How I Created a Zap That Auto-Sends 10 Podcast Questions to My Guests

This Zap automates the process of sending customized podcast interview questions to guests as soon as they book a time on Calendly. It saves time, ensures consistency, and enhances the guest experience. Here’s how I set it up:

Step 1: Trigger – Calendly Event Created

🔹 App: Calendly

🔹 Trigger Event: “Invitee Created”

✅ What happens?

Whenever a guest books a podcast slot, this trigger captures their name, email, and booking details.

Step 2: Action – Generate a Personalized Email with ChatGPT

🔹 App: OpenAI (ChatGPT)

🔹 Action Event: “Generate Text”

✅ What happens?

ChatGPT writes a custom email including:

✔ A warm welcome message

✔ A list of 10 curated podcast questions

✔ Any additional instructions (e.g., format, length of answers, etc.)

💡 Prompt Example:

“Generate a professional yet friendly email to my podcast guest. Include 10 engaging questions related to [TOPIC]. Keep it concise and conversational.”

Step 3: Action – Send Email via Gmail

🔹 App: Gmail

🔹 Action Event: “Send Email”

✅ What happens?

• Pulls the guest’s email from Calendly.

• Uses the ChatGPT-generated message as the email body.

• Sends it automatically, ensuring every guest is prepared before the interview.

Why This Zap Is a Game-Changer

✔ Saves Hours Weekly – No more manually writing and sending emails.

✔ Personalized at Scale – AI makes each email unique, not robotic.

✔ Seamless Guest Experience – Guests feel prepared and engaged before they even show up.

💡 Want to set this up? Just link Calendly → ChatGPT → Gmail in Zapier, and let automation handle the rest. 🚀