How to Set Up Your Client Booking Workflow with HoneyBook + Squarespace

If you’ve ever found yourself thinking, “There’s got to be an easier way to get clients from ‘I’m interested’ to ‘we’re working together’ without a million back-and-forth emails…”—you’re in the right place.

Because friend, you don’t just need a prettier contact form or a more “professional” intake process.

You need a streamlined, strategic client booking workflow that does the heavy lifting for you, especially if you’re a coach or service provider juggling consult calls, onboarding tasks, and, you know, actually serving your clients.

Let’s break it down.

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How to Set Up Your Client Booking Workflow with HoneyBook + Squarespace

What Is a Client Workflow? (And Why It Matters for Coaches)

A client workflow is the step-by-step process someone goes through from the moment they inquire to the moment they’re officially a client. Think of it like a behind-the-scenes funnel that quietly moves people from curious to committed, with minimal effort on your part.

For coaches, a strong workflow should:

• Make it super easy for clients to say yes and book

• Save you from copy/pasting the same email 12 times

• Automate important steps (like scheduling, contracts, invoices, and welcome emails)

• Feel personal, polished, and professional

This is where systems like HoneyBook come in hot.

Is HoneyBook Good for Coaches?

Yes—and not just “yeah, it works,” but like… “this replaced five different tools and gave me my afternoons back” good.

If you’re a coach trying to look more professional, create a smoother client experience, and stop spending hours chasing down contracts and payments, HoneyBook is your new favorite tool. It’s your whole back office, on autopilot.

Here’s a breakdown of what HoneyBook actually does, and why it matters for you and your business.

Contact Forms

Most contact forms just sit there and you’ll get an email notification you need to answer manually on your time. With HoneyBook, the moment someone submits your inquiry form, it triggers your entire workflow including things like sending a confirmation email, entering them into your system as a new lead, sending a link to your calendar- pretty much whatever you want to automate with your contact form, you can do!

Built-In Scheduler

No more DMs or Calendly links! Set your availability once, and let HoneyBook handle all the back-and-forth. Clients can book free discovery calls or paid sessions directly through your scheduler, and it syncs with your calendar, so you’re never double-booked.

→ Want to qualify leads before they book? Add questions to the scheduler form and weed out those time-wasters.

Proposals, Contracts, & Invoices (All-in-One Flow)

This is the piece that makes you feel legit legit.

With HoneyBook, you can create a branded, all-in-one proposal that includes:

• Your offer (custom or templated)

• A contract to sign

• An invoice to pay

→ The client gets it all in one click. They review, sign, and pay in minutes—without you lifting a finger.

Automations That Feel Like a Funnel (Without the Tech Headache)

You want a “funnel,” but not one that takes three weeks to build and two software engineers to manage. Enter: HoneyBook Automations.

You can automate:

• Initial inquiry response

• Consult scheduling

• Contract + invoice delivery

• Onboarding emails

• Reminders, check-ins, and even offboarding

→ It’s the kind of automation that makes you feel like you’ve got a team, even if it’s just you behind the screen.

Questionnaires + Onboarding Forms

You can build and send branded questionnaires for anything you want—intake forms, goal-setting worksheets, even client feedback surveys.

→ No more Google Forms. Everything lives in one client portal, so your clients don’t have to dig through emails to find what they need. And you don’t have to remember to send anything manually.

Payment Processing + Payment Plans

No more chasing invoices or trying to remember if someone paid. HoneyBook accepts credit cards or bank transfer, sends reminders, and lets you set up payment plans with automatic billing.

→ This alone has saved me—and my clients—so many awkward money convos.

Project Pipeline + Client Portal

Every lead and client has their own project timeline and communication thread. You’ll see exactly where they are in the process (inquiry, booked, onboarding, active, complete)—and so will they.

→ You feel organized. They feel taken care of. Everyone wins.

Want to try it for yourself?

Get 50% off your first year of HoneyBook with my affiliate link

*I only recommend tools I actually use in my own business.

Can Clients Book Through HoneyBook?

Yes—and not just one type of booking. Whether you’re offering free discovery calls, paid sessions, or full-service packages, HoneyBook gives you multiple ways to streamline the process and look so put together while doing it.

Here’s how clients can book with you:

Inquiry Calls (Free Consults)

Embed a HoneyBook scheduler on your site so potential clients can book a free consult without the email ping-pong. Add custom intake questions to qualify leads before they hit your calendar.

Paid Sessions (Standalone or Bundled)

Offer one-off services (like a single session, VIP Day, or clarity call) that clients can book and pay for upfront. Set your availability, price, and session length, and HoneyBook handles the rest—including confirmation emails and payment receipts.

Client Projects (Custom Packages + Proposals)

Once a client is ready to move forward, you can send a beautiful, branded proposal that includes your offer, contract, and invoice all in one file. They review, sign, and pay in just a few clicks—no downloading, printing, or chasing involved.

Ongoing Sessions (Included in a Package)

Already working with a client? You can use HoneyBook to schedule recurring sessions, send prep forms, and keep everything organized in one client portal—so you’re not hunting for details across email threads and Google Docs.

