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Create a Podcast Workflow: Selecting a Scheduler

podcast workflow Aug 31, 2021

Create a Podcast Workflow: Selecting a Scheduler 


Many podcasters wonder whether it is necessary to use a scheduling software to schedule guest appearances on a podcast show. At Spark Media, we believe that scheduling software makes the process of scheduling interviews run more smoothly. Working within a scheduling software allows for hosts to quickly and efficiently get interviews on the calendar. These tools also allow for seamless communication between the guest and the host. At this point, you may be wondering what scheduling platforms are available, what the benefits are, and how to choose one based on your unique needs. In the second post in our podcast workflow series, we will address these common concerns and ease your anxieties regarding scheduling programs. 


How do I know that I need a podcast scheduler? 

Many individuals who are just starting in the realm of podcasting are unsure whether they need to make the monetary investment and spend the time necessary to learn the ins and outs of a podcast scheduler. We believe that these tools are beneficial and great boosters of productivity. So, we recommend starting with a scheduler from the very beginning of the podcasting journey. 


As you progress in the podcasting journey, you may begin to notice that you are interviewing multiple individuals within a condensed time frame. This can be not easy on many fronts, but even more so when you do not have an efficient system for managing your schedule. Once you become familiar with the tool of your choice, it does make a huge difference! 


What podcast schedulers are available? 

There are many options available when it comes to this tool. In this post, we will focus on two of the most commonly used programs and give you a brief overview of the features of each so that you can make an informed decision as to which may be the most helpful in your specific situation. 



Calendly is one of the most sought-after scheduling tools for podcasters. It brings many helpful features to the table and is highly versatile in terms of its capabilities. There is both a free version of this tool and a paid version. Naturally, the paid version will have a few extra features, but the free version is an excellent starting point. 


A few features of the free version include 

The ability to share your availability with anyone via a shareable link

The ability to send your invites from anywhere via a mobile app 

Automated emails sent to your invitees 


A few of the benefits of a paid plan include 

Custom integrations with outside platforms 

Automatic follow-up emails to meeting attendees

Opportunity for business owners to charge for services offered 



Another sought-after tool for scheduling is HoneyBook. HoneyBook offers several different features beyond scheduling, such as online contracts, online payments, and more! This platform is best for established businesses and podcasters who may be needing a more comprehensive approach to aid in running a business. 


A few of the benefits of this platform include… 


Scheduling interviews quickly and efficiently

The ability to create contracts and invoices  


Ultimately, when selecting a scheduling platform, you will want to weigh the costs and benefits in your specific circumstance. To do this, ask yourself questions like… 


  • Where am I in the podcasting journey? (Beginning, intermediate, seasoned professional) 
  • Would a scheduling platform increase my productivity? 
  • What specific features am I desiring? 


By asking these questions, you will be able to gain a more specific view of features, evaluate them for your own situation, and ultimately, make your decision. Now that we have discussed two popular options let’s talk about how a scheduler can increase productivity. 


 Schedulers save you time. 

As podcast hosts, our goal is often to be as productive as possible in as little time as possible without sacrificing the quality or the integrity of the episodes that we are putting out. One of the most helpful things that a scheduler can do for you is save you time. You can use your extra time in whatever way that you see fit. 


Schedulers keep you organized. 

Having a scheduler allows you to know who you are interviewing when you are interviewing that person and where the interview will take place. This will enable you to remain organized, manage your schedule (for podcasting and other activities) and budget your time well. 


Schedulers help you see the bigger picture in your business. 

Lastly, schedulers allow you to see the bigger picture when it comes to your business. Essentially, with organization and time management, you gain the freedom to invest in any area of business that you choose. You can focus on activities that will grow and sustain your business and walk away from tasks that take too much of your time and energy. 


Thank you for joining us on the Spark Media Blog today. For more Christian podcasting resources, be sure to join us on the Spark Media mailing list. We promise not to spam you but only to provide content that is valuable to you. For more information on the resources mentioned within this post, visit and

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