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 for PR professionals who want to stay personal, organized, and in control, without losing momentum as outreach scales.
The workflow is simple:
Discover → Media List → Pitch → Follow-up
You discover relevant podcasts, group them into focused media lists, pitch them with intention, and follow up until each conversation 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 clear next step
- Nothing should be forgotten or lost in email threads
This guide walks through the full loop and shows how to repeat it consistently over time.
Section 1: Find the Right Podcasts (Discovery)
Strong podcast outreach starts with discovery.
Rather than chasing the largest possible shows, the goal is to identify podcasts that are editorially aligned, open to guest pitches, and worth your client’s time.
Start by searching for topics that closely match your client’s work or point of view. This might include areas like healthcare, leadership, education, advocacy, or social issues.
A good starting point is building a manageable first set of podcasts that you can review and pitch with confidence. Some teams work in ranges like 50 to 100, while others prefer smaller, more selective sets. What matters is focus, not the number.
To narrow results, listener count can be a helpful guide. For many campaigns, 1,000–10,000 listeners is a useful starting range, which you can adjust based on fit and goals.
In podcast outreach, relevance matters more than scale.
A niche audience of 1,000 listeners who care deeply about the topic is often more valuable than a large, general audience.
You can further refine your search using additional context:
- 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 results 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 set of podcasts that feel worth reaching out to.
Section 2: Build Focused Media Lists
Section 1 helps you identify podcasts that are a good fit.
This section is where you turn discovery into a clear plan for outreach.
In Podseeker, a media list is a focused group of podcasts you intend to work through together. Many PR professionals create lists around a specific client, theme, or short time window.
Once you’ve found relevant podcasts, add them to a media list. For early outreach, it often helps to start with a new list and name it in a way that reflects your intent or timing, for example:
- “Healthcare podcasts – Q1 outreach”
- “Author interviews – First pass”
After creating a list, open it to review your selection. This is your opportunity to pause, reassess fit, and remove anything that no longer feels right before moving into pitching.
Media lists are meant to be flexible. It’s normal to add podcasts, remove them, or refine the list as your thinking evolves.
At a glance, your list helps you stay oriented, avoid duplicate outreach, and stay clear on what you want to pitch next.
At this stage, the goal is not volume.
It is confidence and clarity.
You should feel comfortable pitching every podcast in the list, whether you choose to send pitches individually or later decide to run a campaign.
Section 3: Pitch Thoughtfully
Once your media list is ready, it’s time to begin outreach.
Podseeker supports two equally valid ways to pitch podcasts: sending pitches one at a time, or pitching multiple podcasts using a campaign. Many PR professionals start by pitching individually, especially when refining a message or working with high-value shows.
Both approaches are supported, and you can move between them as your confidence grows.
3.1 Pitching individually
From your media list, you can open any podcast and draft a pitch directly.
This approach works well when:
- You are testing positioning or tone
- You want full control over each message
- You are pitching a small number of high-priority shows
Individual pitching allows you to review context, adjust language, and send only when you feel confident in the message.
3.2 Pitching as a campaign
Once you’re comfortable with your pitch, you can send it to multiple podcasts using a campaign.
A campaign is simply a structured way to pitch several podcasts from the same list while staying organized and consistent.
To start, open your media list and select “Pitch this list.”
You’ll be guided through a short setup where you:
- Select or provide client context
- Choose and preview a pitch template
- Set a shared subject line
- Generate individual drafts
Each podcast still receives its own personalized pitch.
3.3 Reviewing drafts before sending
Before anything is sent, Podseeker generates a draft for each podcast.
This review step is intentional.
It gives you a final opportunity to confirm that:
- The tone feels right
- The message reflects your intent
- You are comfortable reaching out to every podcast in the list
If you write or edit a pitch, Podseeker sends exactly what you approved.
Nothing is sent automatically without review.
3.4 Scheduling the campaign
When you’re ready to send, you can schedule the campaign by choosing:
- Which email account to send from
- When outreach should begin
- How many emails to send per day
Daily limits help keep outreach manageable and protect deliverability. Emails are spaced automatically to avoid sudden bursts.
