New Dubsado Inquiries » Push to Airtable make · scn 1648846
The front door of the whole system — every inquiry that lands in your inbox starts here.
▸ 5-minute walkthrough of the very first automation we built for you
What this does
Every time someone submits an inquiry form on Dubsado, Dubsado emails you a notification. This automation catches that email, figures out what kind of inquiry it is, pulls every field out of the message, and creates a Lead in Airtable — then pings your team's Slack channel so nobody has to go looking for it. No one is copy-pasting inquiry details anywhere.
The one thing to remember: this only reacts to Dubsado's notification email. If Dubsado's email format changes, or the notification stops sending, nothing lands in Airtable — the automation never sees it.
Where it sits
Step 1 · HereDubsado InquiriesFiles the lead
lead
Step 2 · MakeFirst MessageTexts the lead
text
Step 3 · MakeSales CallsBooks & logs the call
call
Step 4 · MakeSip & See ToursSchedules the tour
tour
Step 5 · MakeBooking NotificationsConfirms the booking
booked
Downstream · MakeOpt-OutsMarks Lost
This is the very start of the chain — there's nothing upstream of it. Every lead in the system traces back to an inquiry this automation caught.
How it works
One email comes in. The subject line decides which of six paths it takes, and every path does the same three things: pull the fields out, create the Lead, tell the team.
- A Dubsado notification email lands at a mail hook — an inbox Make.com generates for you and Dubsado sends its "new inquiry" alerts to. This is the trigger for everything that follows.
- A router reads the subject line and sends the email down one of six routes, based on which inquiry type it is:
- Wedding Inquiry
- Event Booking Inquiry
- Photoshoot Booking Inquiry
- CH Pop-Up
- Wellness Inquiry
- Tour Booking Only
- Each route runs a stack of regex parsers — one per field — against the raw email text. Each one grabs a single piece: first name, last name, email, phone, guest count, booking date, requested date, referral source, and whatever else that inquiry type's form collects. Fields the form didn't ask for on that route just aren't there — that's expected, not a bug.
- The route creates a Lead in Airtable with everything it just parsed, then posts to your team's Slack channel: the lead's name and a link straight to the record.
- The Tour Booking Only route does one extra thing before it creates anything: it searches Leads by email first.
- Already a Lead → skip creating a duplicate Lead, link the tour to the existing one, and create a Tours (Private) record.
- Not a Lead yet → create the Lead first, then create the linked Tours (Private) record.
The moving parts
What this automation touches, at a glance. Six routes, ~90 steps total once you count every field parser.
Starts from
A mail hook wired to your Dubsado notification email
Creates records in
Leads (every route) · Tours (Private) (Tour Booking Only route)
Searches
Leads by email — Tour Booking Only route only, to avoid duplicate Leads
Posts updates to
Your team's Slack channel — lead name + link, every route
Field extraction
Regular-expression parsers, one per field, tuned to the exact wording each Dubsado form sends (first/last name, email, phone, guests, booking & requested dates, referral source, budget, pets, and more depending on the route)
Good to know
• Each inquiry type has its own set of fields — a Wedding Inquiry parses more fields than a Wellness Inquiry, because the Dubsado forms behind them ask different questions. A blank field on a Lead usually just means that form didn't collect it, or the person left it empty.
• The regex patterns are matched to the exact phrasing Dubsado's notification email uses today. They're built to be resilient, but they read text patterns, not a structured feed — so they're the part most exposed if Dubsado ever changes its email wording.
• Tour Booking Only is the one route with branching logic — it checks for an existing Lead before deciding whether to create a new one.
• Each inquiry type has its own set of fields — a Wedding Inquiry parses more fields than a Wellness Inquiry, because the Dubsado forms behind them ask different questions. A blank field on a Lead usually just means that form didn't collect it, or the person left it empty.
• The regex patterns are matched to the exact phrasing Dubsado's notification email uses today. They're built to be resilient, but they read text patterns, not a structured feed — so they're the part most exposed if Dubsado ever changes its email wording.
• Tour Booking Only is the one route with branching logic — it checks for an existing Lead before deciding whether to create a new one.
What you can safely change
Green = go ahead. Amber = fine, but test a real inquiry after. Red = leave it, call us.
| Green | The Slack message wording — reword it freely, it's just text. |
| Green | Which Slack channel each route posts to. |
| Amber | Adding a new field to an existing route — fine if Dubsado's form already sends it, but write and test the regex pattern carefully. A bad pattern grabs the wrong text or nothing at all. |
| Amber | Which Airtable fields a route maps to — editable, but a mismatch means data lands in the wrong Lead field. Test after. |
| Red | The mail hook / notification email setting in Dubsado — change the address it sends notifications to, or turn notifications off, and this whole automation goes silent with no error. |
| Red | The subject-line filters on each route — these decide which inquiry type gets which fields. Change the wording Dubsado uses for a subject line and a route stops firing. |
| Red | The regex parsers themselves — these are pattern-matched to today's exact email format. Touching one without testing risks silently blank or wrong fields on every new Lead. |
| Red | The Tour Booking Only search-by-email step — remove it and every tour booking creates a duplicate Lead instead of linking to the existing one. |
What connects to this
This is the start of the chain — nothing feeds into it. Here's what it feeds.
◀ Comes in from
- Nothing — this is the system's front door.
It's triggered directly by Dubsado's own notification email, not by another automation in this system.
Goes out to ▶
- First Message — once a Lead exists in Airtable, that's what triggers the first SalesMSG text.
Not covered in this breakdown: what happens inside Dubsado before the notification email fires, and the exact Lead field layout in Airtable — those live outside this automation.
If something looks wrong
| An inquiry came in but no Lead appeared in Airtable. Check Dubsado actually sent the notification email, and that the subject line matches one of the six routes exactly. |
| A Lead was created, but fields are blank that shouldn't be. Check whether Dubsado's form actually collected that field for this inquiry type — if it did, the regex on that field may not be matching the email's current wording. |
| A Tour Booking Only inquiry created a duplicate Lead. Check the email on the tour booking matches the email already on file for that Lead — the search step matches on exact email. |
| No Slack message showed up. Check the Lead (or Tour record) was actually created first — the Slack step only fires after that succeeds. |
You can't permanently break this. A full restore copy of the automation is saved alongside this page. If anything gets misconfigured, we rebuild it exactly as it is today from that file.
Call us if: the mail hook stops receiving Dubsado emails, a route stops matching inquiries that are clearly the right type, or Leads start appearing with the wrong fields filled in. Those are past the safe-to-touch line.
Call us if: the mail hook stops receiving Dubsado emails, a route stops matching inquiries that are clearly the right type, or Leads start appearing with the wrong fields filled in. Those are past the safe-to-touch line.
Jargon buster
- Mail hook
- A special email address Make.com generates for you. Point a notification at it, and whatever lands in that inbox starts this automation.
- Router
- A fork in the road — it reads the email and decides which of the six paths it takes.
- Regular expression (regex)
- A pattern for finding one specific piece of text inside a bigger block of text — like teaching the automation exactly where "Tamara Grant" sits inside the email so it can grab just the name.
- Filter
- A condition on a route — here, it's the subject line. If the subject doesn't match, that route doesn't run.
- Step / module
- One box in the automation.