Podseeker is a podcast database built for outreach. It gives you verified contacts, booking intelligence, audience data, and the tools to pitch and follow up from your own inbox.
Every user starts with the database. How far you go beyond that depends on your workflow.
Some teams use Podseeker to research podcasts and build media lists. Others use it to pitch, follow up, and manage campaigns end to end. Both are valid. The platform is designed to meet you wherever you are.
This guide is organized in layers:
- Part 1-3: The Database. Search, lists, recommended podcasts. This is where everyone gets value.
- Part 4-5: Pitching. Templates, personalized pitches, sending from your inbox. For users ready to run outreach inside Podseeker.
- Part 6-7: Campaign Management. Bulk campaigns, follow-ups at scale, Inbox Zero workflow. For teams running sustained outreach across multiple clients.
You don't need to adopt everything at once. Start with search, and go deeper when it makes sense.
Part 1: Finding Podcasts
Strong podcast outreach starts with finding the right shows.
Rather than chasing the largest podcasts, the goal is to identify shows that are editorially aligned with your client, open to guest pitches, and worth your time.
Searching
Start on the Search page. Type a topic that matches your client's expertise. This might be healthcare, leadership, entrepreneurship, education, advocacy, or anything else your client speaks about.
Podseeker returns results enriched with the context you need to make decisions quickly. Each podcast card shows audience size, topics, location, guest history, and whether verified contact information is available.
Filters
Filters are where the database becomes powerful. You can narrow results by:
- Has guests / Has email / Active: The outreach-ready triage. These three filters together show you podcasts that take guests, have working contact info, and are currently publishing.
- Audience size: Listener count ranges from under 100 to over 1 million. For many campaigns, 1,000 to 10,000 listeners is a productive starting range. Smaller, niche audiences often deliver more value than large, general ones.
- Booking difficulty: Podseeker analyzes recent guests to estimate how selective a show is. Prioritizing low-to-medium difficulty focuses your effort where responses are more likely.
- Location and demographics: Filter by country, gender skew, and audience interests to match your client's target market.
- Recency: Focus on shows that have published recently so you're not pitching dormant podcasts.
A good first search uses a topic keyword plus "has guests," "has email," and "active." Refine from there.
Podcast Profiles
Click into any podcast to see the full profile. This is where you decide whether a show is worth pursuing.
Each profile includes:
- Verified contact information (host and/or producer emails)
- Booking difficulty and typical guest credentials
- Recent guests and episode topics
- Audience size, location, and demographics
- Social media reach (Instagram, YouTube)
This context helps you qualify a show in seconds. If the booking difficulty is high and the typical guests are Fortune 500 CEOs, you can decide whether your client fits before writing a word.
Client Fit Scores
If you've created client profiles (covered in Part 3), every podcast profile shows how well each of your clients matches that show. Scores are labeled as Excellent Fit, Good Fit, Weak Fit, or Poor Fit.
This helps you answer the question "which client should I pitch to this show?" instantly, without guessing.
Similar Podcasts
When you find a podcast that's a strong fit, check the Similar Podcasts section on its profile page. Podseeker surfaces other shows with overlapping topics and audiences. This is one of the fastest ways to expand your research without starting a new search from scratch.
One good podcast often leads to five or ten more you didn't know existed.
Part 2: Organizing Your Research
Once you've found podcasts worth pursuing, the next step is organizing them into media lists.
Media Lists
A media list is a focused group of podcasts you intend to work through together. Most PR professionals create lists around a client, theme, or time window. For example:
- "Healthcare podcasts, Q2 outreach"
- "Author interviews, first pass"
- "Leadership shows for [client name]"
To create a list, add podcasts from search results or podcast profiles using the "Add to list" button. You can create new lists on the fly or add to existing ones.
Reviewing and Refining
After building a list, open it from the Lists page to review your selection. This is your chance to remove anything that doesn't feel right before you move forward.
Media lists are flexible. Add, remove, and reorganize as your thinking evolves. A list should represent podcasts you feel confident about, whether you plan to pitch them inside Podseeker or work with them externally.
Removing Already-Pitched Shows
If you reuse a list for multiple rounds of outreach, click "Remove pitched podcasts" to clean it down to fresh targets only. This prevents duplicate outreach and keeps your list current.
Exporting
On the Grow plan and above, you can export media lists as CSV files. Exports include podcast name, host name(s), contact emails, audience size, topics, location, booking difficulty, RSS feed, and more.
Exports are available from the Export History page. Download links are valid for 7 days. Your monthly export quota is shown on the exports page and on the confirmation modal before each export.
Whether you use the exported data for external outreach, client reporting, or offline workflows, the database stays the source of truth.
Part 3: Recommended Podcasts
Searching is powerful, but it requires you to know what to look for. Recommended Podcasts flips the model: instead of searching for podcasts, Podseeker finds them for you.
How It Works
Create a client profile with their name, bio, and expertise. Podseeker analyzes the profile, extracts topics, and matches them against the podcast database. Every week, fresh recommendations appear on your client's profile page.
