# Introduction

Welcome to the [Rephonic](https://rephonic.com) help center. Follow our step-by-step guides to learn more about the platform and level up your podcast outreach.

Can't find what you're looking for? [Let us know](https://rephonic.com/contact).

## Start here

Get started by learning how to find podcasts, create campaigns, and export data.

{% content-ref url="/pages/-MTIuVpXu6HZChE3CxtZ" %}
[Quick Start](/start-here/quick-start)
{% endcontent-ref %}

![](/files/VAfs0jYSJkApgS8vBWFf)

## Dive deeper

Get the best out of Rephonic.

{% content-ref url="/pages/-MTJQJDDmUauoKAm\_mYb" %}
[How to find relevant podcasts for any topic or niche](/start-here/how-to-find-relevant-podcasts-for-any-topic-or-niche)
{% endcontent-ref %}

{% content-ref url="/pages/-MTJEWbXKgPJVCBlLCBS" %}
[How to create a campaign](/start-here/how-to-create-a-campaign)
{% endcontent-ref %}

{% content-ref url="/pages/SGYJbuDL6omMAf2gMBAW" %}
[How to send pitches](/start-here/how-to-send-pitches)
{% endcontent-ref %}

{% content-ref url="/pages/-MTJCCWMa\_ce0059\_XZC" %}
[Understanding podcast pages](/guides/understanding-podcast-pages)
{% endcontent-ref %}

## Account and billing

{% content-ref url="/pages/-MTJX\_AwpRmH\_gUTP-Af" %}
[How to add or remove team members](/my-account/how-to-add-or-remove-team-members)
{% endcontent-ref %}

{% content-ref url="/pages/-MTJnBvH2p10ngdcwx6R" %}
[How to change your email or password](/my-account/how-to-change-your-email-or-password)
{% endcontent-ref %}

{% content-ref url="/pages/-MTJo6bXLrfMMNMYGtrw" %}
[How to upgrade, downgrade or cancel your subscription](/billing/how-to-upgrade-downgrade-or-cancel-your-subscription)
{% endcontent-ref %}


# Quick Start

Get started by learning how to find podcasts, create campaigns and export data.

## How to search for podcasts

Let's imagine that you're trying to find a few promising podcasts in the niche that you're targeting. The [home screen](https://rephonic.com/home) is the first place that you'll land in Rephonic and that's where to begin your search.

![](/files/rRDjqmfNfwKPqq4OgvSj)

Enter a topic and hit enter to begin searching for podcasts. Rephonic looks at podcast titles, descriptions and the show notes of recent episodes to find the most relevant matches. By default, the results are ordered by a combination of relevance and estimated listeners per episode.

Let's see how the results look:

![](/files/3UM76jt2wUsQd3NUXXag)

You can also search podcast *Titles* and *Publishers* if you already know what you're looking for. Or you can search across *Episodes*.

{% hint style="info" %}
You may see the dollar sign icon next to a podcast's name if we think that they accept sponsors or advertisers, and the microphone icon if a podcast is likely to accept guests.
{% endhint %}

***

### Narrow down your search using filters

Rephonic supports a large set of advanced search filters that allow you to narrow down your search results. For example, if you only want to see shows in the Business category, you can click the *Categories* filter button and select that.

You can also use multiple filters at the same time. For example, if you're looking for podcasts in the Business category that also accept sponsors, simply use both the *Category* and *Sponsored* filters together.

<figure><img src="/files/rihByuWvQua38UyIMtVg" alt=""><figcaption></figcaption></figure>

{% content-ref url="/pages/-MTJQJDDmUauoKAm\_mYb" %}
[How to find relevant podcasts for any topic or niche](/start-here/how-to-find-relevant-podcasts-for-any-topic-or-niche)
{% endcontent-ref %}

***

## Click on a podcast to learn more

See a podcast in the search results that looks promising? Click the blue title and we'll display everything we know about this show including estimated reach, demographics and social media metrics.

![](/files/223ujdkTLo6upASldXKM)

Ready to pitch a show? [Get their email address](/guides/how-to-export-a-campaign) by clicking on the **Contacts** button or [start building a media campaign](/guides/understanding-podcast-pages) by clicking on **Add to Campaign**.

{% content-ref url="/pages/-MTJCCWMa\_ce0059\_XZC" %}
[Understanding podcast pages](/guides/understanding-podcast-pages)
{% endcontent-ref %}

***

## Start building a campaign

Campaigns are a convenient way to keep track of podcasts that you've found in the search results. Use them to create media campaigns or to keep tabs on shows that you care about.

The easiest way to start building a campaign is from the search screen. Enter a topic to search for podcasts and then tap the **Build a Campaign** button.

![](/files/DczBxNM3dYCip9fo1wIN)

You'll notice a new **Add** button that appears next to each podcast in the search results. Click on that to add that show to your new campaign.

![The first time you add a podcast you'll be prompted to choose a name for your new campaign.](/files/Ri492hwpUQCQu1QaGtm3)

You can also click on **Add to Campaign** while viewing any podcast, and you'll be able to add it to an existing campaign or create a brand new one:

![](/files/VgLJOL2OyP5ShrDjtixm)

You can always access your campaigns by clicking the **Campaigns** button at the top of any page.

![](/files/DggEzRSJKvrGd2ybfknq)

{% content-ref url="/pages/-MTJEWbXKgPJVCBlLCBS" %}
[How to create a campaign](/start-here/how-to-create-a-campaign)
{% endcontent-ref %}

***

## Export your campaign

Once you've added a few podcasts to a campaign, you may want to export the data to be used in other software like Microsoft Excel or Google Sheets. In any campaign, click on the **Export** button:

![](/files/QZlGV38uV1Zu1yNcILFf)

You will be prompted to download the CSV file to your computer.

