# Guest Portal

> Keep a profile for every guest, invite them to the Guest Portal to see and share their episodes, and understand what guests control about their data.

> For the complete documentation index, see [llms.txt](https://docs.conviapro.com/llms.txt).

Convia Pro keeps a profile for every guest on your show and gives each guest their own **Guest Portal**. In the portal, guests see the episodes they appear in, download clips and artwork, copy the promotion posts you wrote for them, and keep their own profile up to date. The Guest Portal is included on every plan.

## Add a guest

1. Go to **Collaboration → Guests** and click **Add Guest**.
2. Enter the guest's name. Add their email, company, title, bio, LinkedIn and website links, and social links if you have them. The email is optional, but you need it to invite the guest.
3. Upload photos. The photo marked **Set as primary** is the one shown everywhere, including the episode guest picker. A guest can have up to 10 photos.
4. Click **Add Guest**, or **Add & invite to portal** to send the invitation at the same time.
5. Link the guest to the episodes they appear in, from the episode's guest list or when you create the episode.

### When the guest already has a Convia profile

If the email you enter belongs to someone who already has a Convia profile, the form says so. What happens next depends on the guest's sharing choice:

- **They ask each time** (the default): choose **Add & request their profile**. The guest gets a request and decides. Nothing is shared until they say yes, and approving fills in their name, bio, photo and links without overwriting anything you typed.
- **They share automatically**: their profile is linked straight away.
- **They declined your show**: the form says they declined to share with this show. Enter their details yourself.
- **They chose not to be found**: you aren't told a profile exists, and you can enter their details yourself.

If the guest has unsubscribed from guest emails, the form says so and you enter their details manually.

### Profiles guests manage themselves

Once a guest creates their portal account, they manage their own profile and it is read-only in your workspace. You can still add them to episodes, view their details, and view and download their photos.

## Invite a guest to the portal

You can invite a guest in three ways:

- **From the guest form**: **Save & invite to portal** (or **Add & invite to portal** for a new guest).
- **From the episode**: **Send Portal Invite** in the episode's guest list. Workspace managers see this button.
- **With a link you send yourself**: **Share Profile Link** on the Guests page opens a dialog where you can **Send profile link email**, or copy the link to share manually. The dialog shows when the link expires.

The guest gets a secure link to a page where they can update their profile without an account, or create an account. The link works for 30 days, and the guest can use it as many times as they like until they create an account.

Convia won't send an invitation to a guest who has unsubscribed or who declined to share with your show, and it tells you when an invitation was not sent. A guest who declined your show can still be invited by your other shows.

## What guests see and do

A guest who follows the link can update their photos, name, title, company, bio and links straight away. To create an account, they set a password; the account email is fixed to the address you invited. Creating the account links every show that added them with that email, and from then on they sign in with email and password on the normal sign-in page.

In the portal, guests have:

- **My Appearances**: every episode they appear in, across shows, with search.
- **Media Library**: clips and promotion posts from all their episodes in one place.
- **Profile**: one profile that updates every show they appear on, their sharing choice and their achievements.

Each episode has these tabs:

| Tab | What the guest can do |
|---|---|
| **Overview** | See the episode's details and watch the full episode |
| **Prep** | Read the episode's conversation outline |
| **Transcript** | Read the transcript, and copy or download it as plain text or a Word document |
| **Clips** | Watch and download clips. Opening a clip shows its transcript and can generate a post for the guest's own channels |
| **Media** | Download thumbnails, podcast artwork and gallery files |
| **Posts** | See the promotion posts, including those assigned to them, and copy the text |
| **Analytics** | See how the episode's published posts are performing |
| **Calendar** | See scheduled and published posts and recordings |

Episode dates show in your show's time zone, so a guest sees the same day you picked. Episodes and posts you move to the Trash disappear from the portal, and restoring them brings them back. A guest can also create their own workspace from the portal, with the same guided setup and plan choice as any other signup.

> [!NOTE]
> Guests read the **Conversation Outline** from **Episode Prep** and the episode transcript. Check both before you invite a guest.

## Email your guests

The **Notify Guests** button in the episode header sends templated emails to the episode's guests who have an email on file:

- **Send scheduling email** helps you arrange the recording.
- **Notify episode is ready** becomes available once the episode reaches a status your workspace marks as ready to publish.

In the episode's guest list, **Notify of New Content** tells a guest that new content is waiting; the guest needs a portal account. Edit the templates under **Brand Brain → Guest Emails**. Links in these emails take a guest without an account to their profile page. Workspace roles control who can email guests on your show's behalf.

## Promote episodes with your guests

- The **Promotion Posts** card on an episode writes a host post and a tailored post for each guest in one click, for 10 credits each.
- **Assign to Guest** on a post shows it to that guest in the portal as assigned to them.
- A **Guest/Partnership Spotlight** campaign coordinates cross-promotion around publish day. See [Promote with your guest](https://docs.conviapro.com/docs/promote-with-your-guest.md).

## Guest achievements

A guest's profile shows an **Achievements** card with a progress bar and badges they earn by using the portal, such as:

| Badge | Earned by |
|---|---|
| **First Appearance**, **Rising Star**, **Podcast Pro** | Appearing on 1, 5 and 10 episodes |
| **Clip Collector** | Downloading a first clip |
| **Social Butterfly** | Sharing a first post |
| **Profile Complete** | Filling in name, bio, photo, title, company, and LinkedIn or website |
| **Photo Ready** | Adding a profile photo |
| **Connected** | Adding LinkedIn or social links |
| **Quick Learner** | Completing the welcome tour |
| **Ambassador** | Inviting a podcast producer to join |

Badges are saved to the guest's account, so they follow the guest across devices, and an earned badge stays earned even if an episode is later removed.

## Guest privacy

Guests decide how their profile is shared, and can change their mind:

- **Sharing choice**: **Ask me each time** (the default), **Share automatically, without asking me**, or **Do not tell other shows I have a profile**. Guests change it on their portal profile at any time.
- **Decisions are per show**: declining one show's request doesn't affect the others.
- **Leaving a show**: from the portal, a guest can disconnect from a show, or remove their details from that show's copy entirely. The episode record stays, and other shows are untouched.
- **Email addresses**: guest email addresses are visible only to the workspace roles you have given guest access. Guests can't change their account email from their profile.
- **Every guest email** carries a privacy notice explaining why they received it, with a link to what is held about them and how to change or delete it.

## Related

- [Promote with your guest](https://docs.conviapro.com/docs/promote-with-your-guest.md): a walkthrough for cross-promoting an episode with your guest.
- [Episodes & clips](https://docs.conviapro.com/docs/episodes-and-clips.md): add guests to episodes and prepare what they will see.
- [Campaigns](https://docs.conviapro.com/docs/campaigns.md): set up a Guest/Partnership Spotlight campaign.
- [Client Portal](https://docs.conviapro.com/docs/client-portal.md): the separate portal for your clients.
- [Workspaces & teams](https://docs.conviapro.com/docs/workspaces-and-teams.md): the roles that control who can email guests.

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Source: https://docs.conviapro.com/docs/guest-portal · Section: Episodes & content · Last updated: 2026-10-03