Workflow
The multi-client agency workflow
Last updated
PodPitch lets a PR agency run podcast outreach for dozens of clients at once, with each campaign keeping its own targeting, voice and tracking.
That separation is what lets an agency scale podcast outreach without scaling headcount. Each client gets its own list from more than a million podcast contacts, drafts in its own voice and its own reply stream. PodPitch says agency teams save 13+ hours per week per account.
How do agencies manage podcast outreach for multiple clients?
Give every client its own campaign, then route replies and alerts to the person who owns that account. In PodPitch, campaigns run independently, so one client’s list, tone and results never bleed into another’s.
Read alerts can go to the app or a Slack channel, so the right teammate sees an opened pitch the moment it happens.
What stays separate for each client
Targeting
Each campaign starts with its own plain English brief and returns its own matches, filtered by topic, audience size, activity and recent guests.
Voice
Writing samples are set per client, so a founder can sound casual and an executive formal, both still referencing each host’s latest episode.
Tracking
Opens, replies and bookings are tracked per campaign, which keeps client reporting clean and easy to export.
Team roles and permissions
PodPitch is used by agency teams and has offered a team discount for multiple members. Here is a common way to divide the work. Ask in a demo how seats and access are set up on your plan.
| Role | What they do in PodPitch |
|---|---|
| Account lead | Writes the one-sentence brief per client, approves voice samples and reviews first drafts. |
| Outreach coordinator | Reviews and sends drafts, watches Magic Inbox and answers replies with drafted responses. |
| Booking manager | Confirms dates with hosts and logs each episode in the Booked Media tracker. |
| Reporting owner | Exports booked media, mention alerts and earned media value for the client report. |
Client data and support
Protected client information
PodPitch states that every email, search and piece of client information is encrypted at rest and in transit, stored domestically, and never used to train anyone else’s account.
Support around the clock
Customers get 24/7 support through a dedicated Slack channel from an in-house team, so a broken connection does not stall a client campaign.
See the outcomes this workflow produces on the agency case studies page, or go back to the AI podcast outreach software for PR agencies guide.
Common questions
More answers on the full podcast outreach FAQ.
Can an agency run podcast outreach for many clients at once?
Yes. PodPitch lets agencies manage podcast outreach for dozens of clients simultaneously, and each campaign runs independently with its own targeting, voice and tracking. That separation keeps one client’s pitches from borrowing another client’s tone or list, and it keeps reporting clean per account.
Can each client have its own pitch voice?
Yes. Because each campaign has its own voice, an agency can upload writing samples for every client and PodPitch drafts in that style. A founder client can sound informal while an executive client sounds formal, and both pitches still reference the host’s latest episode.
How does my team know when a host responds?
PodPitch sends read alerts to the app or Slack the moment a pitch is opened, and every reply lands in Magic Inbox with a drafted response. Agencies can route alerts to a shared Slack channel so the account lead acts quickly. Inboxes are watched 24/7.
Does PodPitch support team seats and permissions?
PodPitch is used by agency teams, has offered a team discount for multiple members, and keeps each client campaign separate. Specific seat counts and access controls depend on your plan, so ask in the demo how to set up account managers, approvers and client-level access for your agency.
Is client data kept private in PodPitch?
Every email, search and piece of client information is encrypted and protected, stored domestically, and your data never trains anyone else’s account. For agencies handling several brands, that means one client’s information is not used to improve another account’s outputs.
Can podcast outreach scale without hiring more staff?
Yes, and that is the main reason agencies adopt it. PodPitch is designed to scale across clients without scaling headcount, saving teams 13+ hours per week per account. Casey Devine of Procare HR said it allowed his team to scale outreach internally like never before without outsourcing.
See PodPitch on one of your clients
Bring one client story to a free demo and watch the list, the drafts and the follow-up sequence get built live.
Request a free demo