{% hint style="info" %}
Exports include the contact email addresses for each podcast.
{% endhint %}

{% content-ref url="/pages/-MTNnXBh\_4TDneCsZcyn" %}
[How to export a campaign](/guides/how-to-export-a-campaign)
{% endcontent-ref %}

***

## Send pitches

The pitch editor makes it easy to write your pitches inside Rephonic. Choose from a range of winning templates, or add your own, and then customize it for each podcast.

You can quickly write and send a pitch by going to the podcast page and pressing the **Contacts** button, you'll see the **Send a Pitch** button at the top:

![](/files/uh6keLzGAhanqOkikG9F)

{% content-ref url="/pages/SGYJbuDL6omMAf2gMBAW" %}
[How to send pitches](/start-here/how-to-send-pitches)
{% endcontent-ref %}

***

## Adding private notes to a podcast

Whether you're working alone or in a team, it can be useful to add private notes to podcasts if, for example, you've contacted the publisher and found out more information.

While viewing any podcast click on **Add a Note** to add a private note. It will instantly appear on the page for you and other members of your team.

![](/files/IGHN6pRfonQGV7yG2a9T)

{% hint style="info" %}
Notes are private and will only appear for you and for other members of your team.
{% endhint %}

{% content-ref url="/pages/-MTJOSnzxUdcz\_f8OTZK" %}
[How to add private notes](/guides/making-notes)
{% endcontent-ref %}

## Next steps

{% content-ref url="/pages/-MYZ1t6JuG7YMTnpJHaw" %}
[How to search for episodes](/guides/how-to-search-for-episodes)
{% endcontent-ref %}

{% content-ref url="/pages/-MhMI1xbWZxnHCr-qtcf" %}
[How to find contacts for a podcast](/guides/how-to-find-contacts-for-a-podcast)
{% endcontent-ref %}

{% content-ref url="/pages/-MTJX7Az4AWrFjG8N52b" %}
[How to share a campaign externally](/guides/how-to-share-a-campaign-externally)
{% endcontent-ref %}


# How to find relevant podcasts for any topic or niche

Rephonic makes it easy to find podcasts for the topic or niche that you care about. This guide explains how to use the search engine and gives you some tips and best practices.

## Search for any topic

Go to the [Home](https://rephonic.com/home) screen to start your search by entering a topic, e.g. "real estate investing" or "marketing."

![](/files/rRDjqmfNfwKPqq4OgvSj)

{% hint style="info" %}
If your query is more specific you can also search for *Titles*, *Publishers*, and *Episodes.*
{% endhint %}

Rephonic searches across titles, descriptions and episode show notes to find the most relevant podcasts for this topic and orders the results by a combination of relevancy and estimated downloads per episode (highest first).

![](/files/3UM76jt2wUsQd3NUXXag)

The estimated total listeners figure tells you the estimated number of downloads per episode across all of the podcasts matching your query. In this case you could potentially reach 310m+ listeners if you were to appear in a single episode of every show in the search results.

{% hint style="info" %}
A podcast appears as active if it has published a new episode within the past 60 days.
{% endhint %}

***

## Narrow down your search

For certain search queries, you may not be satisfied with the relevancy of the results. In this case, you can use one or more of the advanced search filters in order to narrow down your search.

For example perhaps you only want to see shows that are listed in the Business category in Apple Podcasts.

You can also use multiple filters at the same time. For example, if you're looking for podcasts in the Business category that also accept sponsors, simply use both the *Category* and *Sponsored* filters together:

<figure><img src="/files/rihByuWvQua38UyIMtVg" alt=""><figcaption></figcaption></figure>

{% content-ref url="/pages/-MTJ8tYknRikmE8DkwCk" %}
[Understanding saved searches](/guides/saved-searches)
{% endcontent-ref %}

***

## Find more leads using related podcasts

If you found a highly relevant podcast, you can look at the *Related* section to find other similar shows with a shared audience according to the "Listeners Also Subscribe T&#x6F;*"* connections displayed in Apple Podcasts. This can be a fast way to build a campaign.

Clicking on **3D Graph** shows you these connections at a greater depth.

<figure><img src="/files/zmhBaaV8OS7wcU5dOZMF" alt=""><figcaption></figcaption></figure>

{% content-ref url="/pages/-MTJCCWMa\_ce0059\_XZC" %}
[Understanding podcast pages](/guides/understanding-podcast-pages)
{% endcontent-ref %}

***

## Search operators

You use the following search operators to narrow down your results:

<table data-header-hidden><thead><tr><th width="262.45619531338286">Description</th><th>Example</th></tr></thead><tbody><tr><td>Description</td><td>Example</td></tr><tr><td>Either terms can match</td><td><code>real OR estate</code></td></tr><tr><td>Both terms must match</td><td><code>real AND estate</code></td></tr><tr><td>Exact phrase</td><td><code>"real estate"</code></td></tr><tr><td>Don't match</td><td><code>-investing</code></td></tr><tr><td>Grouping</td><td><code>(real estate) OR (property investing</code></td></tr></tbody></table>

## See also

{% content-ref url="/pages/-MTJEWbXKgPJVCBlLCBS" %}
[How to create a campaign](/start-here/how-to-create-a-campaign)
{% endcontent-ref %}


# How to create a campaign

Let's imagine a scenario where you would like to pitch your client to podcasts in a certain niche. You've searched Rephonic's database and started to [find relevant shows for your topic](/start-here/how-to-find-relevant-podcasts-for-any-topic-or-niche).

