Why Guest Onboarding Matters
If you are interviewing guests on your podcast, your onboarding process is your first impression. A smooth, professional approach makes guests feel confident, saves everyone time and increases the odds they will share your show with their audience.
Many podcasters struggle with scattered email chains, missing assets and last-minute questions. Fixing that does not take much. It just needs a clear, replicable system. Here is how to build a guest onboarding process that impresses guests, reduces stress and supports your podcast's growth.
1. Automate Your Scheduling
Why? Avoid endless back-and-forth emails about times.
- Use tools like Calendly or Google Calendar to create appointment slots.
- Set up your availability in advance.
- Include buffer times to prevent double-booking.
- Automatically send meeting links (Zoom, Riverside, etc.).
Tip: Add custom questions to collect guest bios or talking points when they book.
2. Create a Guest Prep Guide
Why? Most guests do not know what to expect unless you tell them.
Include:
- Recording date and time (with time zones).
- Recording platform and link.
- Technical requirements (mic, headphones, quiet space).
- Show format (length, style, tone).
- Sample questions or themes.
- Tips for promoting the episode.
Tip: Use a Google Doc or Notion page you can duplicate for each guest.
3. Collect Bio, Headshot, and Links Upfront
Why? You will need these for show notes, graphics and promotion.
- Make it easy with a form such as Google Forms and Typeform.
- Ask for:
- Bio (short and/or long).
- Professional headshot.
- Relevant links (website, social, promo).
- A consent/release section if needed.
4. Use Automated Reminders
Why? Reduce no-shows and last-minute confusion.
- Enable email or SMS reminders from your booking tool.
- Send a reminder to your guest 24–48 hours before recording.
- Include all key info again (date, time, link).
5. Make It Personal and Welcoming
Why? Guest experience matters. People talk.
- Send a personal welcome email after they book.
- Thank them for their time.
- Offer to answer questions.
Guests who feel valued are more likely to promote the episode and return in the future.
6. Have a Standard Recording Checklist
Why? Avoid technical issues and delays.
- Run through these before hitting record:
- Mic plugged in and selected.
- Headphones connected.
- Internet stable.
- Distractions and background noise minimized.
- Platform tested (Zoom, Riverside, Zencastr).
Share this list with your guest so they are ready too.
7. Plan for Post-Recording Follow-up
Why? Keeps the relationship going and improves marketing.
- Send a thank you email after recording.
- Share planned release dates.
- Provide social media graphics or audiograms for them to share.
- Tag them in promotional posts.
Build a Repeatable System
Your podcast guest onboarding does not have to be complicated. The key is making it repeatable. Automate where possible, communicate clearly with the guest and make them feel valued.
A smooth onboarding process saves you time, avoids mistakes and turns your guests into friends who will help promote your show.
