# All‑in‑One Podcast Engine

## Dashboard / How to use
A single Notion workspace that takes you from podcast idea to published episode, handling guest outreach, show‑note drafting, performance tracking, and sponsor invoicing. Ideal for solo podcasters, small production teams, and podcast networks that need a clear end‑to‑end workflow.

**Quick start**  
- Duplicate this template → open the **Dashboard** page.  
- Fill in the **Episode Pipeline** table with your next episode idea.  
- Add the guest in **Guest CRM** and link them to the episode.  
- Draft show notes in the **Show Notes Builder** and attach them to the episode.  
- When the episode is published, update its status and watch the **Performance Metrics** auto‑populate.  
- Finally, generate an invoice in **Sponsor & Invoicing** and mark it paid.

> 💡 Tip: Keep the Dashboard as your daily “control center” – all key metrics and links are visible at a glance.

---

## Episode Pipeline
Track every episode from concept through publication, linking guests, sponsors, and performance data.

| Episode Title | Status | Release Date | Guest | Sponsor | Duration (min) | Notes |
|---------------|--------|--------------|-------|---------|----------------|-------|
| The Future of AI | Idea | 2024‑09‑15 |  |  | 45 | Brainstorm topics |
| Building Remote Teams | Editing | 2024‑08‑01 | Jane Doe |  | 60 | Need final audio edit |
| Monetizing Podcasts | Ready | 2024‑07‑20 | John Smith | Acme Corp | 55 | Ready for publishing |

**Title column:** *Episode Title* (Title)  
**Property types:** Status (Select: Idea, Recording, Editing, Ready, Published), Release Date (Date), Guest (Relation → Guest CRM), Sponsor (Relation → Sponsor & Invoicing), Duration (Number), Notes (Text)

> ✅ Best practice: Update the **Status** column immediately after each production step – it drives the views and automations elsewhere.

---

## Guest CRM
A lightweight CRM to manage guest outreach, confirmations, and episode assignments.

| Guest Name | Email | Company | Expertise | Status | Episodes | Notes |
|------------|-------|---------|-----------|--------|----------|-------|
| Jane Doe | jane@example.com | TechCo | AI, Machine Learning | Confirmed | The Future of AI | Sent contract |
| John Smith | john@media.org | MediaHub | Marketing, Monetization | Recorded | Monetizing Podcasts | Great interview |
| Alex Rivera | alex@design.io | DesignStudio | UX, Product Design | Contacted |  | Awaiting reply |

**Title column:** *Guest Name* (Title)  
**Property types:** Email (Email), Company (Text), Expertise (Multi‑select), Status (Select: Contacted, Confirmed, Recorded, Declined), Episodes (Relation → Episode Pipeline), Notes (Text)

> 💡 Tip: Use the **Status** filter to see who needs follow‑up this week.

---

## Show Notes Builder
Create SEO‑friendly show notes with timestamps, resources, and CTA links, then attach them to an episode.

| Show Note Template | Episode | Timestamp | Content | Resources | Published |
|--------------------|---------|-----------|---------|-----------|-----------|
| AI Episode Draft | The Future of AI | 00:02:15 | Intro to AI trends | https://openai.com | ☐ |
| Remote Teams Draft | Building Remote Teams | 00:05:40 | Guest bio & key points | https://remote.co | ☐ |
| Monetization Draft | Monetizing Podcasts | 00:01:00 | Sponsor plug | https://acme.com | ☐ |

**Title column:** *Show Note Template* (Title)  
**Property types:** Episode (Relation → Episode Pipeline), Timestamp (Text), Content (Text), Resources (URL), Published (Checkbox)

> ✅ Best practice: Mark **Published** when the episode goes live – the Performance Metrics view will then include the data.