Once you've found a few promising podcasts, the best way to keep track of them is to add them to a campaign.

## Create a new campaign

The easiest way to start building a campaign is from the [search screen](/start-here/how-to-find-relevant-podcasts-for-any-topic-or-niche). Enter a topic to search for some podcasts and then click on the **Build a Campaign** button:

![](/files/DczBxNM3dYCip9fo1wIN)

You'll notice a new **Add** button that appears next to each podcast in the search results. Click on that to add the show to your new campaign.

![The first time you add a podcast you'll be prompted to choose a name for your new campaign.](/files/Ri492hwpUQCQu1QaGtm3)

You can also click on **Add to Campaign** while viewing any podcast. You'll be able to add it to an existing campaign or create a brand new one:

![](/files/VgLJOL2OyP5ShrDjtixm)

***

## View your campaign

Click on the **Campaigns** button in the top-right corner of any page to see all of your campaigns, then click the name of your campaign to access it:

![](/files/DggEzRSJKvrGd2ybfknq)

Click on any podcast in the campaign to quickly view more details. You can remove or add more podcasts to the campaign, edit the campaign's name, share the campaign, and so on.

Once you've created a campaign, you can start sending pitches.

{% content-ref url="/pages/SGYJbuDL6omMAf2gMBAW" %}
[How to send pitches](/start-here/how-to-send-pitches)
{% endcontent-ref %}

***

## Export your campaign to a CSV file

You may have your own Excel spreadsheets, CRM system, or some other workflow tool and you would like to import your campaign there. When viewing any campaign, click on the *Export* button:

![](/files/QZlGV38uV1Zu1yNcILFf)

You will be prompted to download the CSV file to your computer. It will contain plenty of data about each podcast including contact emails, social media accounts, and more.

***

## Sharing your campaign

By default, campaigns are shared with your whole team so everyone can collaborate. You can also share a campaign with external clients, which will give them read-only access. They don't need to have a Rephonic account to access the shared campaign.

{% content-ref url="/pages/-MTJX7Az4AWrFjG8N52b" %}
[How to share a campaign externally](/guides/how-to-share-a-campaign-externally)
{% endcontent-ref %}


# How to send pitches

The pitch editor makes it easy to write your pitches inside Rephonic. Choose from a range of winning templates, or add your own, and then customize it for each podcast. Send well-crafted pitches using your own email account or copy-paste them to your email client.

There are two ways to start the pitching process:

1. Navigate to the podcast you want to pitch. Press the **Contacts** button and you'll see the **Send a Pitch** button at the top. You'll be prompted to add the podcast to a new or existing campaign. You will only be able to send a pitch for one podcast.

![](/files/uh6keLzGAhanqOkikG9F)

2. Click on the **Campaigns** button at the top-right corner of the screen. Click the name of the relevant campaign, and tick the box to the left of the podcast names or click on the **Select** button to the right. Click on the **Send pitch** button and you'll be able to send pitches to one or multiple podcasts.

![](/files/996G4hJbduuLs50vNsfF)

***

### The pitch editor

Once you've selected the podcasts to pitch, you'll go through a few screens:

{% stepper %}
{% step %}
**Select Contacts**

You will choose which contact to reach out to for each podcast. You can select one of the contacts that Rephonic found, or enter any email address if you have one you would like to use.
{% endstep %}

{% step %}
**Select a Sequence**

Email sequences with automated follow-ups can help boost your response rate. You can select an existing sequence, create a new one with premade templates or customize it. You can skip this step entirely.
{% endstep %}

{% step %}
**Choose an Inbox**

On the next screen, you will select the email account that you would like your pitches to be sent from. Sending from a connected email account means you'll send and receive messages directly from Rephonic. You'll be able to track replies, automate follow-ups, and manage all your outreach in one place.

You can edit the connected email accounts from here or add a new one. Skipping this step means you will need to manually copy and paste messages to your email client. Automated follow-ups and reply tracking will not work.
{% endstep %}

{% step %}
**Review and Send**

Check and personalize your draft messages before sending. Format your pitch, add links or images, and you can even use existing variables or add new ones. Custom variables can be used in any campaign, while contact variables will be added to all current and future contacts in your account.

{% hint style="info" %}
Custom variables and contact variables are visible to all members of your team.
{% endhint %}
{% endstep %}
{% endstepper %}

The button at the bottom will change depending on your previous choice. You will either see the **Send All Messages** button if you chose to send from a connected inbox, or **Save and Exit** if you skipped it.

If you chose an inbox, clicking on the **Send All Messages** button will queue the pitches for all podcasts. If you skipped the previous step, clicking on **Save and Exit** will save all of your drafts and exit the screen. You will also see a **Send Now** button.

You'll have the option to send your draft by connecting a new email account in case you change your mind, open your draft using your default email client, or copy it to your clipboard so you can manually paste it to an email client or CRM. If you picked either of the latter two options, the **Mark as Sent** button will pop up so you can manually track your pitch.

{% hint style="info" %}
Once a pitch is marked as sent, it cannot be edited anymore.
{% endhint %}


# Understanding podcast pages

Rephonic's podcast pages display a lot of information. This guide will walk you through each of the sections and explain what it all means.

It is recommended that you follow along by navigating to a real podcast page, e.g. [Huberman Lab](https://rephonic.com/podcasts/huberman-lab).

### The Basics

The top part of the page shows you the podcast's basic information (including its title and publisher), and you'll see different tabs that you can toggle through for more in-depth information. We'll explore that more later.

