Podcast Guest Booking System: Tracker + Templates

A podcast guest booking system for Google Sheets, Excel, and Word: a guest tracker with follow-up flags, 8 outreach emails, an intake form, and reminders. Take every guest from "who should we invite?" to "thanks for sharing the episode" in one pipeline, without chasing replies across your inbox and calendar. It organizes the work; it can't promise who says yes.

What's inside

• Guest Research and Outreach Tracker. Track every guest from idea to release. It flags overdue follow-ups, reminds you when a promo kit is due, and shows how many invited guests end up booked and recorded.
• 8 Invitation and Follow-Up Emails. Cold invites, referral intros, a version for publicists and agents, polite follow-ups, and a graceful close.
• Guest Intake Questionnaire. Collect bios, links, topics, and tech details up front, with steps for turning it into a Google Form.
• Scheduling Confirmation and Reminder Templates. Confirmations, calendar invite text, reminders a week, a day, and an hour before, plus reschedule and tech-check messages.
• Interview Prep Worksheet. Walk in with a clear angle, strong questions, and no awkward surprises.
• Recording-Day Checklist. Cover audio, video, backups, and guest care before you hit record.
• Thank-You and Promotion Templates. Thank your guest, tell them when the episode is live, and hand them a ready-made share kit so they promote it too.
• Completed Example. A fully filled-in system for a fictional show, so you can see exactly how it all fits together.
• Start Here and Workflow Guide. A simple walkthrough of the whole process with timing for each step.

Who it's for: podcasters and interview-show hosts who want a professional, repeatable booking process, whether that's one guest a month or one a week.

Works in Word, Excel, Google Docs, and Google Sheets. Instant download, for use in your own business.

Starting a brand-new show? The Podcast Launch Kit covers the 30 days before launch.

Save with the Podcast Business Template Bundle: guest booking, sponsorship, and repurposing kits together.

Refunds: no refunds on digital downloads. If a file is broken, missing, or won't open, email info@thecigarguys.com and we'll fix or replace it.