The team's part
- Write or update the one-sentence brief
- Approve new drafts
- Confirm dates with interested hosts
- Prepare the executive for interviews
Team workflow
The in-house podcast outreach workflow
Last updated: October 26, 2026
How does an in-house team run podcast outreach in PodPitch?
An in-house team writes one sentence describing its target shows, approves PodPitch's drafts, and lets PodPitch send, follow up, and log replies and bookings.
PodPitch runs the pipeline between deciding who should cover your executive and confirming the booking. The team's own work shrinks to the brief, draft approval, and conversations with interested hosts. PodPitch states teams save 13 or more hours per week per account.
The seven steps, in order
Describe who should be talking about you
Type one sentence the way you would say it out loud, such as "reporters who cover fintech" or "parenting podcasts with big audiences." That sentence is the whole brief.
PodPitch builds the list
Relevant, active contacts arrive with verified email addresses, listener numbers, and match and virality scores. Dead contacts drop out because the data refreshes daily.
Drafts are written in your voice
Every draft is composed for one person and mentions the episode or article they just published. Subject lines test themselves and keep the winners.
Pitches send from your inbox
Emails go out from your real address on a natural schedule, or from managed inboxes with warmup. PodPitch states a spam rate 15 times lower than average.
Follow-ups run automatically
Silence gets a polite reply in the same thread until somebody answers. Most bookings come from follow-ups.
Magic Inbox handles replies
Every reply lands in one place with a response already drafted. Read alerts reach the app or Slack the moment a pitch is opened.
Wins land in the tracker
Bookings flow into the Booked Media tracker with earned media value in advertising dollars. Monitor catches keyword mentions. Export the report for anyone.
Who does what each week?
PodPitch's part
- Find and refresh matching contacts
- Draft one unique pitch per host
- Send, follow up, and draft replies
- Track bookings, mentions, and earned media value
See how the last step becomes a leadership report in podcast outreach software with reporting, or return to the in-house podcast pitching overview.
Common questions
See all questions in the FAQHow does PodPitch work?
You describe who should feature you in one sentence, and PodPitch builds a list of matching podcasts with verified emails, listener numbers, and match scores. It drafts a pitch for each host that references a recent episode, sends from your inbox, follows up in the same thread, and logs replies and bookings.
More in the FAQCan I review pitches before they are sent?
Yes. Drafts can be reviewed before anything sends, which is how most in-house teams keep executive messaging on brand. You can edit a pitch, approve it, or skip a show entirely. Once approved, sending and follow-ups run on a natural schedule from your inbox.
More in the FAQWhat happens when a podcast host replies?
Replies land in the Magic Inbox with a response already drafted for you. Read alerts reach the app or Slack when a pitch is opened, and inboxes are watched around the clock. Once you confirm a date, the booking flows into the Booked Media tracker for reporting.
More in the FAQHow much time does podcast outreach take with PodPitch?
Teams save 13 or more hours per week per account. Drafts are produced in seconds rather than the hour a researched pitch can take by hand. The remaining work for an in-house team is reviewing drafts, answering promising replies, and preparing the executive for interviews.
More in the FAQDoes PodPitch work with Slack?
Yes. Read alerts are sent to Slack when a pitch is opened, and customer support runs through a dedicated Slack channel. That keeps the whole comms team aware of host replies without everyone logging into another tool.
More in the FAQHow can PR teams find relevant podcasts and pitch guests efficiently?
Use a database with filters and fit scoring instead of manual searching. You can filter 3.85 million podcasts by topic, audience size, recent guest history, and activity, then sort by an AI match score. Drafting and sending happen in the same tool, which removes spreadsheet handoffs.
More in the FAQ