Depending on the podcast, you may also see additional information here like the show's political leaning or whether it's a corporate/branded show.

You can always click on the podcast's title to open a standalone page that you can link to. Clicking on the name of the publisher (the blue link under the title) will search for other shows by the same publisher.

![](/files/VAfs0jYSJkApgS8vBWFf)

#### Getting contact information

Click on the **Contacts** button:

![](/files/lbcHSIkqRwELCIwA1HqB)

You'll see the contact information that we found for this podcast and be able to copy them to your clipboard.

{% content-ref url="/pages/-MhMI1xbWZxnHCr-qtcf" %}
[How to find contacts for a podcast](/guides/how-to-find-contacts-for-a-podcast)
{% endcontent-ref %}

#### Adding the podcast to a campaign

Keep track of this podcast by clicking on the **Add to Campaign** button and following the instructions.

<figure><img src="/files/Nv7uyhUeLPbyWOVvd0mY" alt=""><figcaption></figcaption></figure>

{% content-ref url="/pages/-MTJEWbXKgPJVCBlLCBS" %}
[How to create a campaign](/start-here/how-to-create-a-campaign)
{% endcontent-ref %}

#### Add a private note

Click on the **Add a Note** button to leave a note on a podcast.

{% hint style="info" %}
Notes appear privately for you and your team members.
{% endhint %}

<figure><img src="/files/W5ayOCodPLrQqxHdW5e4" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
Notes appear privately for you and your team members.
{% endhint %}

{% content-ref url="/pages/-MTJOSnzxUdcz\_f8OTZK" %}
[How to add private notes](/guides/making-notes)
{% endcontent-ref %}

#### Look for relevant episodes

You can easily find relevant episodes using the search box located on every podcast page. Under the Overview tab, navigate to the *Latest Episode* section and click on the **More Episodes** button and enter your keyword in the search bar.

This can be helpful in discovering if your area of expertise has already been covered in one of their previous episodes. If not, this could be the perfect opportunity to pitch yourself as a guest.

<figure><img src="/files/VxSqKRIXSsov7NhtWUwR" alt=""><figcaption></figcaption></figure>

***

### Tabs

Each tab has multiple sections that showcase different sets of data that you may find useful when pitching to different podcasts. Let's dive into each of these tabs in more detail.

{% tabs %}
{% tab title="Overview" %}
**Key Facts**

<figure><img src="/files/Xpf6FfPE0JWyu4U1n8jz" alt=""><figcaption></figcaption></figure>

For most people, the important metrics here are Listeners per Episode and Monthly Listeners. These metrics tell you Rephonic's guess of the podcast's average number of downloads per episode and the total number of listeners per month. This prediction is based on dozens of publicly available data points that we gathered for this podcast.

{% hint style="info" %}
These figures are only estimates. Please contact the publisher for accurate numbers.
{% endhint %}

Spotify is the number one or number two podcast platform in most countries, so the number of *Spotify Followers* a podcast has is also a very good indicator of its popularity and reach.

You can also see here whether the podcast is likely to accept guests or sponsors.

***

**Latest Episode**

<figure><img src="/files/r0HGIiQo1z3Qgh3Dj3BY" alt=""><figcaption></figcaption></figure>

Click the **Listen** button to launch the floating episode player which will appear at the bottom-left corner of your screen. Now you can save time by listening and continuing your research at the same time. It also remembers your position if you close the tab and come back later.

If available, you can also see the episode's transcripts by clicking on either of the buttons below:

<figure><img src="/files/ODpBUqIuRUnySlWxyXEk" alt=""><figcaption></figcaption></figure>

When viewing a transcript, you can click on any part of the text and the audio will sync up.

<figure><img src="/files/7URWctVTUYTmd7DWmO0B" alt=""><figcaption></figcaption></figure>

***

**Recent Topics**

<figure><img src="/files/4ukT6XpVuiIg8SBhUREU" alt=""><figcaption></figcaption></figure>

Here, you'll find a list of topics that have been discussed or mentioned in recent episodes.

This feature allows you to quickly identify if subjects related to your expertise, interests, or campaigns have been recently covered. By scanning this section, you can save time by focusing on podcasts already aligned with your niche, or identify opportunities to pitch yourself as a guest if your topic hasn't been explored yet.

***

**YouTube**

<figure><img src="/files/OAftFMNzgBpGEvMw7YIQ" alt=""><figcaption></figcaption></figure>

If a YouTube channel was found for a podcast, then a summary will be shown with some helpful stats (e.g. total number of subscribers and views) and quick links to recent videos.

***

**Social**

<figure><img src="/files/AiEk2vWi2w5HcKr7R1DV" alt=""><figcaption></figcaption></figure>

Rephonic tries to match every podcast with social media accounts and other points of online presence around the web. The possible channels that may be displayed here are:

* Facebook
* X (formerly Twitter)
* Instagram
* Pinterest
* SoundCloud
* Patreon
* LinkedIn (personal profiles and groups)
* Clubhouse (clubs)
* TikTok

If there are missing or incorrect social media accounts, you can click on **Report** and our team will look into it.

<figure><img src="/files/72iKdJvoPEWiRVXbmv0R" alt=""><figcaption></figcaption></figure>

***

**Related**

![](/files/UiaeAP2HsdfZzIa8avLo)

You can browse similar shows according to the "Listeners Also Subscribe T&#x6F;*"* connections displayed by Apple Podcasts. This is useful for finding shared audiences and quickly building campaigns.

