How to Set Up Podcast Guest Bookings
Stop managing guest bookings across spreadsheets, email threads, and calendar apps. This guide walks you through setting up Guest Booking System end-to-end — from your first show to your first confirmed interview.
What Guest Booking System handles for you
Guest Applications
A professional form your guests complete — no email back-and-forth.
Online Scheduling
Guests pick from your real availability — no calendar ping-pong.
Payment Collection
Optional booking fees collected automatically via Stripe or PayPal.
Automated Reminders
8-hour and 1-hour email reminders sent to both you and your guest.
Setting up your show, step by step
Create Your Host Account
Visit guestbookingsystem.com and click Sign Up. Choose the plan that suits your situation: Founding Member ($297 one-time payment, lifetime access, price locked forever) or Monthly ($47 per month, cancel any time, rate locked for as long as you stay subscribed). Pay securely by card via Stripe or through PayPal. Your account is activated instantly and you'll receive a welcome email with your next steps.
Founding Member spots are limited. If you're serious about the platform long-term, the one-time payment works out far cheaper than paying monthly.
Create Your Show Profile
From your host dashboard, click Create New Show. Add your show title, a description of what your podcast covers, the category that best fits (Business, Health, Technology, True Crime, etc.), and a brief description of the type of guest you're looking for. Your show profile is what applicants see when they visit your booking page — make it compelling.
Be specific about the type of guest you want. "Marketing professionals with B2B SaaS experience" converts better than "interesting people".
Set Your Availability Schedule
Go to your show's Availability settings and set up your weekly recording schedule — the days of the week and the times you're available to record. You can set different hours for different days. You can also block out specific dates (holidays, travel, or any days you don't want bookings) using the Block Dates tool. Guest Booking System automatically generates available slots and shows only your open times to applicants — no double-bookings possible.
Block your availability 4–8 weeks in advance to give guests enough options without filling your calendar too far out.
Configure Booking Fees and Interview Formats
In your show's Settings, decide whether to charge a booking fee. Fees are entirely optional — many hosts keep their shows free. If you do charge, you can set different fees per format: Audio Only, Audio + Video, and Premium. Connect your Stripe account or PayPal credentials in Settings → Integrations to receive payments directly into your account. Guest Booking System takes no percentage cut of your booking fees.
Booking fees reduce no-shows significantly. Even a small fee of $25–$50 makes guests more likely to show up prepared and on time.
Copy and Share Your Booking Link
Every show gets a unique, permanent booking URL. Copy it from your show settings and share it wherever you connect with potential guests: mention it in your podcast episodes, add it to your website's guest page, include it in your email signature, post it on LinkedIn or Twitter, or send it directly to specific people you'd like to invite. You can also embed the booking form directly on your website — go to Settings → Integrations → Embed Code to get the HTML snippet.
Receive and Review Guest Applications
When a guest submits an application and selects a time slot, you'll receive an email notification immediately. Log in to your dashboard to see all pending applications. Each one includes the guest's name, bio, website and social links, their proposed topic, the time slot they've chosen, and their payment status. Take your time to review — there's no deadline pressure.
Check the guest's website and social profiles before deciding. A quick 2-minute search tells you a lot about whether they'd be a good fit for your audience.
Approve or Reject Applications
From the dashboard, click Approve or Reject on each application. Approved guests receive a confirmation email with their interview details. Rejected guests receive a polite notification email — and if they paid a booking fee, a full automatic refund is issued immediately. You can also request a reschedule without rejecting: the guest receives an email with a link to choose a new time slot, and their payment remains intact.
Add Your Meeting Link
After approving a booking, add the Zoom, Google Meet, or Teams link for that interview. You have three options: connect your Google account to auto-generate a Google Meet link and add it to your calendar automatically, set a default meeting link that applies to all bookings, or add meeting links per-booking from the dashboard. Guests receive an email with the link as soon as it's added.
Set a default meeting link if you always use the same video platform. It saves you from manually adding it to every booking.
Let Automated Reminders Do the Work
Guest Booking System sends automatic email reminders to both you and your guest: one 8 hours before the interview and another 1 hour before it starts. Both reminders include the meeting link and a preparation checklist for the guest covering audio setup, lighting, and best practices. No manual follow-up required — the system handles it.
Mark Interviews as Complete
After each recording session, open the booking in your dashboard and click Mark as Complete. This moves the interview to your completed history, keeps your active queue clean, and helps you track your output over time. Your full booking history remains accessible for reference.
Frequently asked questions
How do guests find my booking page?
You share the link directly. Guest Booking System is not a public directory — your booking page is private until you share it. This means you control exactly who applies to your show. Share it only with people you'd genuinely consider as guests.
Can I run multiple shows on one account?
Yes. Each host plan supports up to 3 shows. Each show has its own booking page, availability schedule, fees, interview formats, and application inbox. You manage all of them from a single dashboard.
Do I need a Stripe or PayPal account to use the platform?
Only if you want to charge guests a booking fee. If your show is completely free, no payment integration is needed. You can add payment credentials at any time from Settings → Integrations.
What payment methods can guests use to pay me?
Guests can pay by credit or debit card via Stripe, or using their PayPal account. You control which methods are available on your show. You can offer one or both.
Can I block out dates so guests cannot book during certain periods?
Yes. Use the Block Dates tool in your show's Availability settings to block out holidays, travel, production breaks, or any dates you don't want bookings. Blocked dates are immediately removed from the calendar guests see.
What happens if I need to cancel or reschedule a confirmed booking?
Use the Reschedule option on the booking in your dashboard. This cancels the time slot, emails the guest automatically with a link to choose a new time, and keeps their application and payment fully intact. If you need to cancel entirely, you can reject the booking — the guest is notified and refunded automatically if they paid.
Can I embed the booking form on my website?
Yes. Go to Settings → Integrations → Embed Code to get an HTML snippet for your show's booking form. Paste it onto any page of your website. Guests can apply directly from your site without needing to leave.
How do I connect Google Calendar and Google Meet?
Go to Settings → Integrations and connect your Google account. Once connected, approved bookings automatically create a Google Meet event and add it to your Google Calendar. The meeting link is shared with the guest immediately.
Does Guest Booking System take a cut of my booking fees?
No. Guest Booking System charges a flat subscription fee (founding or monthly). We take no percentage of your guest booking fees — 100% of what guests pay goes directly to your Stripe or PayPal account.
Ready to start booking better podcast guests?
Set up your show in under 10 minutes. Share your link. Let the system handle the rest.