Bottom line? No matter how you structure your coaching offers, HoneyBook gives you a clean, customizable way to automate the process and make your business feel next-level legit.

How to Onboard a Coaching Client (Without Burning Out)

Here’s a quick client onboarding checklist for coaches using HoneyBook:

1. Inquiry Form → Embed a HoneyBook form on your Squarespace site (more on that below!)

2. Confirmation Email → Send a friendly, branded auto-reply with your next steps

3. Consult Call Booking → Let them self-schedule via HoneyBook’s calendar

4. Proposal & Contract → Auto-send a pre-built proposal with services, pricing, and terms

5. Invoice → Clients can pay directly through HoneyBook

6. Onboarding Questionnaire → Prep them for your first session with a seamless form

7. Welcome Email → Automatically send helpful info, expectations, and links

Once it’s all set up, it runs in the background while you get back to coaching, content, or finally finishing that book on your nightstand.

Can I Integrate HoneyBook and Squarespace?

Absolutely—and it’s a total game-changer.

You can link HoneyBook to your Squarespace website in a few easy ways:

1. HoneyBook Contact Form

Swap your basic Squarespace form for a HoneyBook form. That way, every inquiry goes straight into your HoneyBook pipeline, triggers automations, and eliminates the need to manually reply.

2. Embed a Scheduler or Calendar

If you offer consult calls or paid bookings, embed your HoneyBook scheduler on your services or booking page. Visitors can book themselves in minutes without the dreaded back-and-forth.

3. Direct Button Link

Add buttons or CTAs that link to your HoneyBook proposal, payment page, or booking link—whatever makes sense for your flow.

How Do I Link HoneyBook to My Website?

You’ve got two solid options when it comes to connecting HoneyBook with your Squarespace site—and both are super simple:

Option 1: Add a Link to a Button (Quick + Easy)

If you want to keep things streamlined, you can link directly to your HoneyBook scheduler or contact form using a button on your site.

Here’s how:

1. In HoneyBook, go to Tools → Contact Form or Scheduler

2. Copy your public link (not the embed code)

3. In Squarespace, add a Button Block wherever you want (ex: on your Services or Contact page)

4. Paste your HoneyBook link into the button URL field

5. Update the button text to something like “Book a Free Consult” or “Inquire Now”

This is a great option if you want a clean, minimalist layout or prefer to keep visitors focused on one next step.

Option 2: Embed the Form or Calendar (More Seamless)

If you want the form or calendar to show up inside your website instead of opening a new page, embedding is the way to go.

Here’s how:

1. In HoneyBook, go to Tools → Contact Form or Scheduler

2. Click Embed and copy the code provided

3. In Squarespace, add a Code Block to the page where you want the form/calendar to appear

4. Paste in the HoneyBook embed code

5. Save + preview to make sure it looks and functions properly

→ Bonus tip: Add a short heading above the embedded form like “Let’s Connect” or “Book Your Session” to guide your visitors.

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Bonus: What Is the Best Website Platform for Coaches?

If you're using HoneyBook and want a site that’s easy to maintain and looks polished? Squarespace is one of the best website platforms for coaches—especially if you're focused on wellness, personal branding, or service-based work.

It’s user-friendly, beautiful out of the box, and fully integrates with tools like HoneyBook, Flodesk, Calendly, and Acuity. Plus, my Squarespace templates are built specifically with coaching workflows and automation in mind—so your site isn’t just pretty, it’s strategic.

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Final Thoughts:

At the end of the day, your website isn’t just about how it looks—it’s about how it works.

Setting up a client workflow with HoneyBook and Squarespace helps you:

• Look more professional (and feel more confident)

• Automate your admin without losing the personal touch

• Save time, reduce stress, and create a smoother experience for every single client

Ready to streamline your biz? Use my HoneyBook affiliate link to get 50% off your first year—it’s the exact system I use and recommend to all my clients.

Want your website to match the level of ease and professionalism you’re creating behind the scenes? Check out my Squarespace Website Templates to get started.

You’ve got the vision. Let’s help your systems (and your site) rise to meet it.

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If you liked this post, you may also like:

→ How to Use Honeybook to Improve Your Client Workflow

→ 3 Tools You Need to Craft a Luxury Client Experience

→ 4 Things Your Coaching Website Must Include

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Hey I'm Jamie

-web designer, brand strategist, and former certified health coach turned creative studio founder. I specialize in building strategic, elevated Squarespace websites for wellness professionals who are ready to grow their business with more clarity, confidence, and ease.

After designing over 90 websites and supporting dozens of service-based entrepreneurs, I’ve seen firsthand how intentional design and smart strategy can completely shift the way you show up, and how you sell. This blog is where I share the real stuff: design tips, marketing strategies, and behind-the-scenes insights to help you build a brand that actually works for you.

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Disclaimer: My policy is to only share products and resources that have brought value to me and/or I believe will bring value to my audience. Some of the links in this post are affiliate links, and I will earn a commission if you make a purchase using them.

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