Rephonic's Top 5 Features for PR Teams

Finding the perfect podcast match can feel like searching for a needle in a haystack. PR teams need results fast, but they also need accuracy to avoid pitching the wrong shows.

That’s where Rephonic comes in.

It's one of today’s best podcast databases for PR teams and agencies, whether you’re managing public relations for your company’s executives or running an agency with hundreds of clients.

PR pros love the platform for its balance of data depth and research speed, calling it “an easy to use podcast database” and “the best platform for anyone who books podcasts.”

Here are Rephonic's top five features for PR teams booking podcast guest spots:

1. Podcast search tool & 25 advanced filters
2. Audience demographics
3. Podcast contact info
4. Previous guest data
5. Pipeline manager

Let's explore them in more detail!

1. Search tool & 25 advanced filters

Rephonic's search tool takes the agony out of podcast research for PR teams. Instead of manually trawling through millions of shows on Apple Podcasts or Spotify, you can narrow the field by entering a keyword or topic.

Let's start with your first search.

Start your search then apply up to 25 advanced filters. They include:

• Active filter: Only podcasts that have published an episode in the last 60 days.
• Guests filter: Shows podcasts that take guests.
• Listener numbers: Filter for listener numbers anywhere between 0-500k. Sometimes it makes sense to target smaller, niche podcasts, especially if your client is new to podcast guesting.
• Ratings: Search podcasts based on the number of ratings they've received across multiple platforms, including Spotify and Apple Podcasts.
• Demographics filters: Filter for podcasts that speak to your target audience (See below):

How does Rephonic's search tool help PR teams?

Rephonic lifts the veil of secrecy by providing demographic data I only dreamed of having. From a productivity standpoint alone, it cut my research time by at least 90 percent.

Nora Murray Founder, SoundBite Communications

Finding podcasts that ultimately don't suit your boss (or client) wastes your time and theirs.

Here's the stats as we see them:

Of the 3-million+ podcasts published, approximately 400,000 are currently active, while the rest are either on a break, or no longer record episodes at all. Of those active shows, only around 130k accept guests.

Manually searching the podcast app lists is a gamble with only a 1 in 23 shot of finding a good fit. PR agencies and teams that use Rephonic flip the odds by filtering straight to the active podcasts that actually welcome interviews.

Go further, by using other filters to select the best-fit shows for your guest's needs. If your boss is new to podcast guesting, start by finding newer shows with small audiences to help them gain experience in front of relatively few people. On the other hand, if your client is a recognized thought leader, you'll want to surface well-established shows with substantial, engaged audiences.

Ultimately, filtering your search means you'll spend less time chasing dead ends and more time booking wins. That’s what makes it such a valuable podcast research tool for PR.

2. Audience demographics

Rephonic shows demographic info on each podcast's Audience page, helping you judge if the listeners are a good match for your client’s message.

The page starts with a Listener profile giving an overview of the typical make up of the podcast's audience. That snapshot expands into categories including:

• Location: Our best estimate of the countries where these podcast listeners live.
• Relationship status: Notes the percentage of the audience likely to be single, married or in a relationship.
• Education: Offers an insight into the audience's likely education levels.
• Gender skew: Does the audience skew male or female? Or is it an equal split?

Analysis continues by examining the audience's likely:

• Age range: Shown as percentages along with commentary showing the implications. For example, "Age distribution suggests a strong appeal among young adults and midlife listeners who are likely more active in social and cultural discussions."
• Professions: Gives a sense of what listeners do and what they care about.
• Household income: Estimated from the likely professions and lifestyle patterns of the audience.
• Parental status: An indication of how many listeners are likely to have children.

All these features combine to make Rephonic a powerful podcast research tool for PR teams. Whether you’re running media outreach, thought leadership campaigns, or product PR, it helps you find podcasts for media outreach that actually deliver.

What makes Rephonic’s Audience page valuable for PR teams?

Finding podcasts with audiences that align with your client’s goals is crucial for a successful guesting campaign. Without thorough audience research, you risk wasting your time pitching shows that won’t drive results. That’s why we added podcast audience data to Rephonic.

James Potter, Founder, Rephonic

When planning a podcast guesting campaign the Audience page helps you understand who actually listens. That makes it much easier to decide whether a show is best for brand awareness, thought leadership or product sales.

It helps you match clients with podcasts that align with their goals and back up your recommendations with hard data.

You'll write stronger outreach emails, get better response rates and have happier clients, because you’re putting them in front of listeners who genuinely care about their message.

3. Podcast contact info

Rephonic displays podcast contact information including email address, contact pages and social media accounts throughout the podcast pages, including the Contacts button.

Manually searching for podcast contact info can be a frustrating experience. Some independent podcasts have their own website and social media accounts. Others rely on their hosting platform or network links, while branded podcasts will likely link to a page on their company's site. But even if you find a website, there's no guarantee it will list the right contact information to make a guest pitch.