Each recommendation includes a fit score and a short explanation of why it's a match. Podcasts you've already pitched are automatically removed, so the list is always fresh.
Setting Up a Client Profile
To create a client profile:
- Go to Clients
- Click "Add client"
- Enter the client's name, website (optional), and profile
The profile is the most important field. Write it the way you'd briefly explain a guest to a podcast producer. A simple structure works well:
- Name / Title: Who is the client, professionally?
- Core positioning: What are they known for? What do they speak about?
- Relevant background: Experience, credentials, books, media appearances, research
- Topics they speak on: A short list of their key subjects
- Why they're a good podcast guest: What makes conversations with them valuable?
The richer the profile, the better the recommendations and match scores. Specific credentials and concrete achievements (revenue numbers, awards, publications) produce better results than vague positioning.
Viewing Recommendations
Recommendations appear in two places:
- On each client's profile page under "Recommended Podcasts"
- On the Recommendations page which shows recommendations across all clients
From either view, you can add recommended podcasts to a media list, dismiss ones that aren't a fit with "Not a fit," or click through to the podcast profile for more detail.
Past recommendations are accessible per client so you can revisit shows you may have skipped earlier.
Availability
Recommended Podcasts are available on the Grow plan ($99/month) and above. Recommendations refresh every Monday with new matches per client.
Why Client Profiles Matter Beyond Recommendations
Even if you don't use recommended podcasts, client profiles power several other features:
- Client Fit scores on every podcast profile page
- Match scores when creating pitches
- Pitch personalization using client details as context
Creating a client profile is the single highest-leverage setup step in Podseeker. It improves everything downstream.
Part 4: Pitching Podcasts
If you've found podcasts worth pitching, Podseeker lets you send outreach directly from your own inbox without switching tools.
This section is for users who want to run outreach inside Podseeker. If you prefer to use the database for research and pitch externally, that's completely fine. Parts 1-3 cover everything you need.
Connecting Your Email
Before sending pitches, connect your Gmail or Outlook account from the Mailboxes page.
Every pitch is sent from your actual email address. Replies come back to your inbox. Hosts see your name, not a platform. This is intentional: podcast outreach is a relationship, and hosts should always feel like they're hearing from a real person.
You'll be asked to grant send and read permissions during setup. This is so Podseeker can send pitches on your behalf and track replies. Your email credentials are never stored.
Creating Pitch Templates
Pitch templates let you reuse your best writing without sounding reused.
Go to Templates to create a template. You can write in your own voice and use merge fields that adapt to each podcast and client.
Podseeker supports two kinds of merge fields:
Basic fields like {{host first name}}, {{podcast title}}, {{client name}}, and {{client website}}. These insert exact values.
Smart merge fields like {{connection to recent topics}} or {{client short background and how it fits the show}}. Write these the way you'd describe them to a person. Podseeker uses the podcast's context and your client profile to fill them in naturally.
You decide how much AI assistance you want. Some users write fully manual pitches with only basic merge fields. Others lean on smart merge fields for per-show customization. Both work.
Writing and Sending a Pitch
From any podcast profile or media list, click "Write Pitch with AI" to generate a draft.
Podseeker loads your client profile and the podcast's context (recent guests, topics, audience, booking difficulty) to create a personalized draft. You can edit the draft freely, refine it with AI, or rewrite it entirely.
Before sending, you'll see a match score that shows how well your client fits this podcast. Our data shows that when pitches target podcasts with a 0.7+ match score, around 70% of host responses are positive. The average booked pitch has a 0.88 match score. The average declined pitch: 0.61.
Every draft also gets a Pitch Score that evaluates how well the pitch is tailored to the specific podcast. Think of it as a second set of eyes before you hit send.
Nothing sends without your approval. You review every word, and you decide when it goes out.
A Note on What Makes Pitches Work
Our data across thousands of pitches shows something counterintuitive: pitch personalization matters less than client positioning.
Users who send a simple, consistent template to well-matched podcasts with a strong client bio often outperform users who write heavily customized pitches for a client in a crowded niche.
The pitch gets you in the door. The client's story is what makes the host say yes.
If your client has specific, concrete credentials (revenue milestones, recognizable brands, published books, unique story arcs), lead with those. Numbers beat adjectives. "Scaled a company to $120M" is more compelling than "successful entrepreneur."
If your client is in a competitive space (AI, leadership coaching, personal branding), differentiate before you pitch. What angle does nobody else have?
The best thing you can do before writing a single pitch is audit your client's profile and ask: would a podcast host read this bio and immediately want to book a conversation?
Part 5: Following Up
Most bookings don't happen on the first email. Follow-up is where outreach actually converts.
Scheduling Follow-Ups
After a pitch is sent, you can schedule a follow-up for any future date. Podseeker personalizes each follow-up using the original pitch context, so messages never feel generic.
The most important feature: scheduled follow-ups auto-pause if the host replies first. You'll never send "just checking in" on top of a real response.
Follow-ups are unlimited on every plan. Only initial pitches count toward your monthly quota.
Following Up Individually
From the Pitches workspace, open any sent pitch and click "Follow up." Choose a date, review the draft, and schedule. Simple for one-off follow-ups or high-priority shows.