Clicking on the three dots (next to **See More**) and selecting **3D Graph** shows you this data in a 3D graph viewer. [Here's an example.](https://graph.rephonic.com/the-daily)

***

**Subscribers & Followers**

![](/files/8StObkuzXEhmQS7M1T1h)

The number of subscribers and followers a podcast has in various apps. Only a few podcast apps reveal these metrics, but they're useful to get a better understanding of the size of a show's audience.

{% hint style="info" %}
Not every podcast app reveals this data. For example, major apps like Apple Podcasts and Spotify do not.
{% endhint %}
{% endtab %}

{% tab title="Audience" %}

<figure><img src="/files/iEWuI6K9Q3WfPYa5lvzH" alt=""><figcaption></figcaption></figure>

In this tab, you can view our best estimates of audience demographics for each individual podcast. You'll see a description of a typical *Listener Profile*, plus data like:

* Professions (e.g. Teacher, Designer, Fitness Trainer)
* Interests (e.g. Baseball, Sci-fi, Christianity)
* Household Income
* Age Group
* Education Level
* Relationship Status
* Location

This information can help you quickly identify if a show matches your target audience, so you can run more effective campaigns.
{% endtab %}

{% tab title="People" %}

<figure><img src="/files/rc5Gq59aD7GgE7QFywEj" alt=""><figcaption></figcaption></figure>

In this tab, you'll see a summary of the typical guest profile and details about each guest who’s appeared on the show, including:

* A short bio
* Affiliation and industry (if available)
* Focus of the conversation (i.e. why they appeared on the show)
* How they relate to the show's overall theme as a suitable guest
* Contact information (if they mentioned it during the episode)

You can even search for a specific guest if you have one in mind.

By analyzing episode transcripts, Rephonic is able to gather details about the people featured in each show. This new information is helpful for quickly determining whether you or your client match the typical guest profile and would be a good fit for the show.

You'll also see a short bio for each host or co-host, along with their social links, email, and website if they mentioned them during an episode.
{% endtab %}

{% tab title="Sponsors" %}

<figure><img src="/files/tMoMmpPrI1AXBIm9RYLT" alt=""><figcaption></figcaption></figure>

In this tab, you'll see information about podcast sponsors and cross-promotions. Using the same approach as for identifying guests and hosts, we display the names of sponsors and any mentions of other shows.

For every sponsor listed on the Sponsors tab, you'll see this information where available:

* Name of the company or brand
* What they are promoting
* The text transcript of the ad
* Whether the ad was read out by the host
* Call to action

If you're considering sponsoring a show, this data is a great way to see how other brands have presented their offers, which might be useful for shaping your own campaign.

Sometimes, podcast hosts talk about other shows to help drive more listeners. We now have these mentions listed at the bottom of the Sponsors tab, along with some context. If a show often mentions other shows like yours, it might be worth reaching out to them.

<figure><img src="/files/1Fzoe3siPqNYRXtUILLP" alt=""><figcaption></figcaption></figure>
{% endtab %}

{% tab title="Feedback" %}

<figure><img src="/files/k2KNl9ufh4ojVwtX6OGK" alt=""><figcaption></figcaption></figure>

Rephonic tracks each podcast's Ratings & Reviews across every podcast player app that accepts feedback from listeners. You can select **All Reviews** to show everything, and clicking the blue links will show reviews for that particular app only.

*Engagement Score* looks at the growth in new listener reviews and ratings across multiple apps over the past 30 days to quantify how engaged the audience is.

And you can see key themes from listener reviews in *What People Are Saying*.
{% endtab %}

{% tab title="Charts" %}

<figure><img src="/files/9U6zzEz6nYVIUEOz2mPC" alt=""><figcaption></figcaption></figure>

See how the podcast ranks in the Apple Podcasts, Spotify and YouTube charts across multiple countries and categories. These are updated daily.
{% endtab %}
{% endtabs %}


# How to find contacts for a podcast

When you're ready to reach out to a podcast to learn more or send a pitch we display contact information including email address, contact pages and social media accounts.

While viewing any podcast, click on the **Contacts** button.

![](/files/lbcHSIkqRwELCIwA1HqB)

{% hint style="info" %}
If you're unable to get in touch with a show by email you could also try sending a message via one of their social media accounts like X (formerly Twitter) or Instagram.
{% endhint %}

### Request the concierge service

Sourcing the best contacts across our huge database of podcasts is complex and sometimes we make mistakes, or our system is unable to find a good email address for a particular show.

Can't see any good contacts listed for a podcast? After tapping the **Contacts** button in any podcast you can request the concierge service, and our team of researchers will find you the best and most up-to-date contact information.

![](/files/FgCQU3hM7XzI058ciwf6)

Our team will get back to you ASAP but you may need to wait 1-2 working days. You'll receive an email notification when your request has been completed.

### Exporting contacts

You should first create a [campaign](/start-here/how-to-create-a-campaign) and add a few podcasts to it in order to export contacts.

{% content-ref url="/pages/-MTNnXBh\_4TDneCsZcyn" %}
[How to export a campaign](/guides/how-to-export-a-campaign)
{% endcontent-ref %}


# How to export a campaign

Any campaign (including saved searches) can be exported to a CSV file. You should first create a campaign and add a few podcasts to it in order to export contacts.

{% content-ref url="/pages/-MTJEWbXKgPJVCBlLCBS" %}
[How to create a campaign](/start-here/how-to-create-a-campaign)
{% endcontent-ref %}

Once you've created a campaign, click the **Campaigns** button in the top-right corner of any page and select it.

