Guest Booking & Episode Production Pipeline
A done-for-you media and publishing automation built for the Podcast Producer, connecting Calendly and Mailchimp so the work below happens on its own.
What this automation does, step by step
When a guest is confirmed for the podcast, this automation sends them an automated prep packet (the recording link, technical requirements, topic outline, and pre-interview questionnaire) and adds a calendar event to both the host and guest simultaneously.
After the episode records, the audio file triggers a production workflow: transcription is initiated, show notes are drafted from the transcript via AI, the episode is uploaded to the hosting platform, and a social media teaser asset is generated, all before the producer has to manually touch the file.
The week the episode airs, cross-promotion emails to the guest's audience and the pod's subscriber list go out automatically.
- Calendly (guest booking)
- Zapier or Make.com
- Descript or Riverside.fm (recording and transcription)
- OpenAI API (show notes and social copy generation)
- Mailchimp or Kit (episode announcement email)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Done manually, a podcast producer has to remember to follow up on every case individually, often relying on memory, phone calls, and whatever notes didn't get lost.
With this automation
- Low-stock and reorder alerts before you run out
- Vendor and subcontractor confirmations that chase themselves
- Preventive maintenance scheduled by usage or date
- Work orders and project milestones that update stakeholders
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