GuestBooking

The GuestBooking entity tracks podcast guests through the complete booking pipeline from initial outreach to published episode.

Overview

Fields

Field	Type	Description
name	varchar	Guest's full name
email	email	Contact email
stage	enum	Pipeline stage
scheduledDate	datetime	Recording date/time
topics	text	Discussion topics
socialHandles	text	Social media handles
bio	text	Guest biography
notes	text	Internal notes
timezone	varchar	Guest's timezone

Pipeline Stages

Stage	Description	Actions
Outreach	Initial contact sent	Wait for response
Responded	Guest replied	Negotiate appearance
Confirmed	Agreed to appear	Schedule recording
Scheduled	Date/time set	Prepare for recording
Recorded	Recording complete	Edit episode
Published	Episode is live	Notify guest

Workflow Automation

Each stage transition triggers n8n workflows:

Automated Actions by Stage

Trigger	n8n Actions
guest-confirmed	Slack notify, Send confirmation email
guest-scheduled	Create calendar event, Send prep materials
guest-recorded	Send thank you email, Notify editing team
guest-published	Send episode link, Request social share

Relationship with Content

When a guest booking leads to content:

Kanban Board

GuestBookings are best viewed in a Kanban board in EspoCRM:

┌─────────────┬─────────────┬─────────────┬─────────────┬─────────────┬─────────────┐
│  Outreach   │  Responded  │  Confirmed  │  Scheduled  │  Recorded   │  Published  │
├─────────────┼─────────────┼─────────────┼─────────────┼─────────────┼─────────────┤
│             │             │             │             │             │             │
│ ┌─────────┐ │ ┌─────────┐ │ ┌─────────┐ │ ┌─────────┐ │ ┌─────────┐ │ ┌─────────┐ │
│ │ Jane D. │ │ │ Bob S.  │ │ │ Mike T. │ │ │ Lisa R. │ │ │ Tom W.  │ │ │ John S. │ │
│ │ @jane   │ │ │ @bob    │ │ │ @mike   │ │ │ Feb 10  │ │ │ Ready   │ │ │ Ep 42   │ │
│ └─────────┘ │ └─────────┘ │ └─────────┘ │ └─────────┘ │ └─────────┘ │ └─────────┘ │
│             │             │             │             │             │             │
│ ┌─────────┐ │             │             │             │             │             │
│ │ Sam K.  │ │             │             │             │             │             │
│ │ @sam    │ │             │             │             │             │             │
│ └─────────┘ │             │             │             │             │             │
│             │             │             │             │             │             │
└─────────────┴─────────────┴─────────────┴─────────────┴─────────────┴─────────────┘

Email Templates

Outreach Template

Subject: Invitation to appear on {show}

Hi {name},

I'm reaching out because I'd love to have you on {show} 
to discuss {topic}.

{show} reaches {audience_size} listeners who are passionate 
about {subject}. I think your expertise would be incredibly 
valuable to our audience.

Would you be interested in a {duration} conversation?

Best,
{host}

Confirmation Template

Subject: Confirmed: Your {show} appearance

Hi {name},

Great news! You're confirmed for {show}.

📅 Date: {date}
🕐 Time: {time} ({timezone})
📍 Platform: {platform}

Prep materials attached.

See you soon!
{host}

Thank You Template

Subject: Thank you for appearing on {show}!

Hi {name},

Thank you so much for joining us on {show}. 
The conversation was fantastic!

Your episode will be published on {publish_date}.

I'll send you the links once it's live.

Best,
{host}

API Operations

Create GuestBooking

POST /api/v1/GuestBooking
Content-Type: application/json

{
  "name": "John Smith",
  "email": "john@example.com",
  "stage": "Outreach",
  "topics": "AI trends, Future of work",
  "socialHandles": "@johnsmith",
  "bio": "CEO of TechCorp, AI researcher...",
  "timezone": "America/New_York"
}

Update Stage

PUT /api/v1/GuestBooking/{id}
Content-Type: application/json

{
  "stage": "Confirmed"
}

Schedule Recording

PUT /api/v1/GuestBooking/{id}
Content-Type: application/json

{
  "stage": "Scheduled",
  "scheduledDate": "2026-02-10T14:00:00.000Z"
}

Link to Content

PUT /api/v1/GuestBooking/{id}
Content-Type: application/json

{
  "contentProductionId": "content-id-here"
}

Best Practices

Track Everything

Use the notes field to track all communication and decisions about the booking.

Timezone Awareness

Always record the guest's timezone. Scheduling mishaps are the #1 cause of no-shows.

Prep Materials

Send prep materials (topic list, tech requirements, etc.) at least 48 hours before recording.

Follow Up

Set reminders to follow up with guests who haven't responded within 1 week.

Post-Publication

Always send guests their episode link and ask them to share. This extends your reach.

Metrics to Track

Metric	Formula	Target
Response Rate	Responded / Outreach	>30%
Confirmation Rate	Confirmed / Responded	>70%
Show Rate	Recorded / Scheduled	>95%
Time to Publish	Published - Recorded	<7 days

Related

• ContentProduction — Episode content
• n8n Webhooks — Automation triggers
• Publishing Workflow — Episode distribution