Remote Podcast Recording Services: Software and What a Live Engineer Adds

Sound check passed. Your guest says their microphone sounds great. But when you listen back to the recording, something is clearly wrong.

We’re a full-service podcast production agency that has launched 3,000+ podcasts and 50,000+ episodes since 2014. This guide is for marketing, comms and L&D leads who plan to hire a producer.

We’ll compare recording software with a live-engineer-supported session, walk through a pre-session checklist, explain what happens after the call, and cover some of the questions you should ask before booking. I’ll also share a few examples from our own recording sessions.

Why a recording isn’t always a usable recording

Remote podcast recording services can mean two pretty different things. Sometimes you’re paying for access to software that allows guests to connect and record. Other times, you’re getting a produced session where a live engineer is there to help manage the recording from start to finish.

That distinction matters.

Recording software can capture a conversation, but it can’t necessarily tell you when something is wrong with the audio. Your guest might be able to hear everyone just fine, while the actual recording is distorted, too quiet, or picking up background noise.

And most guests aren’t going to know the difference. They’re not sound engineers, and they shouldn’t have to be.

Here’s what that can look like during one of our sessions:

When a session starts, our engineers are there to help identify issues that a client or guest might not recognize on their own. Someone might think their microphone sounds perfectly fine because they can hear the other person clearly, while the audio we’re actually capturing is distorted, too quiet, or picking up a lot of background noise.

We’re also watching for things like connection stability, microphone selection, recording settings, and whether everything is being captured the way it should be.

That’s really the difference. A guest may not realize there’s a problem, but having someone monitoring the session gives you another opportunity to catch it before it becomes an issue with the finished recording.

Preparation helps, too. Before each session, we send a Before You Record guide and include reminders in the calendar invitation. We want guests to know what to expect and how to prepare before they join.

But even with good preparation, things happen. That’s why having someone available during the session can make such a difference.

Software and a live engineer, side by side

Here’s the simplest way to look at it: recording software gives you the tools to connect people and capture their audio or video. A produced session adds someone who is actively monitoring the recording and helping make sure everything is working as expected.

Here’s how we explain the difference:

The biggest difference is having a person responsible for the recording, rather than relying entirely on the platform. Recording software provides the tools to connect participants and capture their audio or video. A produced remote session adds a live engineer who can help guests get set up, check their equipment, identify potential issues, and troubleshoot while everyone is still on the call.

And here’s what that looks like across the different parts of a session:

Keep in mind that this table is a general comparison of the two approaches. Not every provider offers the same level of support, and some may have different staffing arrangements. It’s worth asking exactly what’s included before making a decision.

Our short version:

Technology makes remote recording possible. Having production support helps make the process more reliable.

Which recording software we use and what to consider

So, which recording platform should you use? That really depends on your show, your guests, and what you need to do with the recordings afterward.

At Resonate, we use Riverside and Descript Rooms for remote recording. When we’re evaluating a platform for podcast production, we’re looking at more than just how easy it is to get everyone on a call.

We want to know that the platform can capture high-quality audio, provide separate participant tracks when available, reliably save recordings, and give our editors the flexibility they need when they move into post-production.

There are a couple of other options worth considering, too:

Zencastr: Another podcast-focused platform to look into. When evaluating it, I’d pay attention to its recording capabilities, how it captures individual participants, how reliable the file uploads are, and how easily those recordings fit into your editing workflow.

Zoom: Most people are already familiar with Zoom, which can make it a convenient option when you’re trying to get guests into a conversation without a lot of additional setup. However, I’d take a closer look at the recording settings and the files you actually receive before choosing it for a show where audio quality and editing flexibility are priorities. A standard call recording may not give your editor the same flexibility as separate, high-quality participant recordings.

Want to learn more about a specific platform? Our remote recording guide walks through the process. We also have guides to Zoom and Zencastr, along with a roundup of podcast software.

One thing worth remembering is that not all remote podcast recording platforms handle recordings and uploads the same way.

Buzzsprout explains that Zoom can save a separate audio file for each participant, but that setting needs to be enabled.

