Podcast Guest Booking Pipeline Template
Keep bookings and follow-ups visible
High-conversion podcast outreach teams track far more than names and emails. This Instaboard pipeline turns prospect research, custom pitches, reminders, recording prep, and promo swaps into one view your hosts and bookers can actually work inside. Duplicate the built-in field cards to capture every hook, move guests through the color-coded stages, and assign owners or due dates the moment someone needs a nudge. Every action—tags, attachments, voice notes, and promo clips—stays pinned to the original card, so you’re never recreating context across docs and spreadsheets.
- Centralize warm leads, pitches, and bookings on one canvas
- Duplicate micro-templates so every guest profile captures the right details
- Assign hosts, due dates, and follow-up tasks without leaving the board
- Track recording prep, files, and promo swaps through the same workflow
Start with the Guest Profile row
Open the Get Started section and drag a copy of the ‘Guest Profile’ card for every new idea in the Prospect Research list. Fill in the fields for audience fit, hook, and warm intro so the team can evaluate at a glance. Apply the right label—VIP target, Warm intro available, Needs media kit, Agent-managed, or Time-sensitive launch—before you tag the owner. Set a due date for when research should be finalized and attach any one-sheets or viral posts as links. This guarantees every card is ready to enter Active Outreach without rewriting context.
Log every pitch and asset
When a pitch is ready, move the card into Active Outreach and duplicate the ‘Pitch Outline’ card to track subject hook, CTA, and scheduling link. Attach your Loom, email screenshot, or doc so anyone can pick up the thread. Assign the booker, set the reply-by date, and use the checklist inside the Follow-up Log template to prep nudges in the Follow-ups Pending stage. Keeping outreach artifacts on the same card makes it obvious who owes the next touch.
Drive timely follow-ups
Shift undecided guests into Follow-ups Pending and convert the Follow-up Log into a task so you can toggle checkbox state when a nudge goes out. Update the description with last touch date, channel, and notes, then set the next send date as the due date so it rolls up on the calendar sidebar. Mention teammates in the card comments if you need fresh proof points or a mutual intro. Once the guest confirms, drag the card to Confirmed & Prep immediately.
Prep, record, and deliver promo
Inside Confirmed & Prep, duplicate the ‘Prep Packet’ template to capture episode goals, must-ask questions, and asset requests. Assign the host, attach the briefing doc, and note recording holds right in the card header. As files arrive, move the card into Recording & Production, where editors can add WAV links or task cards for mix deadlines. Close the loop in Promo & Keep Warm using the Promo Checklist template to document clips sent, quote cards delivered, and keep-warm touchpoints so future bookings stay warm.
What’s inside
Prospect research lane
Collect fit notes, hooks, and intro paths in 300 px lists you can scan fast.
Pitch + follow-up cards
Locked templates ensure every outreach log includes hook, CTA, link, and next send date.
Confirmed & Prep stage
Attach prep packets, set due dates, and note promo swaps before recording.
Recording + promo row
Track edits, clips, and thank-you touchpoints so every guest leaves with assets.
Label primer
Filter by VIP target, warm intro, agent-managed, and other critical notes instantly.
Why this works
- Keeps guest sourcing, outreach, prep, and promo in one linear flow
- Makes handoffs obvious by pairing assignments and due dates on every card
- Uses duplicate-locked templates so every pitch and prep packet includes the same must-haves
- Captures follow-up history beside the booking so no one double-pings a guest
FAQ
How many guests can this pipeline handle?
The board scales with unlimited cards per stage, and labels let you filter down to a specific cohort, such as VIP targets or agent-managed pitches.
Can I track multiple shows or seasons?
Yes—duplicate the board per show or add a tag for the season, then filter while the same pipeline structure keeps your process familiar.
Where do I store prep docs and clips?
Attach files, cloud links, or voice notes directly to each guest card so hosts, editors, and marketers can reuse them through every stage.
Does this work for remote and in-person interviews?
Each card can include location or studio notes, and the Promo Checklist keeps onsite photo swaps visible alongside remote-only clips.