---

## Performance Metrics
A read‑only dashboard that aggregates downloads, streams, and revenue per episode, with dynamic charts to visualize growth.

| Episode | Release Date | Downloads | Streams | Revenue ($) | Notes |
|---------|--------------|-----------|---------|-------------|-------|
| The Future of AI | 2024‑09‑15 | 2 300 | 3 150 | 1 200 | Awaiting final numbers |
| Building Remote Teams | 2024‑08‑01 | 1 800 | 2 400 | 950 | Good growth |
| Monetizing Podcasts | 2024‑07‑20 | 3 500 | 4 800 | 2 300 | Sponsor boost |

**Title column:** *Episode* (Relation → Episode Pipeline)  
**Property types:** Release Date (Date), Downloads (Number), Streams (Number), Revenue ($) (Number), Notes (Text)

> 💡 Tip: Create a filtered view “Published Last 30 Days” to spot trending topics quickly.

---

## Sponsor & Invoicing
Manage sponsor deals, generate invoices, and track payment status.

| Sponsor Name | Contact | Deal Value ($) | Invoice Sent | Paid | Episode | Notes |
|--------------|---------|----------------|--------------|------|---------|-------|
| Acme Corp | finance@acme.com | 1 500 | ✅ | ☐ | Monetizing Podcasts | Invoice #001 |
| TechCo | sponsor@techco.com | 2 000 | ✅ | ✅ | The Future of AI | Paid early |
| RemoteCo | billing@remoteco.com | 800 | ☐ | ☐ | Building Remote Teams | Pending contract |

**Title column:** *Sponsor Name* (Title)  
**Property types:** Contact (Email), Deal Value ($) (Number), Invoice Sent (Checkbox), Paid (Checkbox), Episode (Relation → Episode Pipeline), Notes (Text)

> ✅ Best practice: After marking **Paid**, add a “Paid on” date property (Date) to keep accounting tidy.

---

## Automation & Integrations
Leverage Notion’s native formulas and third‑party tools (Zapier, Make) to automate repetitive tasks.

- **Status → Auto‑move**: Use a filtered view on the Episode Pipeline to show only “Ready” episodes; set a Zapier trigger to publish the episode on your hosting platform when the status changes to *Published*.
- **Guest Follow‑up**: Create a weekly reminder (Formula) that flags guests with **Status = Contacted** older than 7 days.
- **Revenue Summary**: Add a rollup on the Dashboard that sums **Revenue ($)** from the Performance Metrics table.
- **Dynamic Email Automation**: Integrate Notion with Zapier or Make.com to automate guest emails and sponsor invoice generation based on episode status changes.

> 💡 Tip: Keep the automation logic simple – a single Zap per major event (e.g., “Episode Published”) reduces maintenance overhead.

---

## How to set up in Notion
1. **Import** this markdown file into a new Notion page (click “Import → Markdown”).  
2. For each table, click the three‑dot menu → **Turn into → Database → Table – Full page**.  
3. **Set property types** exactly as listed under each table (Title, Select, Multi‑select, Date, Email, URL, Number, Checkbox, Relation).  
4. **Create relations**:  
   - In *Episode Pipeline*, add a Relation to **Guest CRM** (named *Guest*) and to **Sponsor & Invoicing** (named *Sponsor*).  
   - In *Guest CRM* and *Sponsor & Invoicing*, add reciprocal Relation properties back to *Episode Pipeline*.  
5. **Add views**:  
   - Dashboard → Table view filtered to “Status = Published”.  
   - Guest CRM → Kanban grouped by *Status*.  
   - Performance Metrics → Dynamic bar chart (embed via Google Sheets or Chart.js) to visualize downloads and listener growth.  
6. **Optional – Publish**: Click **Share → Share to web**, enable “Allow duplicate as template”, and copy the public link to sell or distribute.  
7. **Onboarding Video**: Create a short onboarding video that walks users through the full end‑to‑end workflow for better user experience.

> ✅ Best practice: After the first episode, run through the entire flow once to confirm all relations, formulas, and automations work as expected before scaling.  
> ✅ Export Feature: Implement an export script or button that generates CSV files for episodes and guests, enabling external analytics.