Buzzsprout also points out that some platforms save a full-quality local recording separately from the call stream. With Riverside, for example, it notes that noise cancellation should be turned off if you want the local recordings without that processing effect.

The point is that choosing remote podcast recording software is only one part of the equation. For a casual conversation, software alone may be all you need. But if you’re producing a business or branded podcast where the quality of the recording matters, I’d give some serious thought to having someone monitor the session.

What a live engineer catches during the session

So what does having an engineer on the call actually look like? Here’s one example from a session we’ve handled:

We had a participant whose lapel microphone was rubbing against their jewelry, creating a clanking sound throughout the recording. This is the kind of issue that can be difficult, or sometimes impossible, to clean up completely during editing.

Because an engineer was monitoring the session, the issue could be identified while everyone was still on the call. We were able to pause, adjust the microphone placement, and get things sorted out before continuing with the recording.

Jewelry is just one example. We’ve also had to work through connectivity issues, slow or dropping internet connections, and situations where a guest’s recording setup wasn’t working as expected.

Sometimes that means restarting a session, helping someone adjust their setup, or finding a better location to record. The important thing is having someone there who can recognize the issue and help determine the next step.

And if you’re recording video, there are a few more things to consider. Lighting, camera placement, and the background all play a role in how professional the finished recording looks.

Our podcast video production page covers more of what goes into that side of the process.

A pre-session checklist for you and your guests

We already send our clients a Before You Record guide, but there are a few things worth checking before every remote session.

This isn’t meant to replace the platform’s setup instructions. It’s a practical checklist based on common recommendations from recording platforms and other published resources.

Want to avoid some of the most common recording issues? Run through this with your guests before the session:

• Headphones: Have everyone wear headphones. Buzzsprout recommends this to help prevent microphone bleed, where one person’s voice gets picked up on another person’s track.
• Connection: Use a wired internet connection when possible. Buzzsprout also points out that even a good connection doesn’t guarantee a problem-free recording.
• Room: Find a quiet space. Descript’s remote recording tips recommend closing windows, turning off fans, and silencing phones to minimize background noise.
• Noise makers: Remove noisy jewelry and try to avoid unnecessary movement during the recording. Descript specifically calls out both of these as potential sources of unwanted noise.
• Browser: Make sure the browser is up to date and avoid private browsing windows. Descript’s help center includes both recommendations for Descript Rooms.
• Disk space: Check available storage before joining. Descript’s help center recommends having at least 20 GB available for Rooms.
• Backup: When possible, have a backup recording option available. Buzzsprout lists a Zoom call or hardware recorder as potential alternatives.

If you want to go a little further with guest preparation, our guides to mic technique and where to record a podcast cover some of the basics.

If you’re new to remote podcasting, I’d recommend sending this checklist a few days before the session rather than waiting until everyone is ready to record.

And if there’s one thing I’d prioritize, it’s testing the actual device your guest plans to use. A microphone that worked perfectly on their last call may not be the one their computer selects the next time.

Wondering how to record a podcast remotely from start to finish? This checklist covers the preparation. Our remote recording guide walks through the full process.

When to reschedule instead of recording

Sometimes the best decision is to stop and try again another day.

I know that’s not always what anyone wants to hear, especially when everyone has already made time for the session. But trying to push through a recording that isn’t working can end up costing more time and creating a bigger headache later.

Here’s how we approach those situations:

Our goal is always to address problems at the source whenever possible rather than assume everything can be fixed in post-production.

Sometimes it’s a quick adjustment to a microphone or recording setting. Other times, we may need to pause the session and troubleshoot a connectivity issue or help someone find a better recording environment.

And occasionally, the best option is to reschedule.

I’d much rather take the time to get a reliable recording than have a client discover later that an entire episode needs to be recorded again because we tried to make something work when the conditions weren’t right.

The general rule is pretty simple: If we can’t get the source recording into a reliable state, we need to consider rescheduling. Editing can help address certain issues, but it shouldn’t be the plan for fixing problems that could have been caught during the recording.

