Flowchart · Diagram Design

Guest Booking Producer

Books podcast and video interview guests on Andrew's behalf: find the contact, draft the outreach, update the CRM, and watch the 48-hour clock. Nothing leaves the account without approval. Outreach also loads interview-booking-producer for the current approved Gmail template, image layout, signature, and reusable YouTube proof thumbnails.

Drawn with the diagram-design skill · flowchart type · default skin, light + dark

Part one

Research → draft → approval gate

Guest booking: research to approval gate Flowchart from a guest lead through reading the hook, finding contact info in Apollo, deciding whether a prior Gmail thread exists, drafting outreach in Gmail, an approval gate that returns to the draft when Andrew declines, updating the Notion CRM, and sending. YES · REPLY NO · NEW DRAFT NO · REVISE YES · APPROVED Guest lead + source link Read the spec, then the hook the exact idea that makes them worth booking APOLLO Build a ranked contact stack email → backups → linkedin → x → company Prior real thread? search Gmail first Reply inside that thread real history beats a cold open GMAIL Draft from Andrew's account approved template, verbatim · max 4 short sentences CC Pat + Lauren · a clickable link for every name Andrew approves? every outbound message NOTION Add or update the guest draft status · source link · email apollo status · confidence Sent → 48-hour clock starts LEGEND START / END STEP DECISION APPROVAL GATE RETURN PATH

Part two

The 48-hour clock — monitoring, bounces, wind-down

Guest booking: monitoring the 48-hour clock Flowchart that starts once the Gmail message is actually sent, posts the optional X follow-up, then branches on what comes back: a bounce or auto-gate reroutes to a replacement draft, a human reply books the guest, and silence leads to a 24-hour nudge and a 48-hour wind-down marked closed. BOUNCE / GATE REPLY SILENCE STILL SILENT Message actually sent — not a draft X Post the X follow-up, word for word I emailed you about this. Could you check it? only if they're on X · never while the email is still a draft What comes back? low-frequency polling Find another route auto-replies count as bounces → back to the draft step Human reply → book the guest ~24 h · draft a short nudge from Pat only if that's been allowed — still a draft, still approved ~48 h · draft a graceful wind-down mark the CRM entry closed / no-response report X status either way: posted, blocked, or not yet due Closed — no response LEGEND START / END STEP DECISION CONDITIONAL 48-HOUR GATE

Non-negotiable

Operating rules

  • Andrew approves every outbound message before it leaves his account.
  • First outreach is drafted, never sent autonomously, from Andrew's Gmail via Zapier MCP.
  • CC Pat and Lauren on first outreach unless told otherwise.
  • Max 4 short sentences. A clickable link for every person, post, article, company, or source.
  • Preserve the approved template literally — including the odd subject wording This tweet incredible.
  • Don't overstate a generic company inbox as a verified personal contact.
  • Monitor only after sending, or when explicitly asked. Avoid high-frequency Zapier polling unless it's urgent.

Before saying "done"

Verification gate

  • Contact email found, with confidence and status recorded.
  • Gmail draft exists — and is still a draft.
  • CRM entry exists and links both the source and the draft.
  • Reply monitor scheduled, silent on no-match.
  • X follow-up status stated explicitly: posted, blocked, or not yet due.
  • Final report carries the key links: guest profile, company, source post, draft or sent email, CRM, X status.

Loaded alongside

Companion + refs

  • interview-booking-producer — the current approved Gmail template, image layout, signature, and reusable YouTube proof thumbnails.
  • Jesse Pujji booking example.
  • Direct Zapier MCP JSON-RPC fallback.
  • Zapier monitor cost-control pattern.