By Brett Kaufman. 8 years using relationships to build sales pipelines, from political fundraising to a 7 figure business to running matchmaking for two communities. Over 1,000 introductions facilitated.

A podcast guest tracking spreadsheet needs one row per episode with the host, recorded date, air date, what you promised the host, where you shared it, and a dated next touch. The template below covers all of it, and a 10 minute weekly review keeps every host relationship warm after the episode.

Here is the problem it solves. You record with a host in March. The episode airs in June while you are at a conference. A listener writes in during August. You told the host you would send her a guest, and it is October. Four separate moments, months apart, each one easy to miss, and each one a reason the host does or does not think of you again.

Most podcast trackers are built for hosts managing guests, or for guests managing pitches. This one is for after the booking: the relationship with the host.

What should a podcast guest tracking spreadsheet include?

It should include everything you need to know about the host relationship at a glance: when you recorded, when it aired, what you owe them, and when to reach out next. Here are the columns, with an illustrative example row.

Column	What goes in it	Example (illustrative)
Host	First and last name	Host name
Show	Show name and link	Example Deals Show
How we met	Event, intro, or cold	Intro from a broker, spring conference
Recorded	Date recorded	Mar 12
Air date	Date it went live	Jun 3
Episode link	Direct link to the episode	Link
Topic	One line on what you covered	Seller notes in add on deals
Promised the host	Open loops you created	Send a lender as a guest
Shared where	Where you sent it	Email list, 8 operators by text
Review left	Yes or no, and date	Yes, Jun 4
Listeners who wrote in	Name, date, what they said	Owner thinking about an exit, Aug 9
Next touch	Date and the reason	Oct 1, send the lender intro
Status	Warm, due, or cold	Due

Copy the headers into Google Sheets, Excel or Numbers and you have a working tracker. That is the template. The rest of this page is how to keep it alive.

Which columns actually matter?

Three columns do most of the work: promised the host, listeners who wrote in, and next touch. The rest is reference.

Promised the host catches the most expensive slip. During a recording you say you will connect the host with someone. That open promise works against you every week it sits. If you track intros anywhere, these belong on the same list as every other one, the intro ledger.

Listeners who wrote in is where an episode turns into conversations. Someone who heard 45 minutes of how you think is the warmest new contact you will get all year. Log the date and what they said.

Next touch turns the sheet from a record into a to do list. Always a date and a reason. “Check in” is not a reason. “Her show hit episode 100” is.

How should you run the weekly review?

Run it once a week for 10 minutes, sorted by the next touch column, and act on every row that is due. Here is how I would run it:

1. Sort by next touch, oldest first. Anything overdue goes to the top.
2. Check air dates. If an episode went live this week, send the host a short text naming one moment and where you shared it. What to say is in what to send a podcast host after your episode airs.
3. Clear one promise. Make one intro you owe a host, every week.
4. Reply to listeners. Anyone who wrote in during the past 48 hours gets a reply.
5. Set the next touch on every row you touched, with a new date and a reason.
6. Mark status. Warm, due, or cold. Any host who has been cold for six months goes on next week’s list with a fresh reason.

That is the whole system. A short list of hosts, worked weekly, beats a long list worked never. Who belongs on that list in the first place is in how to get booked on podcasts and panels.

Spreadsheet, Airtable, PodMatch or FRONT OF MIND?

They do different jobs, so choose by the job, not the price. Here is the honest comparison.

Tool	Best for	Cost	What it will not do
Spreadsheet	A free record you control	Free	Tell you who needs a text today
Airtable	A linked database with views	Free plan; Team is $20 per user a month billed annually (pricing)	Watch hosts’ posts or draft the message
PodMatch	Getting matched with hosts	Guest and host plans (pricing)	Track the relationship after the episode
FRONT OF MIND	Daily list of who to text and why	Free for 25 contacts, then $29 a month	Book the episode for you

A spreadsheet is the right place to start. It is also easy to abandon within a few weeks. Not from laziness. A sheet only works when you open it, and it never taps you on the shoulder the morning a host posts about episode 100.

Why do podcast trackers break?

They break because the moments that matter happen on the host’s schedule, not yours. Air dates move. Listeners write in months later. The host posts on a Tuesday while you are in diligence. A sheet holds the data but cannot tell you which row matters today.

That gets worse with volume. Ten episodes a year means ten hosts, each with their own calendar, inside 800 other contacts. For the full stage strategy, see the speaking, podcasts and panels playbook.

The tracker that tells you who to text

That is why I built FRONT OF MIND. It opens on your 10 minutes for today. Each person comes with a one line reason: a host posted, a follow up is due, someone you met at an event 9 days ago never heard from you, a host is going cold. Posts are only shown once confirmed to belong to that person.

Every person comes with a drafted text style message, 40 words max, in your voice. Nothing sends without your tap, and it learns from your edits. Ask Liala out loud, “who do I know that hosts a podcast,” and get the right people with why. Intros to make this week show up with dated proof on both sides, so the guest you promised a host actually gets sent.

It runs in your phone’s browser and saves to your home screen. Your contacts are encrypted. No one on our team looks at them. Export and delete anytime.

Start free with your first 25 contacts and see which host comes up first.

See how it works