Once scheduled, pitches are sent according to your plan and move into follow-up.
3.5 A note on volume
Campaigns are not about sending as many emails as possible.
They are about maintaining momentum without sacrificing clarity or control.
You can always return to individual pitching, adjust your list, or pause before scheduling. Podseeker adapts to how you work, not the other way around.
Section 4: Follow Up and Reach Inbox Zero
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.
Podseeker is built around an Inbox Zero-style mindset for outreach. Every pitch should have a clear next step.
4.1 The Pitches workspace
All follow-up happens in the Pitches workspace.
From here, you can see:
- Which pitches have been sent
- Which ones have received replies
- Which ones need follow-up
- Which ones are complete
If you work with a team, everyone sees the same media lists, pitches, replies, and follow-ups, helping avoid duplicate outreach and missed conversations.
4.2 Focus on the next step
Rather than tracking everything mentally or in separate tools, you focus on the Next Step for each pitch.
Suggested actions, not rules
Podseeker recommends next steps based on timing to help you stay organized, but you’re always in control.
For example:
- Newer pitches typically surface Follow-up as the suggested action
- Older pitches may surface Snooze as the suggested action to avoid over-following
These are recommendations, not restrictions.
You can always follow up, reply, or take another action from More actions if that’s the right move for the relationship.
This keeps the workflow intentional without forcing a rigid cadence.
That’s it. Short, calm, values-aligned.
4.3 Common follow-up paths
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 the pitch as Booked once confirmed
If a pitch has been sent and there is no response yet, scheduling a follow-up ensures it does not sit idle. If a show is fully booked for a few months, snoozing lets you return at the right time without losing context.
4.4 Scheduling follow-ups
You can schedule follow-ups individually or 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.
Follow-ups are meant to support conversations, not pressure them.
4.5 Managing replies and bookings
When a podcast replies, you can respond directly from Podseeker and keep the entire conversation in one place.
When an outreach results in a confirmed appearance, mark the pitch as Booked. This removes it from your active workspace so you can stay focused on what still needs attention.
4.6 The goal of follow-up
The goal of this step is simple:
No pitch is forgotten, and nothing moves forward without intention.
Section 5: Repeat the Cycle (Your Weekly Cadence)
Podcast outreach works best when it becomes a routine.
Rather than treating outreach as a one-time push, most teams use Podseeker as a steady, repeatable weekly cycle:
Discover → Media List → Pitch → Follow-up
5.1 Start with follow-up
Each cycle begins by opening the Pitches workspace.
Before starting new outreach, bring the workspace back to a calm, intentional state:
- Reply to active conversations
- Schedule follow-ups where needed
- Snooze pitches intentionally
- Close out confirmed bookings
Once everything has a clear next step, you’re ready to move forward.
5.2 Move back into discovery
Discovery for the next cycle follows the same approach as before.
You might reuse an existing search, adjust filters slightly, or continue reviewing new results. Add the next set of relevant podcasts to a new media list and keep moving.
5.3 Repeat with intention
From there, the loop repeats:
- Discover the next set of podcasts
- Build a focused media list
- Pitch individually or as a campaign
- Follow up until each pitch reaches a clear outcome
Some teams eventually move toward campaigns as confidence grows. Others continue pitching individually and steadily. Both approaches work.
5.4 Why this compounds
This rhythm compounds over time.
You stay visible without being overwhelming, 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.
6. Power User Workflows (Optional)
The sections below build on the core workflow above and are best explored after you’ve run a few outreach cycles.
Once you’re comfortable with discovering podcasts, pitching, and following up, Podseeker offers a few power-ups that help you work faster and stay organized as volume increases.
Client Profiles are the most important one.
You don’t need them to get started. But once you’re pitching for multiple clients or running repeatable outreach, they quickly become invaluable.
6.1 Client Profiles
A Client Profile lets you describe a guest once and reuse that information everywhere.