![](/files/DggEzRSJKvrGd2ybfknq)

Once you click the **Export** button, you will be prompted to download the CSV file to your computer. The export contains email addresses, social media accounts and lots of other data about the podcasts in that campaign. You can import the file into Microsoft Excel, Google Sheets or other suitable software.

![](/files/QZlGV38uV1Zu1yNcILFf)

{% hint style="info" %}
If you are unable to get in touch with a show by email you could also try sending a message via one of their social media accounts like X or Instagram.
{% endhint %}

## Getting the email address for a single podcast

If you only need the email address for one podcast you can get that from its [podcast page](/guides/understanding-podcast-pages).

Go to any podcast and click the **Contacts** button to see the contacts that we found for this podcast and copy one to your clipboard.

![](/files/lbcHSIkqRwELCIwA1HqB)

{% content-ref url="/pages/-MhMI1xbWZxnHCr-qtcf" %}
[How to find contacts for a podcast](/guides/how-to-find-contacts-for-a-podcast)
{% endcontent-ref %}


# How to share a campaign externally

You can share campaigns with external clients by sending them a unique link. They will be able to browse your campaign without creating a Rephonic account.

First, click on the **Campaigns** button at the top of any page and select one of your campaigns to open it.

![](/files/DggEzRSJKvrGd2ybfknq)

Clicking on the **Share** button will generate unique link. Click on **Copy to Clipboard** to copy it and send the link to anyone you like.

![](/files/2czPCbhpg2gYAqDHHtp7)

{% hint style="info" %}
The campaign will be read-only for non-team members. A Rephonic account is not required.
{% endhint %}


# Understanding saved searches

If you discover an interesting set of search results for a niche that you care about, it can be useful to save that search for later reference. Saved searches are always kept up-to-date with the latest results for your query.

From any search results page, click on the **Save** button and you will be prompted to give it a name.

![](/files/2b7pbfRHglEptwIHONPF)

You can use multiple advanced search filters in combination with your search query to create interesting segments.

Search operators can help narrow down your results. For example `real OR estate` to match either word, quotes for exact match like `"real estate"` or negation like `-investing` to prevent matching of a particular term.

## Access your saved searches

Click the **Campaigns** button in the top-right corner of any page and select your saved search.

![](/files/DggEzRSJKvrGd2ybfknq)

This is always kept up-to-date with the latest search results. Unlike a regular campaign, saved searches are only visible to the user who created them.

![](/files/z8mV6ZDTCvFG1Jcf8FuO)

## Export the saved search

You can export as a CSV file suitable to be imported to Microsoft Excel, Google Sheets, or other software. Click the **Export** button and your computer will prompt you to download the file.

![](/files/QZlGV38uV1Zu1yNcILFf)


# How to set up alerts

Alerts are useful to keeping track of when your brand, client's name, or other keywords are mentioned in any new podcast episode.

Rephonic monitors new episodes across its entire database of podcasts. It scans episodes transcripts, titles, and show notes to find matches for your keywords.

To set up an alert, go to your [Alerts configuration page](https://rephonic.com/account/alerts) and click on **Create an Alert.**

![](/files/Lz5liWaMZY7T4Jv3NEnh)

Enter the keyword or phrase (e.g. "climate change") you'd like to track. You'll see a preview of the results as you type.

If any matching episodes are found, you will be sent a daily/weekly email containing the most relevant new episodes that match your keyword.

## Advanced Search

You use the following search operators to narrow down your results:

| Description            | Example                                 |
| ---------------------- | --------------------------------------- |
| Either terms can match | `real OR estate`                        |
| Both terms must match  | `real AND estate`                       |
| Exact phrase           | `"real estate"`                         |
| Don't match            | `-investing`                            |
| Grouping               | `(real estate) OR (property investing)` |


# How to add private notes

Whether you're working alone or in a team, it can be useful to add private notes to a podcast. You can use notes to keep track of shows that you have already pitched, or to add bits of proprietary information that you have learned directly from the publisher.

{% hint style="info" %}
Notes are private and they will only appear for you and for other members of your team.
{% endhint %}

## Add a note

While viewing any podcast, click on **Add a Note***:*

![](/files/W5ayOCodPLrQqxHdW5e4)

Start writing your note and click on **Save**. Your new note will appear instantly on the podcast's page so you won't miss it next time. Your team members will be able see your notes.

## Pin a note to the top

Need to make sure your colleagues always see important information when they access a podcast? When viewing a podcast, you can pin any note to the top of the list by clicking on **Pin.**

<figure><img src="/files/kTdDn6pC9jZd3606JgO3" alt=""><figcaption></figcaption></figure>

To remove the pin, you can click on **Unpin** or simply pin another note.

{% hint style="info" %}
Only one note can be pinned at a time.
{% endhint %}

## See your team's latest notes

When you or one of your team members adds a note to a podcast it will appear under **Recent Notes** on your [Home](https://rephonic.com/home) screen. This is a useful way to keep track of what everyone on your team is working on.

![](/files/EdkWiXZghVIQY2VDFs7H)


# How to search for episodes

Rephonic's [episode search](https://rephonic.com/search/episodes/marketing) makes it easy to find podcast episodes for the topic or niche that you care about. This guide explains how to use the search engine and gives you some tips and best practices.

## Search for episodes

Go to the [Home](https://rephonic.com/home) screen and choose *Episodes* above the search box.

![](/files/rzCHSvK7k5QEh76uvxWv)

Enter a search query and hit enter to see the most relevant episodes for your search term. Our system will look through episode notes as well as transcripts.

