Content Marketing

Podcast Guest Pipeline

Booking a guest starts a chain of small obligations — the prep pack, the reminder, the recording link, the thank-you, the promotion assets. This workflow runs all of them on schedule so a guest gets a professional experience and you get an episode.

8 stepsRequires Zapier Starter or higher20 minEasy

CalendlyGmailGoogle SheetsTrelloDelay by Zapier

What you get

Guests receive a prep pack rather than a bare calendar invite.

Recording day arrives with everything already sent.

Promotion assets are requested while the guest is still enthusiastic.

Workflow blueprint

When this happens

CalendlyInvitee Created

1GM

GmailSend Email

2GS

Google SheetsCreate Spreadsheet Row

3DE

Delay by ZapierDelay Until

4GM

GmailSend Email

5TR

TrelloCreate Card

6DE

Delay by ZapierDelay Until

7GM

GmailSend Email

The full blueprint — every field mapping, example value and the written copy for each message — is included with purchase.

Getting it into Zapier

Build this one from the recipe. The blueprint gives you the exact trigger, action events and field mapping for all 8 steps, so it is a copy-and-paste job rather than a design job.

You need your own Zapier account. Zapier’s Free plan runs single-step Zaps only; multi-step Zaps need a paid plan, and Paths and Webhooks need Professional. How this works →

Not on Zapier?

n8n — import and go

An n8n workflow JSON ships with this template. Import it and all 8 steps arrive on the canvas wired in order, and 8 of the 8 nodes arrive with their fields already filled in — the subject lines, the message copy, the delays, the column names. Every step maps to a native n8n node.

What an import cannot carry is your credentials, and the IDs that only exist inside your own account — which spreadsheet, which channel, which board. Those stay in a sticky note under the node, listing what is already done so you do not retype it, and what is left so you can see it.

Make — build guide

A Make-specific guide ships with this template: every module in order, every field value, and the concept translations that catch people out — filters live on the links between modules, and the schedule lives on the scenario rather than in a trigger module.

Self-hosted n8n has no per-task fee, which is worth knowing if this workflow runs at volume. Platform coverage →