Airlist vs Spreadsheet

Spreadsheet (Google Sheets / Excel) vs Airlist for podcast guest management: pipeline, outreach, follow-ups, recordings, re-invites.

Airlist vs Spreadsheet — the short version

Spreadsheets work — until your first 20 guests.

Almost every independent podcast host starts in a spreadsheet. It's free, it's already open, and it gets you to episode 10. Then the cracks appear: ghosted pitches buried in column G, no idea who you've followed up with, past guests forgotten for years. Airlist is the upgrade you make once you decide the show is real.

Who uses Spreadsheet

Hosts in the first 3 months of a show, producers running one-off interview series, anyone who refuses to pay for software until the pain is loud enough.

Where it falls short for podcast guests

A spreadsheet doesn't send email, doesn't remember to follow up, doesn't show you who's gone cold, and doesn't have any concept of a recording. It's a list, not a system.

Feature comparison

A row-by-row look at how Spreadsheet compares to Airlist for the podcast guest workflow:

  • Visual pipeline by status — Spreadsheet: Sort by column, mentally. Airlist: Drag-and-drop pipeline.
  • Send outreach emails — Spreadsheet: Copy/paste into Gmail. Airlist: One click from the guest record.
  • Automated follow-ups — Spreadsheet: Calendar reminders you'll snooze. Airlist: Drip sequences that fire on status change.
  • Public booking page for inbound pitches — Spreadsheet: Not possible without a form tool. Airlist: Branded /book page included.
  • AI pitch writer — Spreadsheet: Copy from ChatGPT, paste into row. Airlist: One click, personalized per guest.
  • Riverside / Zencastr sync — Spreadsheet: Manual everything. Airlist: Recordings auto-attach to guests.
  • Re-invite past guests at the right time — Spreadsheet: You'll forget for years. Airlist: Surfaced automatically.
  • Price — Spreadsheet: Free. Airlist: Free plan, then $15.92/mo (annual).

The honest verdict

Spreadsheets are perfect for episode 1. By episode 20, the cost of forgotten guests and missed follow-ups is higher than any CRM bill.

Frequently asked questions

When should I move off a spreadsheet for podcast guests?

Two signals: you've forgotten to follow up with someone you wanted to book, or you have past guests you'd happily re-invite but can't remember who. Both mean the spreadsheet has stopped being a system.

Can I import my Google Sheet into Airlist?

Yes. Download as CSV and drop it into Airlist's import flow. You'll be running the same show on a real pipeline in under 10 minutes.

Can I import my existing data into Airlist?

Yes. Airlist accepts a CSV export of your guests, with columns for name, email, status, show notes, and recording date. Most hosts are fully migrated in under 10 minutes.

Is there a free plan?

Yes. The Free plan covers up to 15 guests, the visual pipeline, public booking page, and the AI pitch generator. Pro starts at $15.92/mo (billed annually) for unlimited guests and automated follow-ups.