the client management side of my business.
So when you really dig into it, Honeybook (Yep! That’s an affiliate link!) has endless features for automating and streamlining the things you do every single day in your business.
But today I want to focus on the tools that are most helpful for managing clients in the inquiry phase.
So obviously you can set up a contact form right inside Squarespace…
But the thing I love about using these forms instead, is that it will automatically create a new project for you in Honeybook where all your files for that potential client will be stored going forward.
So if you’re not a naturally organized person, Honeybook has got your back from the minute your client inquires.
To set up your first form, head under tools > contact form.
You can use the wand icon on the left to play with colors and fonts and buttons to get your form looking on brand.
You can head under settings to tell Honeybook where to send visitors after filling out your inquiry form.
You can create a default thank you message, or redirect to a custom URL on your website that tells them their submission was successful and when they can expect to hear from you.
You can also set up a project type to assign contact forms to.
So say you offer two different types of services that you want separate inquiry forms, and completely different client workflows for…
You first need to create those project types by going to projects> new.
But then once they are created, you can automatically add the right project type here.
So now, anyone who fills out this specific form, will automatically have a new project created for them with the correct type assigned.
You can edit the questions right here in the form builder, dragging and dropping to change the order of the form fields.
If you want to make a specific field required in order for your visitor to submit the form, then you can click on the gear icon for that question, and toggle the required field button on and off there.
head into the settings and toggle on the required field button, change the format for that form field to whatever suits the question your asking. So text, choosing from a dropdown, multiple choice, date fields etc.
You also have the option to link their responses to certain parts of their profile so that Honeybook knows exactly how to auto-populate their new project with the information they provide.
If you want to change the format of the form field, say from text to multiple choice, then you can select from the drop down of question types in that same window.
Then when you are ready to start receiving inquiries through that form, just hit publish.
You can choose to embed that form on a page of your site following the Squarespace specific instructions Honeybook provides right here, or you can click view options and copy & paste the link into a button or graphic on your site instead.
So as I mentioned earlier, when your client submits an inquiry form, a project is automatically created for them.
To see your new potential client’s project, you’ll head under projects and pay a visit to your project pipeline page.
So the projects themselves are where all your client’s information, files and communication will be stored, but this pipeline is how you will keep track of where each client is in the design process, from inquiry, all the way to launch day.
You can customize the name of each stage in your pipeline by clicking on customize.
Add as many stages, in whatever order you need so that a client never slips through the cracks again!
If you feel overwhelmed seeing all the clients you are managing in one giant list and want to see new inquiries, then click on that stage in your pipeline.
You can refer people who aren’t the right fit based on their answers using a contact you already have saved in HoneyBook, or typing in a new one, then you can select from your list of custom-built email templates to help you refer them.
(I’ll show you how to create those email templates in minute!)
If they are a good fit, then they can be added into your client inquiry workflow.
Workflows are how you automate and plan the steps you will take with each client based on the phase of your process they are in.
For example, if when a client inquires, you like to send some sort of brochure with additional information, and then follow up again with them 2 days later to see if they have any questions, then this is how you set all that up.
So to create for first workflow, head to tools > workflows > create workflow.
Choose the first thing you want to happen when your workflow is added or triggered.
So maybe, as soon as someone enters my inquiry workflow, I want Honeybook to send them an email with a link to book a consult call with me.
I’m going to make my action be send an email, and select which of my pre-built templates I want to send.
You can select whether Honeybook will send automatically, or whether you’d like to receive a notification to approve prior to sending.
Select how soon you want that action to happen, and what should trigger it.
So I might decide I want to immediately send my email as soon as someone enters my inquiry workflow. I’d set my time delay to 0 days, and my trigger to after activating workflow.
You might choose to send a follow up email in a few days reminding them of your limited availability and to schedule a call.
Or you might even set yourself a task so that you will get a notification to complete an important next step manually, maybe for something that happens outside of Honeybook.
You can also choose to send a brochure to help answer the FAQ your client might have during the inquiry process, or a questionnaire to help you gather more information before hopping on a consult call.
Then name your workflow & be sure to hit save!
There are two ways to add a client to your workflow.
If you remember earlier when setting up the contact form, you could choose which project type to assign that form to.
Well, if you go back to your main workflow page you can now assign your workflow to whichever project type you want.
Meaning anytime your specific form is submitted, and its matching project type is created, you can choose to have your corresponding workflow begin automatically.
Or, if you want to read inquiry responses prior to having a workflow begin, then leave it as not assigned.
Open their project to look over their answers, then add the workflow using the project management toolbar over here on the right.
So you will probably keep your inquiry workflow pretty simple to start since your one goal is to find out about the client and get them on a consult call.
Once the call is booked, you can always create additional workflows with all the steps for your onboarding process and design process.
Wondering how to get that consult call scheduled in Honeybook?
Head under tools > scheduling.
Then create a new session type. I’ll call mine ‘Web Design Discovery Call.’
Then, type in your availability so clients only book when you’re actually available.
You’ll want to sync Honeybook with your Google Calendar, which (if you haven’t already done) should appear as an option when you head under the calendar tab.
So now, anyone who clicks your scheduling link will only be able to choose a time that isn’t already spoken for in your Google Calendar, and isn’t marked as off-limits back here in your session settings.
You will also use these settings to tell your client when and where you’ll meet them, whether that’s on a video call, voice call, in person meeting etc.
Then when you are ready to share your booking link, just click the little copy link icon for that session type.
Ok, so we already have a way for people to inquire, get set up with a project, be added to our custom workflow, and book a call…
But now we need to get busy designing all the email templates we will be sending throughout the inquiry phase!
So we can head under tools>templates and select emails.
Draft as many emails as you like!
I find it useful to number them in the order I tend to send them as well as naming them so that they are easy to find in my little template dropdown list when I go to send an email.
So edit the name of the email in the top left (don’t worry your clients won’t see this part).
Then put in your subject line and start writing the contents of the email.
You can personalize it by sticking in a name field that will automatically populate with the person’s name and even attach a document that will always be sent with that template.
So if you want to send additional information by attaching some sort of custom-branded brochure, then you can attach that here.
You can opt for designing your brochure outside in Honeybook and uploading it to your file library by visiting tools > library.
Or you can create a brochure right inside Honeybook by heading back to your templates page and clicking brochures.
The brochure builder is fairly basic when compared to say something like Adobe Illustrator or Canva…
But creating it in Honeybook allows you to make it more interactive, where you can request further information about their project, or even have them place a check mark next to any services they might be interested in.