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AI agent for podcasters

Podcast Guest Prep Packet and Logistics Agent

A guest who is briefed, equipped and cleared to record, with a host brief ready before the session

CommunicationAutomationCreatives
See how it worksGet access
Podcast Guest Prep Packet and Logistics Agent: what goes in, what the agent does and what you get

What it does

A guest joins a recording at the wrong time, without headphones, on a laptop microphone, and the host has not read their book. This agent prepares each recording from booking to the day before. It checks the guest's research, including bio, recent work and past interviews, runs through logistics such as time zone, release form, recording link and equipment test results, and compiles a prep packet for the guest and a research brief for the host. It rechecks open items the day before, reading the replies, the audio test and the signed form. If something is missing, it loops back with a reminder and a fallback, such as a phone recording or a new time. The host approves what is sent to the guest. Edge case: a guest in a different time zone gets both local times listed and the agent confirms which one they meant.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueYes, continueNoNo 1 STARTS WHEN Recording booked 2 USES A TOOL Collect the guest's bio, recent work and pastinterviews 3 DOES Draft the host brief with questions and background 4 DOES Draft the guest packet with time zone times, link,tips and release form 5 YOU APPROVE Host approves what is sent to the guest 6 USES A TOOL Read replies, the signed form and the guest's audiotest 7 CHECKS THE RESULT Are the time, release form and audio test allconfirmed? If not: Draft a reminder or offer a fallback such as aphone recording. Back to step 4. 8 DOES Run the day-before check of every open item 9 CHECKS THE RESULT Is everything confirmed and the audio testacceptable? If not: Flag open items to the host and propose a newtime or fallback. Back to step 6. 10 RESULT Ready checklist for the recording
Read the steps as a list
  1. Recording booked
  2. Collect the guest's bio, recent work and past interviews
  3. Draft the host brief with questions and background
  4. Draft the guest packet with time zone times, link, tips and release form
  5. Host approves what is sent to the guestThe agent waits here for your OK.
  6. Read replies, the signed form and the guest's audio test
  7. Are the time, release form and audio test all confirmed?If not: Draft a reminder or offer a fallback such as a phone recording. Back to step 4.
  8. Run the day-before check of every open item
  9. Is everything confirmed and the audio test acceptable?If not: Flag open items to the host and propose a new time or fallback. Back to step 6.
  10. Ready checklist for the recording

How it decides

A guest is ready when time zone, release form and audio test are confirmed. Open items are chased, with fallbacks if still open the day before.

  • Send the guest packet within 24 hours of booking
  • Remind about the release form after 3 days without a signature
  • Accept an audio test with noise below minus 50 dB and no clipping
  • Offer a new time if the test fails the day before

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Packet contents and tone
  • Release form template
  • Reminder timing
  • Audio test standard
  • Research sources

What keeps you in control

It always asks you first

  • Host approves the guest packet and each message to the guest

Hard limits

  • Never send anything to a guest without approval
  • Use only public information for the guest research

It stops when

  • Done: The guest is confirmed and the host has the brief
  • Stop: The guest does not respond by the day before, so the agent asks the host whether to move the recording

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA guest in Singapore is booked for 9 am New York time. The packet shows both times, and the guest replies with the wrong day. The agent flags the mismatch and asks the host. Two days later the release form is still unsigned, so a reminder goes out. The day-before test shows laptop mic noise at minus 38 dB, so the agent suggests earbuds and a retest.

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