Replying to Conversations
When a host replies, you can respond directly from Podseeker. The entire conversation stays in one place, tied to the podcast and client record.
When a Pitch Reaches an Outcome
Every pitch should eventually reach a clear resolution:
- Booked: The host confirmed an appearance. Mark it as booked to remove it from your active workspace.
- Declined: The host passed. Mark it to keep your workspace clean. Podseeker tracks decline reasons (wrong fit, not taking guests, etc.) to help improve future targeting.
- Snoozed: The host is busy or booked for the season. Snooze the pitch for up to 6 months and Podseeker will surface it again when the time is right.
- Archived: The conversation ran its course. Archive to close it out.
The goal is simple: no pitch sits forgotten. Every conversation has a clear next step or a clear ending.
Part 6: Managing Campaigns at Scale
Once you're comfortable with individual pitching and follow-ups, Podseeker supports workflows for running outreach at higher volume without sacrificing control.
This section is most relevant for teams managing multiple clients, sending dozens or hundreds of pitches per week, and maintaining ongoing outreach cycles.
Pitching From a Media List
Instead of pitching one podcast at a time, you can pitch an entire media list in one flow.
- Open a media list from the Lists page
- Click "Pitch this list"
- Select your client
- Choose a pitch template
- Preview how pitches will be generated
- Set your subject line
- Podseeker generates a personalized draft for every podcast on the list
Each podcast still gets its own individual pitch, personalized using your client profile, template, and the podcast's context. You review each draft before anything sends.
Scheduling Campaign Sends
When you're ready to send, you can schedule the campaign:
- Choose which email account to send from
- Set when outreach should begin
- Set how many emails to send per day
Daily limits protect your sender reputation and keep outreach feeling natural. Emails are spaced automatically to avoid sudden bursts.
You can edit or pause a campaign at any time before an email is sent. Once sent, it's treated as a real email.
Bulk Follow-Ups
When you have dozens of open pitches, following up one by one becomes tedious.
From the Pitches workspace, click "Schedule Follow-ups" to queue follow-ups across all eligible pitches in a single action. Podseeker finds pitches that were sent and haven't received a reply, generates personalized follow-up drafts, and schedules them according to your preferences.
Each follow-up auto-pauses if the host replies. You stay professional without micromanaging every thread.
Daily Workflow for Campaign Users
Teams running campaigns at scale often follow a daily rhythm:
- Open the Pitches workspace. Check for new replies and respond to active conversations.
- Review follow-up queue. Schedule or send follow-ups for pitches that need a nudge.
- Mark outcomes. Booked, declined, snoozed, or archived. Keep the workspace clean.
- Add new targets. Check recommended podcasts or run a new search. Add promising shows to a media list.
- Pitch the list. Generate drafts, review, schedule.
This rhythm compounds over time. You stay visible to hosts, build familiarity, and create ongoing booking opportunities rather than one-off wins.
Part 7: The Inbox Zero Mindset
Whether you send 5 pitches a week or 500, Podseeker is built around one principle: every pitch should always have a clear next step.
The Pitches workspace is designed to feel calm and actionable, not overwhelming. At any given time, each pitch is in one of these states:
- Needs follow-up: No response yet. Schedule a follow-up or decide to wait.
- Replied: The host responded. Read it and take the next step.
- Snoozed: The host is busy. Podseeker will surface this again on the date you choose.
- Booked: Confirmed appearance. Celebrate and archive.
- Declined: Host passed. Capture the reason and move on.
- Archived: Conversation is complete. Out of your active view.
The goal is to process your workspace regularly so nothing is forgotten and nothing lingers without purpose. Start each session by clearing what's actionable, then move into new outreach.
This is what separates sustainable outreach from a one-time blast. Podcast outreach is not a campaign you run once. It's a process you maintain, and the teams who treat it that way consistently outperform the ones chasing volume.
Quick Reference
Getting Started (5 minutes)
- Search for a topic your client speaks about
- Filter for active podcasts with guests and email
- Open podcast profiles to evaluate fit
- Add promising shows to a media list
Setting Up for Pitching (10 minutes)
- Create a client profile with a strong bio
- Connect your Gmail or Outlook
- Create a pitch template in your voice
- Write your first pitch from a podcast profile
Running Your First Campaign (15 minutes)
- Open a media list with 10-20 well-matched podcasts
- Click "Pitch this list" and follow the wizard
- Review each generated draft
- Schedule sending over a few days
- Return to the Pitches workspace to follow up
Plans
- Launch ($49/mo): Full database access, 50 pitches/month, 1 team member. Everything you need for focused outreach.
- Grow ($99/mo): 400 pitches/month, 3 team members, recommended podcasts per client, CSV exports (5,000/month). For teams that want smarter targeting and more volume.
- Scale ($199/mo): 2,000 pitches/month, 10 team members, CSV exports (20,000/month), concierge email lookups. For agencies managing multiple clients at volume.
All plans include unlimited follow-ups, client fit scores, pitch scores, and the full podcast database.
Try us risk free with a FREE 3 days trial.