Want to better understand what can and can’t be fixed during editing? Our podcast editing page explains more.

What happens after the session ends

Just because the recording session is over doesn’t mean the episode is finished. There are still a few steps between wrapping up the call and having a completed episode ready for delivery.

It’s important to separate the remote recording process from the post-production process. They are two different stages, and we don’t offer same-day turnaround for a completed episode.

First, we need to make sure the recordings have actually uploaded and are available.

This is an important step that can easily be overlooked. Just because the call has ended doesn’t necessarily mean all of the files have finished uploading.

Riverside’s support page explains that closing the app before an upload finishes doesn’t necessarily mean the recording is lost. Reopening the app and allowing the upload to finish can get things moving again.

However, the same page warns that uninstalling the app, deleting data, or logging out before the upload is complete can result in losing the recording. Descript’s help center also provides a recovery link for stalled uploads, which remains valid for seven days.

Once the files are confirmed, the episode moves into production. From there, it goes through editing, quality control, and any applicable review steps before delivery.

So what does the timeline look like?

Our standard production turnaround is three to five business days from the production request, depending on the editing tier purchased. Some of our more complex packages require additional time.

That turnaround isn’t just time spent exporting a file. It gives our team the time needed to edit the episode, review the work, and make sure everything meets our production and quality standards.

One important distinction: The turnaround clock starts when the production request is submitted, not when the recording session ends. Once you’ve confirmed that all of your files have uploaded, get that production request submitted so the team can get started.

Our audio production page provides more information about turnaround times by editing tier.

What to ask a remote recording service

Before committing to a remote recording service, I’d recommend asking a few questions to make sure you understand exactly what you’re getting.

Our longer list of considerations is available in questions to ask a podcast agency, but here are the questions I’d start with:

• Ownership: Who is actually on the call from start to finish, and what are they responsible for?
• Monitoring: Is someone checking the audio being captured, or is the guest simply responsible for deciding whether their microphone sounds okay?
• Source files: Do you receive separate tracks for each participant, and who confirms that all recordings have uploaded successfully?
• Problems: What happens if a guest’s microphone, internet connection, or recording setup isn’t working during the session?
• Rescheduling: Under what circumstances would you stop and reschedule a session? Are there additional costs?
• Handoff: Who takes ownership of the files after the recording, and who is responsible for editing and quality control?
• Timing: How many business days should you expect between submitting the production request and receiving the finished episode?

Pay particular attention to the answers about troubleshooting and responsibility. If the provider only talks about which software they use but can’t explain who is responsible when something goes wrong, that’s worth looking into before you book.

What we can’t tell you

There are a few things we can’t make a blanket recommendation about when it comes to remote recording:

• We can’t say which software is best for every show. It depends on your recording needs, guests, workflow, and editing process.
• We can’t give you a failure rate. We don’t have verified numbers on how often sessions require troubleshooting or rescheduling, so we won’t make up a statistic.
• We can’t speak for every provider. Their staffing, recording processes, and policies may be different. That’s why it’s important to ask the questions above.
• We can’t promise a finished episode on the same day as your recording session. Our production process includes editing and quality control, and we don’t offer same-day episode turnaround.
• We can’t guarantee that every audio issue can be fixed during editing. Some problems, like microphone interference or certain recording artifacts, can be extremely difficult to remove cleanly. That’s why we focus on addressing issues at the source.
• We can’t account for every software update. Recording platforms change their features and requirements, so it’s always worth checking the provider’s current help documentation.

Conclusion

Recording software gives you a way to connect with your guests and capture the conversation. Having a produced session with a live engineer adds another layer of support to help make sure those recordings are usable.

If you’re evaluating remote recording services, don’t just ask which platform they use. Ask who is monitoring the session, who is responsible when something goes wrong, and what happens to the files after the call.

And remember, it’s okay to pause or reschedule if the recording conditions aren’t right. Getting a good recording upfront is almost always better than trying to fix a problem later.

Want to talk through your remote recording needs and what having an engineer on the call could look like? Book a call and we’ll walk through it with you.