How to Build a Smart Podcast Guest Scheduler with Automated Calendar Sync

Revolutionize your podcast production workflow with this intelligent guest scheduling system. Seamlessly integrate with popular calendar services, automate guest booking, and manage your podcast lineup effortlessly. Perfect for busy podcast hosts looking to streamline their guest management process.

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Simple Summary

A sophisticated Podcast Guest Scheduler with Calendar Sync that streamlines guest booking and management for podcast hosts, integrating seamlessly with popular calendar services.

Product Requirements Document (PRD)

Goals:

Create a user-friendly platform for podcast hosts to manage guest scheduling
Integrate with popular calendar services (Google Calendar, Apple Calendar)
Automate guest invitation and confirmation processes
Provide a centralized dashboard for managing upcoming podcast episodes

Target Audience:

Podcast hosts and producers
Content creators managing interview-based shows
Podcast networks and studios

Key Features:

Calendar Integration: Sync with Google Calendar and Apple Calendar
Guest Management: Store and organize guest information
Automated Invitations: Send customizable email invitations to potential guests
Scheduling Assistant: Suggest available time slots based on host and guest availability
Reminder System: Automated reminders for upcoming recordings
Episode Planning: Link guests to specific episode topics and dates
Analytics: Track guest response rates and popular time slots

User Requirements:

Intuitive interface for managing guests and schedules
Seamless calendar integration with minimal setup
Customizable email templates for guest communication
Mobile-responsive design for on-the-go management
Secure storage of guest information and calendar data

User Flows

Guest Invitation Process:
- Host selects potential guest from database or adds new guest
- Host chooses available time slots
- System sends automated invitation email with scheduling link
- Guest selects preferred time slot
- System confirms booking and updates calendar
Episode Planning:
- Host creates new episode entry
- Host assigns topic and date
- Host searches for and assigns guest to episode
- System checks for calendar conflicts
- Host finalizes episode details and guest assignment
Day-of-Recording Preparation:
- System sends reminder to host and guest
- Host reviews guest information and episode notes
- Host initiates recording session through integrated platform or external tool

Technical Specifications

Frontend: React with TypeScript for robust, scalable UI
Backend: Node.js with Express for API development
Database: MongoDB for flexible guest and episode data storage
Authentication: JWT for secure user authentication
Calendar Integration: Google Calendar API and Apple Calendar API
Email Service: SendGrid for reliable email delivery
Hosting: AWS for scalable cloud infrastructure
CI/CD: GitHub Actions for automated testing and deployment
Monitoring: Sentry for error tracking and performance monitoring

API Endpoints

POST /api/guests: Create new guest entry
GET /api/guests: Retrieve guest list
PUT /api/guests/:id: Update guest information
DELETE /api/guests/:id: Remove guest from database
POST /api/episodes: Create new episode
GET /api/episodes: Retrieve episode list
PUT /api/episodes/:id: Update episode details
DELETE /api/episodes/:id: Remove episode
POST /api/invitations: Send guest invitation
GET /api/invitations: Retrieve invitation status
PUT /api/invitations/:id: Update invitation details
GET /api/calendar/sync: Sync with external calendars
POST /api/calendar/events: Create calendar event

Database Schema

Guests:
  - id: ObjectId
  - name: String
  - email: String
  - bio: String
  - social_media: Object
  - past_episodes: Array[ObjectId]

Episodes:
  - id: ObjectId
  - title: String
  - description: String
  - date: Date
  - guest: ObjectId (ref: Guests)
  - status: String

Invitations:
  - id: ObjectId
  - guest: ObjectId (ref: Guests)
  - episode: ObjectId (ref: Episodes)
  - status: String
  - sent_date: Date
  - response_date: Date

Users:
  - id: ObjectId
  - username: String
  - email: String
  - password: String (hashed)
  - calendar_integrations: Object

File Structure

/src
  /components
    /GuestManagement
    /EpisodePlanning
    /Calendar
    /Invitations
  /pages
    Home.tsx
    Guests.tsx
    Episodes.tsx
    Schedule.tsx
  /api
    guests.ts
    episodes.ts
    invitations.ts
    calendar.ts
  /utils
    dateHelpers.ts
    emailTemplates.ts
  /styles
    global.css
    components.css
  /hooks
    useCalendarSync.ts
    useGuestManagement.ts
/public
  /assets
    logo.svg
    icons/
/tests
  unit/
  integration/
README.md
package.json
tsconfig.json
.env.example

Implementation Plan

Project Setup (1 week)
- Initialize React project with TypeScript
- Set up Node.js backend with Express
- Configure MongoDB and create initial schemas
- Implement basic authentication system
Core Features Development (3 weeks)
- Develop guest management functionality
- Create episode planning interface
- Implement calendar integration (Google Calendar, Apple Calendar)
- Build invitation system with email integration
User Interface and Experience (2 weeks)
- Design and implement responsive UI components
- Create intuitive navigation and workflow
- Develop dashboard for overview of upcoming episodes and guests
Testing and Refinement (1 week)
- Conduct thorough testing of all features
- Gather feedback and make necessary adjustments
- Optimize performance and fix any bugs
Deployment and Launch Preparation (1 week)
- Set up AWS infrastructure
- Configure CI/CD pipeline
- Perform security audits and optimizations
Launch and Monitoring (Ongoing)
- Official launch of the application
- Monitor system performance and user feedback
- Iterate and add new features based on user needs

Deployment Strategy

Set up AWS EC2 instances for backend services
Configure AWS RDS for MongoDB database
Use AWS S3 for static asset storage
Implement AWS CloudFront for content delivery
Set up GitHub Actions for CI/CD:
- Automated testing on pull requests
- Deployment to staging environment for review
- Production deployment on merge to main branch
Use AWS CloudWatch for logging and monitoring
Implement daily database backups
Set up Sentry for error tracking and performance monitoring
Use AWS Route 53 for domain management and DNS

Design Rationale

The design focuses on creating a streamlined, efficient workflow for podcast hosts. The calendar integration is central to the application, allowing for seamless scheduling and reducing manual work. React and TypeScript were chosen for the frontend to ensure a responsive, type-safe application that can scale. Node.js and Express provide a robust backend that can handle asynchronous operations efficiently, crucial for calendar syncing and email notifications. MongoDB offers flexibility in storing varied guest and episode data. The AWS ecosystem was selected for its reliability and scalability, ensuring the application can grow with user demand. The implementation plan prioritizes core features early, allowing for user feedback and iterative improvements before launch.