How to Use Podseeker For Repeatable Podcast Outreach

Getting booked on podcasts is not about sending thousands of emails.

It is about running a repeatable outreach loop that you can sustain week after week.

Podseeker is designed around a simple workflow:

Discover → Media List → Pitch → Follow-up

You discover relevant podcasts, group them into a focused list, pitch them in a controlled batch, and then follow up until each pitch reaches a clear outcome.

The goal is not volume.

The goal is ongoing appearances and steady momentum.

To make this sustainable, Podseeker is built around an Inbox Zero-style mindset.

• Your pitch workspace should feel calm.
• Every pitch should have a next step.
• Nothing should be forgotten.

This guide walks through the full loop and shows how to repeat it week after week.

Section 1: Find the Right Podcasts (Discovery)

Discovery is where strong podcast outreach begins.

Rather than chasing the largest possible shows, the goal is to identify podcasts that are editorially aligned, open to guests, and worth your client’s time.

Start by searching for topics that closely match your client’s work or point of view, such as healthcare, leadership, education, or social issues.

A good starting point is identifying your first batch of 100 podcasts. This keeps discovery focused and makes execution manageable once you move into pitching.

To narrow your results, use the listeners filter to target mid-sized shows. For most campaigns, selecting 1,000–10,000 listeners is a strong default.

In podcast outreach, relevance matters more than scale.

A niche audience of 1,000 listeners who care deeply about the topic is often far more valuable than a large, general audience.

You can further refine your list by combining filters:

• Booking difficulty
• Prioritize podcasts that are more accessible. Podseeker analyzes recent guests to estimate how open a show is to new voices, helping you focus effort where responses are more likely.
• Audience interests
• Narrow your search to shows aligned with specific themes, such as CEO interviews, nonprofit leadership, or author-focused conversations.

At this stage, the goal is not perfection.

It is to assemble a high-quality first batch that you can confidently move into outreach.

Section 2: Build Focused Media Lists

Section 1 helps you identify the right podcasts to target.

This section is where you turn discovery into action.

In Podseeker, a media list represents a focused batch of podcasts that you plan to pitch together. Most users create one list per batch or per week.

Once you’ve identified a group of high-quality podcasts, select them from the search results and click “Add X podcasts to media list.”

You can add them to an existing list or create a new one. For your first batch, we recommend creating a new list and naming it in a way that reflects the campaign or timing, such as:

• “Healthcare podcasts – Batch 1”
• “Author interviews – Week 1”

After adding podcasts, go to Lists and open your newly created list. This is where you can review your selection, remove any podcasts that aren’t a good fit, and prepare the list for pitching.

At this stage, the goal is not volume.

It’s confidence.

You should feel comfortable pitching every podcast in the list.

Section 3: Pitch in Batches (Campaigns)

Once your media list is ready, it’s time to launch outreach.

While you can pitch podcasts individually, Podseeker is designed for batch-based pitching. This lets you stay consistent, manage volume, and keep follow-ups organized.

From your media list, click “Pitch this list” to start a campaign.

Step 1: Select a client

If you’ve created a client profile, select it and Podseeker will prefill the client bio for you.

Including the client’s website is recommended, as it helps the pitch generator tailor messaging more accurately.

If you don’t have a client profile, you can paste the client bio directly into the field.

Click “Continue to template.”

Step 2: Choose and preview a template

By default, Podseeker uses the mail merge template. You’ll see a live preview of how each pitch will appear.

You can edit the template and click “Regenerate preview” to review changes. Each podcast receives a personalized version of the pitch.

Step 3: Set the email subject line

Enter a subject line that will be used across the batch.

Step 4: Review and draft

Review the campaign details, then click “Draft all pitches.”

This generates individual, personalized pitches for each podcast in the list.

Step 5: Schedule the campaign

Before scheduling, connect your email account from Account → Mailboxes.

Once connected, return to the campaign and select:

• The email account to send from
• The start date and time
• How many emails to send per day (50 by default)

Daily limits help you manage replies and protect deliverability.

Click “Schedule # Emails.”

Pitches will be sent at the scheduled time, spaced 5 minutes apart.

Step 6: Review the campaign schedule

Click “View campaign schedule” to see all pitches and their send times.

At this point, your batch is live and ready to move into follow-up.

Step 4: Follow-up

Once your pitches are sent, your work shifts into follow-up.

Follow-up is where podcast outreach actually succeeds. It is the process of keeping every pitch moving forward until it reaches a clear outcome.

In Podseeker, follow-up happens in the Pitches workspace. This workspace is your control center for everything that happens after a pitch is sent.

Focus on the Next Step column. Podseeker is built around the idea that every pitch should always have a clear next action.

Opens, replies, and timing signals exist to help you decide what that next step should be.

As you work through your pitches, each one should move into one of these paths:

• Schedule a follow-up
• Reply to an active conversation
• Snooze the pitch to revisit later
• Mark it as Booked once confirmed

If a pitch has been sent and there is no response yet, schedule a follow-up so it does not sit idle. If a show is fully booked for a few months, snooze it and return at the right time.

Scheduling follow-ups is common enough that Podseeker includes a dedicated action for it. From the top right of the Pitches workspace, click “Schedule Follow-ups” to schedule follow-ups across multiple pitches at once.

Each follow-up is personalized and designed to act as a polite, well-timed nudge rather than a generic reminder.

When a podcast replies, you can respond directly from Podseeker and continue the conversation while keeping the pitch tracked in one place.

When an outreach results in a confirmed appearance, mark the pitch as Booked. This clears it from your active workspace so you can stay focused on what still needs attention.

The goal of this step is simple:

no pitch is forgotten, and nothing moves forward without intention.

Repeat the Cycle (Your Weekly Cadence)

Podcast outreach works best when it becomes a routine.

Rather than running one large campaign, most teams run Podseeker as a weekly cycle:

1) Discover → 2) Media List → 3) Pitch → 4) Follow-up

Each week, start by opening the Pitches workspace and keeping it clean. Reply where needed, schedule follow-ups, snooze pitches intentionally, and close out bookings.

Once your workspace feels under control, you are ready to start the next batch.

Discovery for the next batch follows the same approach as before. You can reuse the same search, expand or adjust filters, or move to the next page of results.

If your original search returned more than 100 podcasts, go to page 2 and add those podcasts to a new list as your next batch.

From there, repeat the cycle:

• Discover the next batch
• Build a focused media list
• Pitch the list as a campaign
• Follow up until each pitch reaches an outcome

Over time, this rhythm compounds. You stay visible, build familiarity with hosts, and create ongoing opportunities rather than one-off wins.

While many tools optimize for volume or one-time campaigns, Podseeker is built for consistent outreach, thoughtful follow-up, and long-term relationships.