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Promote an episode with your guest

Work with your guest from booking to release, with a profile, scheduling email, Guest Portal invite, promotion posts and a Guest Spotlight campaign.

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A guest who shares the episode takes it to an audience you do not reach yourself, but only if sharing is easy for them. This guide is for hosts and producers using Convia Pro who want their guests involved from booking to release: a complete guest profile, recording-day details, access to the Guest Portal, posts written for them to share, and a campaign that puts them at the center.

Before you start

  • You are an owner or manager, or your role has guest access. Workspace roles control who can see guest email addresses and who can email guests on your show's behalf. See Workspaces and teams.
  • Guest email templates are set up under Brand Brain → Guest Emails, if you want to send the scheduling email.
  • Your social accounts are connected, so promotion posts can be scheduled. See Connect social accounts.
  • Magic Campaign is on your plan, if you want a Guest/Partnership Spotlight campaign written for you. See Plans and billing.

A full profile is what every later step draws on: promotion posts use the guest's name, title and links, and thumbnails can use their photos.

  1. Go to Collaboration → Guests and click Add Guest.
  2. Enter their name, email, company, title, bio, photo and social links. The email is what lets you invite them to the portal.
  3. Link the guest to the episodes they appear in, or add them from the episode's Overview page.

If the guest already has a Convia profile, you can request their details instead of typing them. Nothing is shared until they agree, and approving fills in their name, bio, photo and links without overwriting anything you typed. A guest who declines shows a Declined to share badge and is not offered a portal invite for that show.

Stage 2: Send the recording-day details

Before recording, open Notify Guests in the episode header and choose Send scheduling email. It emails every guest on the episode the recording-day details, using your scheduling template, and includes each guest's personal profile link so they can update their own details.

If you prepared an outline, the guest can read it in the Guest Portal once they have access. See From idea to script to recording.

Stage 3: Invite the guest to the Guest Portal

The Guest Portal is where your guest sees their appearances, downloads clips and copies the posts you wrote for them.

  1. Open the guest's profile and click Save & invite to portal. Managers also see Send Portal Invite beside each guest on the episode's guest list.
  2. The guest gets an email with a secure link. The link expires after 30 days.
  3. From the link, the guest can update their profile and photos, and create an account in one place.

In the portal, guests can view the episodes they appear in, download media from them, update their own profile, and claim their profile as a full account. See Guest Portal.

Stage 4: Write promotion posts for host and guest

Promotion posts are social posts that promote the episode through your hosts and guests, separate from the episode's own content posts.

  1. Open the episode's Social Content page and find the Promotion Posts card.
  2. Click Generate with AI to write a host post plus a tailored post for each guest, or Create Promo Post to write one yourself.
  3. Edit each post. In the composer, the guest and host insert buttons drop in a linked person's details, and typing @ tags LinkedIn organizations, X accounts or Bluesky accounts.

Magic Repurpose and a launched Magic Campaign also create these posts, and Magic Repurpose skips any host or guest who already has one, so you do not get duplicates. See Mentions and tagging.

Stage 5: Run a Guest/Partnership Spotlight campaign

A Guest/Partnership Spotlight campaign makes the guest the hero: it draws on their quotes and expertise, mentions them, and builds posts they will want to share.

  • From the episode: on the Social Content page, click Magic Campaign, choose the Guest/Partnership Spotlight type, and plan and generate as usual.
  • During Magic Repurpose: turn on Prepare a social campaign? and set Campaign Type to Guest/Partnership Spotlight.

A Magic Campaign from an episode runs from two days before the release to three days after unless you change the dates. In the campaign builder, this type suggests 10 days at 3x per week, coordinated around the release. Posts dated before the release are written as teasers, and each one carries a Before release badge in the approval queue so going out early is a deliberate choice. See Magic Campaign and Plan a promotional campaign.

Stage 6: Tell the guest the episode is ready

When the episode is about to go out, open Notify Guests in the episode header and choose Notify episode is ready. It lets every guest on the episode know the episode is publishing soon. If your workspace marks a status as Ready to publish, this option waits until the episode reaches that status.

The email links each guest straight to the episode in the portal. A guest without an account lands on a page where they can create one first. To nudge one guest later, managers can use Notify of New Content beside that guest on the episode's guest list.

In the portal, the guest sees the episode's posts and promotion posts, with their own marked Assigned to you, and copies the text with Copy to post from their own accounts.

Stage 7: Share the results

After release, the episode's Analytics page shows cross-platform performance for its posts, and guests see the same analytics for their episodes in the Guest Portal. A guest who can see the episode doing well is more likely to share it again. See Analytics.

What a good result looks like

  • The guest's profile is complete, with a primary photo and current links.
  • The guest received the scheduling email, a portal invite and the episode-ready notice.
  • A promotion post written for the guest is waiting for them in the portal, marked Assigned to you.
  • Your own posts tag the guest where the platform supports it.

Common pitfalls

  • No email on the guest's profile. You cannot send a portal invite without one.
  • An expired invite. Links last 30 days. Send a new invite if the guest did not use it in time.
  • A guest who has unsubscribed. Convia tells you when an invitation was not sent for that reason.
  • Notifying too early. Notify episode is ready is for when the episode is about to publish, so the guest arrives to finished posts.
  • Mentions that do not link. On LinkedIn, only organizations can be tagged, and only through the @ picker; a plain-text name does not link. Tag your guest's company there, and their own account on X or Bluesky.