![](/files/lmvYghinPu8PvXtimO8z)

## Advanced filters

Advanced search filters let you slice-and-dice millions of podcast episodes in all kinds of new ways to find the ones you're looking for.

For example: show me the most recent episodes about *"*&#x66;intec&#x68;*"* with more than 7,000 listeners primarily located in the UK.

![](/files/QnditX2RsqFxWKJmjE9G)

## Search operators

You can use the following search operators to narrow down your results:

<table data-header-hidden><thead><tr><th width="262.45619531338286">Description</th><th>Example</th></tr></thead><tbody><tr><td>Description</td><td>Example</td></tr><tr><td>Either terms can match</td><td><code>real OR estate</code></td></tr><tr><td>Both terms must match</td><td><code>real AND estate</code></td></tr><tr><td>Exact phrase</td><td><code>"real estate"</code></td></tr><tr><td>Don't match</td><td><code>-investing</code></td></tr><tr><td>Grouping</td><td><code>(real estate) OR (property investing)</code></td></tr></tbody></table>


# How to download any podcast page as a PDF

Sometimes you may need to share a podcast's page and all of its listed data with an external client or stakeholder. While viewing any podcast, click on the button with the three dots and select **Download as a PDF**:

![](/files/2Toe61oXUrOlD9IF48kr)

After a few seconds you will be prompted to download the file to your computer.

The PDF file is white-labeled to include your company or organisation name at the top (you can change that [here](https://rephonic.com/account/edit)) and all other branding is removed.

![](/files/1iA5jjxprUL5UArB1eRd)


# How to connect an email inbox

Connecting an email account allows you to send and receive messages from within Rephonic.

When you connect your email inbox to Rephonic you can:

* Send outreach campaigns from your own email address.
* Schedule automated follow‑ups as part of an email sequence.
* See replies from podcast hosts in a unified inbox in Rephonic.
* Keep your pipeline and campaign stats up to date based on real replies.
* Track bounces, unsubscribes and other delivery issues.

You can connect your inbox via your [Inboxes page](https://rephonic.com/account/email-accounts). You'll be prompted to choose your email provider such as Google, Microsoft, or other email providers (with IMAP).

{% hint style="info" %}
You can disconnect your inbox from Rephonic at any time.
{% endhint %}

{% hint style="warning" %}
**Microsoft 365 users:** if you see a "Need admin approval" / "Rephonic unverified" screen when connecting, your IT admin has restricted user consent on your tenant. Ask them to grant tenant-wide consent for Rephonic in **Microsoft Entra admin center → Enterprise applications → Consent and permissions**, or click *"Have an admin account? Sign in with that account"* on the consent screen so they can approve it directly. Alternatively, connect a Gmail / Google Workspace mailbox instead.
{% endhint %}

***

### How to reconnect a broken account

If you encounter a problem connecting to your email provider, or Rephonic's access was revoked, you will have to reconnect your inbox.

In instances like these, a **Fix** button will appear next to the broken account. You can also click on the broken email and click on the **Reconnect** button.

<figure><img src="/files/PhKZgAAhDC7eZIJFtr3q" alt="" width="563"><figcaption></figcaption></figure>

***

### How to disconnect an account

If you want to disconnect an email account, click on the **Edit** button to the right of the email. A popup will appear and you can click on **Disconnect** near the bottom.

<figure><img src="/files/Hisq7Vc7YbLfJo6BOV4j" alt="" width="563"><figcaption></figcaption></figure>


# How to add or remove team members

{% hint style="info" %}
Only the **team owner** or **team administrators** and can manage team members.
{% endhint %}

Go to your [Team](https://rephonic.com/account/team) page to manage team members. Click on **Add Another User** to provision a new account, or click on the trash bin button next to an existing team member to remove them from your team.

<figure><img src="/files/r5izaAGMNoOoVDMZp5gj" alt=""><figcaption></figcaption></figure>

On adding a new team member they will receive an email containing instructions on how to access their account.

When removing a team member, the campaigns they created aren't affected and everyone will still be able to access it. Notes they've made on podcast pages will not transfer over however, team owners and team administrators can manually re-assign those.

{% hint style="info" %}
Only the team owner or team administrators and can manage team members.
{% endhint %}

***

### Transfer notes to another team member

To transfer a member's notes to another member on your team, click the settings icon next to the team member you want to transfer from, then select the team member to transfer the notes to from the dropdown.

<figure><img src="/files/dXW5uZI5veJmpQdh4dNd" alt=""><figcaption></figcaption></figure>

***

### Allow other team members to manage seats

As the team owner, you can assign team administrator permissions to others so that they can add and remove seats for you.

{% content-ref url="/pages/Ml0EL1XD3ioB7jrms11T" %}
[How to assign a team administrator](/my-account/how-to-assign-a-team-administrator)
{% endcontent-ref %}


# How to assign a team administrator

If you're the team owner, you can assign *Team Administrator* permissions to other members of your team. They will then be able to:

* Add new seats
* Remove seats
* Assign or remove other team members as administrators
* Reassign notes from one team member to another

First, go to the [team](https://rephonic.com/account/team) page and then click on the settings icon next to one of your team members.

<figure><img src="/files/dXW5uZI5veJmpQdh4dNd" alt=""><figcaption></figcaption></figure>

Tick the checkbox next to Team Administrator to assign that permission. They will receive a confirmation email.

<figure><img src="/files/JczFiUtRHnqlKtTyFh1R" alt="" width="563"><figcaption></figcaption></figure>


# How to transfer team ownership

{% hint style="info" %}
Only the **team owner** can transfer ownership to an existing team member.
{% endhint %}

First, go to the [team](https://rephonic.com/account/team) page and then click the settings icon next to the team member to transfer ownership to.

