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Podcast production studios · CRM

Keep every enquiry, series and renewal in one record the whole studio can read.

A CRM for a podcast studio is the shared record of who enquired, what was quoted, which series is in progress and when a host is due to renew. GullySales works on the stages, fields and reminders that suit a studio's mix of room hire and produced shows.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Realistic editorial illustration of photography and videography studios at work in India

What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for podcast production studios

Sales and marketing for podcast production studios, the overview.

Last updated 18 Oct 2026.

For podcast production studios

Where it usually goes wrong, and what we would do.

  • “Enquiries arrive from several places and live in none”

    Messages come through Instagram, WhatsApp, calls, the website form and a friend's introduction. If each is remembered by whoever took it, a quote goes unanswered when that person is on a shoot. One record collects them all.

  • “A series is a relationship, not a booking”

    A host with a show in progress has a calendar, a topic list, a pending edit and a renewal coming. A booking sheet that records only the room and time cannot show whether the show is healthy.

  • “The room-hire repeat booker is a different customer”

    A person who rents the room again and again is a good prospect for a full production. A record that shows their bookings lets the team make that offer at the right moment, rather than treating each visit as a stranger's.

  • “Company deals need a note of who approves”

    A branded show involves a marketing head, a founder and sometimes a finance contact. Recording who said what, and who signs off, keeps a deal from stalling at a step nobody wrote down.

What we do

What we deliver for podcast production studios.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. A stage list that fits the studio

    Stages such as new enquiry, sample sent, season plan sent, quote sent, series signed, recording, and renewal.

    Result: Every enquiry sits in one stage the whole team can see.

  2. The fields that matter

    The host or company, buyer type, source, package quoted, approver, show topic and next step.

    Result: A record answers who, what and what happens next.

  3. A shared tool, set up and tested

    A sheet in Google Sheets, or a CRM such as Zoho CRM if the team prefers one, set up with the stages and fields.

    Result: The team works from one place instead of personal chats.

  4. A host record with the show's history

    Episodes recorded, editor assigned, skipped slots and renewal date kept against each host.

    Result: The producer sees which shows are at risk before they stop.

  5. Reminders attached to the next step

    Every record carries one next action and a date, so nothing sits without an owner.

    Result: No quote is left with no named person to follow up.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full CRM implementation and customisation page

Fields worth keeping

Keep the fields that tell a room booker from a series client.

Buyer type
The enquiry handler fills it at first contact as room hire, production or branded show. It decides the quote and the follow-up.
Episodes planned
Filled from the host's reply. It lets the studio see which enquiries are worth a season plan and which need only a slot.
Approver and sign-off status
The producer fills it for company deals, naming who must say yes. It shows where a quote has stalled.
Recording dates kept and skipped
The scheduler updates it after each session. A skipped slot flags a show at risk before the host goes silent.
Edit status and hand-over date
The editor updates it so the producer can tell a host where the episode is without asking the editor.

Who it is for

This is written for these podcast production studios.

  • Hourly-rent podcast studios for independent hosts
  • Full-service production studios that edit and publish
  • Branded podcast studios for companies and startups
  • Video podcast studios with cameras and multi-guest set-ups
  • Studios inside co-working and media centres
  • Regional language podcast producers
  • Interview-show producers for authors, coaches and professionals
  • Mobile recording teams that set up at the client's office

Not for

It is not the right fit if.

  • Your team is two people who talk all day, and a shared record would add typing without adding anything they do not already know.
  • You have fewer than a handful of live shows, so a sheet with a single column for notes already does the job.

How it works

How the CRM work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Map the sales process

    We sit with the people who sell and write down how a deal moves from enquiry to payment, including where it stalls.

  2. 2

    Agree stages, fields and owners

    Each stage gets a name your team already uses and a proof that the deal has left it. We agree which fields are required at which stage, and who may change what.

  3. 3

    Build on a copy

    Pipeline, fields and views are built on a trial copy where the CRM offers one, or in a separate pipeline where the plan allows. Live work stays untouched.

  4. 4

    Connect channels, then switch on automations

    Channels are connected first. Each automation is then switched on separately, so a misfiring rule is easy to find.

  5. 5

    Test with real deals

    The people who will use the CRM run open deals through it. Gaps are fixed before the whole team switches over.

  6. 6

    Switch over and trim

    Once real use shows which fields stay empty and which stages nobody uses, those are cut and the handover record is updated.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales management. A target, a review routine and someone who owns the number.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3 · you are here

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Is a spreadsheet enough?
For a small studio, yes, if it has the stages, one next step per row and one person who keeps it current. Move to a CRM when several people update it and rows are overwritten or missed.
Who should update the CRM?
Whoever speaks to the buyer, straight after the conversation. If updating waits for the end of the day, the details are lost. The studio owner can check the record, but should not be its only editor.
Can the CRM show which hosts will renew?
It shows the signs: slots attended, edits pending, and replies to check-in messages. It cannot tell you the host will renew. It points the producer to the show that needs a conversation.
Should the host's personal details go in the studio's record?
Keep only what the work needs: name, contact, show title and consent notes. A host trusts the studio with unreleased conversations, so limit who can open the record. Give the editor access to episode status, not to the host's contact details.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

More for podcast production studios

Everything else we would do for you.

Closest to this: leads and follow-up

Also for podcast production studios

Or start from the overview: sales and marketing for podcast production studios.

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