Instead of rewriting bios or copying text between pitches, Podseeker keeps a single source of truth for each client and uses it to personalize pitches, track outreach, and keep reporting clean.
Client Profiles help you:
- Reuse client details without retyping
- Keep messaging consistent across campaigns
- Track which podcasts were pitched for which client
- Generate more relevant pitches with less effort
Creating a Client Profile
To create a client:
- Go to Clients: https://app.podseeker.co/clients
- Click Add client
- Enter:
- Client name
- Website (optional but recommended)
- Client profile (this is the most important part)
- Click Create client
Tip: The profile doesn’t need to be perfect. It works best when written the way you’d briefly explain a guest to a producer.
What to Include in a Client Profile
A simple structure works well:
- Who the client is professionally
- What they’re known for or speak about
- Relevant background or credentials
- Topics they’re strong on
- Why they make a good podcast guest
Podseeker uses this information to adapt talking points and framing when generating pitches.
Using Client Profiles When Pitching
When you click Write pitch with AI, Podseeker automatically loads your most recent client.
You can switch clients at any time, and the name, website, and profile will be prefilled for you. This saves time and keeps pitches consistent.
Your templates can reference client details using smart placeholders like:
{{ client first name }}{{ client website }}
Podseeker combines the client profile with podcast context to personalize each pitch while keeping your voice intact.
Client Visibility and Reporting
Every pitch in Podseeker is tied to a client.
In the pitch workspace, you can always see which client a pitch belongs to. You can also filter and export pitches by client to prepare updates or reports showing:
- Which podcasts were pitched
- Which conversations are active
- What outcomes were reached
When Client Profiles Matter Most
If you’re pitching occasionally for yourself, you may not need this right away.
If you’re managing multiple clients, batching outreach, or reporting on results, Client Profiles become one of the biggest time-savers in Podseeker.
6.2 Pitch Templates
Pitch templates let you reuse your best writing without sounding reused.
In Podseeker, templates are how you send pitches in your own voice, consistently, without rewriting the same email from scratch every time.
We built templates this way because PR pros already know how to pitch their clients. Podseeker doesn’t try to replace that judgment or style. Instead, it helps you reuse what works and personalize it where it matters.
How pitch templates work
Podseeker templates support smart merge fields, which adapt to each podcast and client.
If you’ve used traditional mail merge before, you’re probably familiar with rigid fields like:
{{host_name}}{{client_name}}
Those work, but they’re limited.
With Podseeker, you can also write natural, flexible merge instructions, for example:
{{host first name}}{{connection to recent topics}}{{client short background and how it fits the show}}
You don’t need to follow exact field names. Write merge fields the way you’d describe them to a human.
When generating a pitch, Podseeker uses:
- The podcast’s context (recent guests, topics, positioning)
- The client profile you’ve created
- Your template wording
to produce a draft that fits the show while staying true to your original structure.
You always review and approve the final message before anything is sent.
Using as much or as little AI as you want
AI is optional.
If you prefer full manual control, you can:
- Write an entire pitch template yourself
- Use only basic fields like
{{host name}} - Skip smart merge instructions entirely
Many experienced PR pros start this way.
If you want help adapting your message to each show, you can gradually add smart merge fields where they’re useful. You decide how much assistance you want, not Podseeker.
Creating your first template
To create a pitch template:
- Go to Templates at https://app.podseeker.co/pitch_templates
- Click New Template
- Write your pitch using your own wording and any merge fields you want
- Click Create Template
Your template can be reused across clients, podcasts, and campaigns, and refined over time as you see what works best.
6.3 Pitching in Batches (Without Losing Control)
Earlier in the guide we introduced campaigns conceptually. This section focuses on using them efficiently in day-to-day work.
Once you have client profiles and pitch templates set up, you can speed things up by pitching to an entire media list at once.
Most PR pros naturally work in this flow:
Discover → Media List → Pitch → Follow Up
When you’re pitching one show at a time, that works well. But once you’re pitching dozens of relevant podcasts, repeating the same steps over and over becomes unnecessary friction, even with smart prefilled fields.