<figure><img src="/files/dXW5uZI5veJmpQdh4dNd" alt=""><figcaption></figcaption></figure>

Then, click the **Transfer Ownership** button. Once the transfer is done, you will lose owner privileges but retain administrator and billing manager rights.

<figure><img src="/files/GLoJITYD1YAKXeU9Dm7k" alt="" width="563"><figcaption></figcaption></figure>


# How to change your email or password

## Change your email address

Go to the [Edit My Account](https://rephonic.com/account/edit) page. There you will be able to change your full name, email address or the name of your company/organisation.

## Change your password

Go to the [Change My Password](https://rephonic.com/account/edit?pass=1) page and follow the instructions.


# How to switch from Google login to email login

Go to the [Edit My Account](https://rephonic.com/account/edit) page, and click on the **Switch to Email Login** button.

<figure><img src="/files/cSfysl5mZtg4ovgub84a" alt=""><figcaption></figcaption></figure>

You will be logged out after clicking this button and an email will be sent to you with password reset instructions.


# How to delete your account

Go to the [Edit My Account](https://rephonic.com/account/edit) page and click on the **Delete Account** button:

<figure><img src="/files/PXTcetIpWgHCm8uIqySe" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
Please note that lists, alerts, notes and any other data you've created will be **permanently deleted** if you delete your account. **This action is not reversible.**
{% endhint %}


# How to upgrade, downgrade or cancel your subscription

## Upgrade or downgrade your plan

If you have an active subscription you can quickly change your plan at the [Change My Plan](https://rephonic.com/switch-plan) page to upgrade or downgrade.

## Cancel your subscription

Go to your [Billing](https://rephonic.com/account/billing) page and click the **Cancel My Subscription** button to cancel your subscription at the end of your current billing period. Your card will not be charged again.

## Modify your billing information

Go to your [billing portal](https://rephonic.com/billing-portal) to change your payment method or address and see your previous invoices.


# How to change your billing settings

Please go to your [billing portal](https://rephonic.com/billing-portal) to change your payment method or address and see your previous invoices.


# Refund policy

### Eligibility

If you did not use the service (for example: if you forgot to cancel) we will fully refund your last payment up to a **maximum of 30 days** after it was charged.

### How to request a refund

First please make sure you have already canceled your subscription by going to the [Billing](https://rephonic.com/account/billing) page and clicking on **Cancel My Subscription** (unless you have already cancelled it).

Afterwards, send us an email (from the same email address that you used to create your Rephonic account) to request a refund: [support@rephonic.com](mailto:support@rephonic.com?subject=Requesting%20a%20refund).


# How to assign a billing manager

If you're the team owner, you can assign *Billing Manager* permissions to other members of your team. They will then be able to:

* Change your team's subscription plan
* View and download invoices
* Change the payment method and billing address

First, go to the [team](https://rephonic.com/account/team) page and then click on the settings icon next to one of your team members.

<figure><img src="/files/dXW5uZI5veJmpQdh4dNd" alt=""><figcaption></figcaption></figure>

Then tick the checkbox next to *Billing Manager* to assign that permission. They will receive a confirmation email.

<figure><img src="/files/OGxwHb7S5qhSfQuhczJj" alt=""><figcaption></figcaption></figure>


# FAQ

Frequently asked questions about Rephonic.

### How does the 7-day free trial work?

Every plan starts with a 7-day free trial. There are a few limitations during the trial period:

* Search is limited to the first 15 results
* The search allowance is capped at 25 searches
* You won't be able to export campaigns or use the concierge service

To remove these limitations, you can end the trial early by going to the [Subscription / Billing](https://rephonic.com/account/billing) page and tapping on the **Upgrade Now** button.

You can cancel your trial at any time and your card will not be charged. We'll send you a reminder email three days before your trial ends.

### How does the search allowance work?

Each time you search for a topic, title, or publisher in Rephonic we count that as a search. Although if you search for the same keyword multiple times during a single session it will only be counted once.

If your chosen plan comes with a maximum number of searches per month, and you use them all, then you will no longer be able to use the search feature. However, your campaigns and other features will continue to work.

{% hint style="info" %}
The monthly quota resets on the day of the month that you were first billed, i.e. your billing period.
{% endhint %}

### What is your cancelation policy?

You can cancel your free trial or subscription at any time from the [billing](https://rephonic.com/account/billing) page. Your subscription will remain active until the end of your billing period and your card will not be charged again. There is no penalty or notice period.

### What is your refund policy?

Please refer to the [Refund policy](/billing/refund-policy) page.

### Is there a fixed contract?

No, you can cancel your subscription at any time.

### Can I switch plans later?

Yes, you can [switch your plan](https://rephonic.com/switch-plan) at any time (even during the free trial). Your current month's subscription will be prorated against your next month's bill.

### How do I upgrade, downgrade or cancel my subscription?

Please refer to [How to upgrade, downgrade or cancel your subscription](/billing/how-to-upgrade-downgrade-or-cancel-your-subscription)


# How do I claim my podcast?

Advertisers, sponsors, agencies and others use Rephonic every day to discover, qualify and contact podcasts in every kind of niche.

If you're a podcaster you can claim your show and ensure that they're seeing the best data.

You'll get free access to all of your metrics so that you can keep up-to-date with your chart rankings, ratings & reviews across every app, social media metrics, engagement score and lots more.

**🔗** [**Go here to claim your podcast**](https://rephonic.com/account/podcasts)