Guest Booking Workflow

Complete workflow for managing podcast guests from initial outreach to published episode.

Pipeline Overview

Stage-by-Stage Workflow

1. Outreach

Goal: Identify and contact potential guests.

Actions:

• Create GuestBooking record with contact info
• Send personalized outreach email
• Set follow-up reminder (1 week)

2. Responded

Goal: Continue conversation after guest replies.

Actions:

• Update stage to Responded
• Negotiate appearance details
• Confirm interest

3. Confirmed

Goal: Guest formally agrees to appear.

Automated Actions (n8n):

• Send Slack notification to team
• Send confirmation email to guest
• Add to planning board

4. Scheduled

Goal: Set specific date and time for recording.

Automated Actions (n8n):

• Create calendar event with guest
• Send prep materials email
• Send reminder emails (24h, 1h before)

5. Recorded

Goal: Recording complete, ready for editing.

Automated Actions (n8n):

• Send thank you email to guest
• Notify editing team in Slack
• Create editing task

Manual Actions:

• Create ContentProduction record
• Link to GuestBooking

6. Published

Goal: Episode is live, notify guest.

Automated Actions (n8n):

• Send episode link email to guest
• Include social share graphics
• Request guest to share on their channels
• Update team metrics

Complete Workflow Diagram

🤖 = Automated via n8n

n8n Workflow Templates

guest-confirmed

Trigger: Webhook (guest-confirmed)
Actions:
  1. Slack notification to #guests channel
  2. Send email using confirmation template
  3. Log to Google Sheet

guest-scheduled

Trigger: Webhook (guest-scheduled)
Actions:
  1. Create Google Calendar event
  2. Send prep materials email
  3. Schedule reminder emails
     - 24 hours before
     - 1 hour before

guest-recorded

Trigger: Webhook (guest-recorded)
Actions:
  1. Send thank you email to guest
  2. Slack notification to #editing channel
  3. Create task in project management

guest-published

Trigger: Webhook (guest-published)
Actions:
  1. Send episode link email with:
     - Watch/listen links
     - Social share graphics
     - Suggested posts
  2. Update metrics spreadsheet

Email Templates

Outreach Email

Subject: Invitation to appear on {show}

Hi {name},

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

Our show reaches {audience} and I think your expertise 
would be incredibly valuable.

Would you be interested in a {duration} conversation?

Best,
{host}

Confirmation Email

Subject: Confirmed: Your {show} Appearance

Hi {name},

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

I'll follow up soon with scheduling options.

Looking forward to our conversation!

{host}

Scheduled Email (with prep)

Subject: Your {show} Recording - {date}

Hi {name},

You're scheduled for:
📅 {date}
🕐 {time} ({timezone})
📍 {platform}

Prep materials:
• Topic outline attached
• Technical requirements: [link]

Please test your audio/video beforehand.

See you soon!
{host}

Published Email

Subject: Your Episode is Live! 🎉

Hi {name},

Your episode is now live!

🎧 Listen/Watch:
{links}

Would you mind sharing with your audience? 
Here are some graphics: {graphics}

Thank you again for joining us!

{host}

Metrics & KPIs

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

Best Practices

Personalize Outreach

Generic emails get ignored. Reference specific work, articles, or tweets.

Send Prep Materials Early

Give guests 48+ hours to prepare. Include talking points and tech requirements.

Multiple Reminders

Send reminders at 24h and 1h before. Reduces no-shows significantly.

Quick Thank You

Send thank you email within 24 hours while the experience is fresh.

Share Graphics

Provide ready-to-use social graphics. Makes it easy for guests to share.

Related

• GuestBooking Entity
• ContentProduction Entity
• n8n Webhooks
• Publishing Workflow