Use case • Business Strategy & Leadership
Multi-vertical podcast booking engine
Engineered a multi-niche outreach system that identifies qualified podcasts across four distinct verticals (AI systems, spiritual coaching, business & entrepreneurship, and mompreneur), crafts host-specific pitches referencing recent episodes and guests, classifies every reply with AI, and drafts on-brand responses using lane-aware voice selection. Across 2,400 outreach emails the campaign delivered a 15% reply rate (3x industry average) with over half of all replies expressing genuine interest in booking.
Why we built this
A published author and business strategist needed a scalable system to book podcast appearances across four distinct audience verticals without sacrificing the personalised touch that gets hosts to say yes.
Before vs after
Before
Relied on personal networking, word-of-mouth referrals, and occasional social media DMs to land podcast appearances. No structured pipeline, no tracking system, and no way to pursue multiple niches simultaneously. A handful of bookings per quarter despite 10+ hours per week spent on manual research and one-off pitches.
After
The system discovers and qualifies podcasts across all four verticals, sends niche-aware personalised outreach at scale, classifies every reply, drafts on-brand responses with lane-specific voice selection, and tracks the full pipeline in Notion. The client reviews drafts and clicks "Approve". That is the entire daily workflow. Saves 15+ hours per week while reaching 10x more podcasts across AI, spiritual coaching, business, and mompreneur audiences.
Campaign results
A production campaign across 2,400 outreach emails spanning four podcast verticals, with reply rates 3x the industry average.
How the speaking pitcher works
A multi-workflow system orchestrated in n8n: from niche-segmented outreach through Instantly to lane-aware AI-drafted replies and Calendly booking detection.
1. Build a qualified podcast list
Podcasts are sourced across all four target verticals and filtered by activity (under 100 episodes), audience size (minimum monthly listeners), guest history, and English language. Each show is scored for niche-specific topic alignment with the client's expertise.
2. Launch personalised outreach
Instantly runs the campaign with warmed-up sending infrastructure. Each email is personalised with references to the host's recent episodes, past guests, and niche-relevant talking points.
3. Capture and classify replies
When a host replies, Instantly fires a webhook. n8n extracts the reply content, classifies it as Positive, Negative, or Auto-Reply using GPT-4o Mini, and cleans the data for downstream processing.
4. Create or update the CRM entry
New leads get a Notion CRM entry with full conversation context. Returning leads have their conversation history appended. Negative replies are logged but no draft is generated.
5. Draft an on-brand reply
For positive replies, GPT-4o drafts a response using the client's niche-specific brand voice guide with campaign-aware lane selection. The draft is saved to the CRM with status "Needs Approval".
6. Approve and send
The client opens Notion, reviews the draft, edits if needed, and clicks "Approve & Send". The reply is sent through Instantly and logged back to the conversation history.
7. Track bookings automatically
When a lead books through the UTM-tagged Calendly link, n8n detects the booking, matches it to the CRM record by email, updates the status to "Booked", and adds the event to the calendar.
Tech stack
Every reply, classification, and booking event is tracked with PostHog. UTM-tagged Calendly links enable end-to-end attribution from the first outreach email to a confirmed booking.
Control & deliverability
Designed to protect sender reputation while keeping the client in full control of every message that goes out.
Human approval by default
Every AI-drafted reply goes through the Notion approval workflow before sending. Nothing leaves the outbox without the client clicking "Approve & Send". Auto-reply mode is available but opt-in.
Email reputation protection
Sending infrastructure uses warmed-up inboxes with deliverability monitoring. All recipient emails are validated with MillionVerifier to keep bounce rates under 1% and protect sender reputation.
Configurable brand voice
The brand voice guide is fully editable in Notion, including tone, lane selection rules, guardrails, and CTA strategy. Changes take effect immediately without touching any workflow code.
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