As an example, I spent 40 minutes searching for guest contact info on six podcasts in the nonprofit sector. Only one made it easy for potential guests, by including a guest contact form up front, while another listed an email address on LinkedIn. Two included social media links, so I could have sent them DMs.

Contrast that with Rephonic, where in less than five minutes I had website links, email addresses and social media accounts for all six shows.

How to find podcast contacts with Rephonic:

1. On any podcast page, tap the blue Contacts button to see the contacts that we found for this podcast.
2. Click the copy button to copy any address to your clipboard.
3. If you prefer messaging via social media, scroll down to the list of SM links.

Sourcing the best contacts across our huge database of podcasts is complex and sometimes our system can't find a good email address. If the right links aren't showing up, select Find Contacts for Me and the Rephonic team will get back to you with an email address ASAP.

What makes Rephonic's contact info valuable for PR teams?

The reasons why PR pros call Rephonic the go-to podcast outreach platform:

• Cuts your outreach time: No more hunting around websites and LinkedIn for the right person to pitch.
• Helps you build relationships: Easy access to social media channels means you can spend time getting to know the host, liking, commenting and sending helpful DMs before sending a pitch.

4. Previous guest data

Each podcast's People page displays information about the host (or hosts) and guests.

Use the People page to check out a podcast's:

• Hosts: Includes a short description of their relevance as a host and contact information.
• Typical guest profile: How closely does Rephonic’s description align with your client’s profile notes? If you see parallels it's a good sign the host will recognize your client (or boss) as relevant and worth inviting, too.
• Search bar: Use to find a specific guest's episode.
• Guest relevance: Search for the names of your competitors or partner brands. If they've appeared on the show it’s a strong sign the audience will be relevant for your client too.
• Interview focus: Identifying topics past interviews have already covered helps you see the gaps your boss or client fill.

💡Tip: You can also use guest and podcast data to 'spy' on a competitor's podcast guesting strategy. Here's how you do it.

How does understanding previous guests help PR teams?

Analyzing previous guests gives you confidence in your pitch. For example, if your CEO wants to build their reputation as a thought leader and you see the podcast regularly hosts founders and thought leaders, your CEO will likely be a natural fit.

Conversely, seeing guests that don't fit that CEO or thought leader profile prevents you wasting time on shows unlikely to say yes.

Understanding interview focus helps you highlight fresh angles compared with past guests. That makes your emails stand out and more likely to lead to guest bookings. It’s one of the reasons agencies see Rephonic as the podcast booking tool for agencies that delivers results.”

We won't take on a client unless we're confident that we can get a 30% acceptance rate but since we've been using Rephonic...we've had clients where we've gotten them on 70% of the shows we pitch them to.

Julie Fry Founder, Your Expert Guest

5. Pipeline manager

Rephonic's pipeline manager allows you to keep track of the podcasts you're talking to by assigning a status (Prospect, Pitched, Warm, Followed Up, Booked or Lost) for each podcast in your list.

PR teams often track podcast outreach on spreadsheets, or adapt tools like Trello, Asana or Notion. These work for a while, but they’re not built for podcast guesting and can get messy fast. The more clients and podcast outreach you track, the harder it is to manage your pipeline stages.

Rephonic’s purpose-built pipeline manager solves those issues. It features:

• Target lists: Create lists of podcasts to contact for each client. When you find a great match tap Add to list to add it to the correct list.
• Notes: The Add a Note feature on podcast pages keeps everyone in the loop. All team members will be able to see the note. Use pin to put a vital note at the top of the podcast page.
• Pipeline stages: Assign each show a status through the  dropdown menu. If you've shared the list, team members can edit status too. You can filter podcasts by status. For example, use the top menu to see all podcasts labeled as Pitched.

Why does Rephonic's Pipeline Manager work for PR teams?

You'll find it easier to plan, organize outreach and report results when you use a dedicated Pipeline manager.

PR teams often juggle dozens of pitches at once, so Pipeline Manager stops opportunities slipping through the cracks because you can no longer see them on your massive spreadsheet because everything's in one place on Rephonic's platform.

Sharing lists and adding notes make it much easier for teams to work together and keep clients in the loop. Everyone can see at a glance where each pitch sits in the pipeline.

You can also export the list (with status updates) and send it to your client—an easy way to demonstrate progress and activity and show the value of using software for booking podcast interviews instead of clunky spreadsheets.

Final thoughts

Podcast guesting doesn’t have to be hit-and-miss.

Rephonic pulls everything PR teams need into one place for podcast outreach. You'll find search filters, audience data, contacts, guest insights and a pipeline manager that actually works.

With the right tools at your fingertips you'll make stronger pitches, get higher acceptance rates and deliver for happier clients.

Start exploring Rephonic today and see the difference it makes for your campaigns.