Free Podcast Planner Template
A podcast planner tracks each episode from onboarding through planning, recording, editing, client approval, and scheduled release.
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Episodes get recorded, edits stack up, and then a release date slips because nobody can see what’s next and what’s blocked. The podcast planner gives the work one place to move, using a green and coral-rose board under Space Grotesk headings so the stage an episode is in is obvious at a glance.
The board runs in the same order an episode actually ships: Onboarding into Episode planning, then Recording, Editing, Client approval, and Scheduled release. Each column holds the cards for that stage, which means the handoffs stay visible and the work doesn’t die quietly between “we’ll fix it in post” and “we’ll publish next week”.
- Onboarding Holds the cards for kickoff details and what needs to be in place before recording starts.
- Episode planning Tracks episode ideas and outlines as they get picked and prepared for recording.
- Recording Keeps recording sessions and raw audio handoffs moving as cards, so nothing goes missing between capture and edit.
- Editing Carries the edit and mix work for each episode, from first cut through final pass.
- Client approval Holds review notes and sign-off steps, so edits don’t stall in a comment thread.
Once the template’s in your workspace, the main change is your own dates, because the board carries the order of the work rather than a calendar. The work lives as cards you move across the columns, leaving you to decide what each episode needs and who’s handling it with tasks.
We went from spending hours on every proposal to creating fully customized ones in under 5 minutes. That's not an exaggeration - we timed it.
What is on this board
6 columns, ready for your own cards. Adding it builds the board as a project in your workspace, with every column in place. The cards in the preview are examples of how the board is used, and are not added.
| Column | What is in it |
|---|---|
Onboarding | The Onboarding column holds the cards that collect what’s needed before the first episode work starts. |
Episode planning | The Episode planning column carries cards for ideas, outlines, and prep, so recording doesn’t start without a plan. |
Recording | The Recording column tracks what’s been captured and what still needs a session, with cards moving forward when audio is ready for edit. |
Editing | The Editing column is where cards sit while cuts, cleanup, and mixing get finished before review. |
Client approval | The Client approval column holds cards during review, changes, and final sign-off, before anything gets scheduled. |
Scheduled release | The Scheduled release column is the last stop, holding cards that are ready to go out on the release you set. |
What happens when you install it
- A project is created with its board and 6 columns, empty and ready for your own cards.
- Every card you add opens as a task with its own description, assignee, dates, subtasks and files, and columns are renamed, reordered or deleted like any other.
Who it is for
For podcasters, production studios, and marketing teams who need a repeatable way to run show development across planning, recording, editing & mixing, and release.
Questions about this project template
What goes in a podcast planner?
A podcast planner usually breaks the work into stages like planning, recording, editing, approvals, and release. This board covers those stages as columns, so each episode can move through the same path.
How do you plan podcast episodes without missing release dates?
A plan needs a visible workflow, plus someone owning the next step at any moment. This template keeps the workflow in order and leaves you to add your own dates, since the board isn’t a calendar.
What do you need before the first podcast recording?
Most shows need onboarding details settled before anyone hits record, like the episode format and who’s involved. The Onboarding column is where those kickoff cards live before work moves into episode planning.
How long does it take to edit a 45-minute podcast episode?
Editing time depends on the audio quality, how many speakers there are, and how tight the final cut needs to be. The Editing column gives you a place to track the work either way, episode by episode.
Can a podcast sound consistent if episodes are recorded in different places?
Consistency usually comes from repeatable recording notes and a steady editing & mixing approach. The board gives each episode the same checkpoints from recording through editing and approval, so differences get caught before release.
How do you get a podcast onto Spotify and Apple Podcasts?
Distribution usually happens after an episode is finished and approved, then scheduled for release through your publishing setup. The Scheduled release column is where finished episodes wait for the release you’ve set.
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