Pitching in batches lets you move faster without changing how thoughtful your outreach is.
Instead of generating and reviewing each pitch individually, you can pitch directly from a media list.
To get started:
- Go to Lists
- Open a media list
- Click Pitch this list
- Follow the guided wizard
The wizard lets you:
- Select the client
- Choose the pitch template
- Set the email subject
- Review how pitches will be generated
Podseeker then generates a personalized draft for each podcast on the list, using your template, client profile, and podcast context.
From there, you stay fully in control:
- Review and edit each pitch individually
- Send immediately, or
- Schedule sending over time
Two ways batch pitching works
Podseeker separates batch pitching into two clear steps:
- Generate pitches: Draft personalized pitches for each podcast in the list so you can review them one by one.
- Schedule sending (optional): If you choose to schedule, Podseeker spaces sends gradually during business hours to protect deliverability and keep things natural.
You can edit or pause a campaign at any time before an email is sent.
Once a pitch has been sent, it’s treated like a real email and can’t be changed.
All generated pitches and campaigns are managed from your Pitch workspace, where you can:
- See what’s been sent
- Review what’s scheduled
- Track replies and next steps
Batch pitching is meant to remove repetitive work, not replace judgment. You’re always reviewing real drafts, not blasting generic messages.
6.4 Follow-Ups at Scale
After pitches are sent, follow-ups become the real work.
Not because your pitch wasn’t good, but because inboxes are crowded, schedules change, and good requests get buried. A thoughtful follow-up is often what brings a pitch back to the surface.
You can always write or schedule follow-ups individually from the Pitch workspace. That works well for one-offs. But once you have many open pitches, doing this one at a time becomes tedious and easy to miss.
That’s where bulk follow-ups help.
Podseeker lets you schedule follow-ups across all eligible pitches in a single action, while still keeping each message personal.
To get started:
- Go to Pitches
- Click Schedule Follow-ups
- Podseeker finds pitches that were sent and haven’t received a reply
- Choose a follow-up template or use the default
- Review and schedule
Each follow-up is customized using the original pitch context, podcast details, and your template, so messages never feel generic.
What we designed to scale (and what we didn’t)
Podseeker is intentionally opinionated about follow-ups.
The primary bulk action in the Pitch workspace is follow-up scheduling. This keeps your outreach moving without forcing you to manage dozens of small reminders manually.
Everything else stays human and intentional:
- Replies are handled one by one
- Conversations continue naturally in your inbox
- Pitches can be snoozed for weeks or months when a show is full
- Opportunities can be marked as booked or archived when closed
The goal is an inbox-zero style workflow where:
- No pitch sits forgotten
- Follow-ups happen consistently
- Your time is spent responding, not chasing
Follow-ups should feel like quiet professionalism, not pressure. Podseeker handles the system so you can focus on relationships.
6.5 Keeping Lists and Pitches Clean
As you move through the Discover → Media List → Pitch → Follow-up workflow, keeping things organized becomes just as important as moving fast.
Podseeker is designed to help you avoid one of the most stressful mistakes in outreach: double pitching the same podcast.
Throughout the product, you’ll always see pitch status at a glance. In search results and media lists, Podseeker shows whether a podcast has already been pitched, replied to, or booked.
This alone prevents most accidental duplicates.
For extra confidence, you can also clean a media list entirely by removing already pitched shows.
This is especially useful when:
- You add many podcasts to a list at once
- You reuse a list for a new round of outreach
- You want to be absolutely sure you’re only pitching fresh targets
To clean a media list:
- Go to Lists
- Open a media list
- Click Remove pitched podcasts
Podseeker will remove any podcasts that have already been pitched, leaving you with a clean list of new opportunities.
From there, you can:
- Review the remaining podcasts individually, or
- Pitch the entire list with confidence
The goal is simple: every list you pitch from should feel intentional, current, and safe to use.
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