Artalyx

 

• Artist Roster Management – Maintain detailed profiles for signed artists including contact info, social media, streaming links, press materials, contract details, and assigned team members
• Release Tracking – Manage all aspects of releases from planning through distribution, including track listings, ISRC codes, catalog numbers, UPC codes, formats (digital and physical), manufacturing details, and release status
• Collaborator Credits & Splits – Document all collaborators (producers, engineers, musicians, writers) with customizable revenue and publishing split percentages per release
• Distribution Management – Track which distributors handle each release (DistroKid, CD Baby, Bandcamp, etc.) with status monitoring
• Publishing Administration – Track PRO registrations (ASCAP, BMI, SESAC), mechanical licenses, and publishing deal details
• Artist Prospects (A&R Pipeline) – Track potential signings with outreach history, submission tracking, internal notes, priority levels, and conversion pipeline

Royalty & Revenue Tracking (Label Mode)

• Automated Royalty Calculation – Import sales data from distributors (DistroKid, CD Baby, TuneCore, Bandcamp) and automatically calculate royalty splits for all collaborators based on Credits & Splits
• Sales Data Import – Flexible CSV import with column mapping and distributor presets for one-click mapping
• Smart Release Matching – Automatically matches sales to releases by title, UPC, or fuzzy matching
• Auto-Generated Statements – Creates individual royalty statements per collaborator with detailed sales breakdowns
• Revenue Statements – Track all revenue sources: streaming, digital sales, physical sales, sync licensing, performance royalties, mechanical royalties, merchandise, and YouTube
• Artist Splits & Calculations – Configure artist/label split percentages with automatic share calculations from release collaborator data
• Recoupment Tracking – Monitor advances, recouped amounts, and remaining balances with automatic calculations
• Payment Management – Record payment dates, methods (PayPal, Stripe, Venmo, Bank, Check), references, and amounts
• Comprehensive Reporting – Filter by artist, date range, payment status, and revenue source with CSV exports

Sync Licensing (Label Mode)

• Sync License Tracking – Manage TV, film, video game, and commercial placements with production details, licensor contacts, and sync fees
• Document Generation – Create professional sync quotes and invoices with customizable templates
• Pitch & License Tracking – Monitor pitch dates, license dates, and placement status
• Sync Types & Status – Categorize by placement type (TV Series, Film, Commercial, etc.) and track status (Pitched, Licensed, Paid, etc.)

Campaign & Promotion Tools

• Campaign Management – Plan and execute promotional campaigns with timelines, budget tracking, performance metrics, and ROI analysis
• Advanced Campaign Analytics – Track goals with progress monitoring, ROI calculations, and comprehensive performance metrics
• Press Release Distribution – Create, distribute, and track press releases with outlet targeting and pickup monitoring
• Review Request Management – Submit albums for review, track responses, approval rates, and published reviews
• Influencer Outreach – Manage influencer relationships, track campaigns, engagement rates, and follower reach
• Playlist & Podcast Submissions – Track submissions to Spotify playlists, Apple Music, YouTube channels, and podcast placements
• Radio Airplay Tracking – Monitor radio spins, station tracking, chart positions, and airplay analytics
• Social Media Analytics – Monitor performance across platforms with engagement tracking and growth metrics
• Milestone Tracking – Set and monitor campaign deadlines, release dates, and promotional milestones
• EPK Management – Create and distribute electronic press kits with tracking
• Media Coverage Tracking – Log all media placements, interviews, features, and reviews
• Competitor Monitoring – Track competitive landscape and industry trends

Hub-Based Navigation

Artalyx uses hub pages to organize related features into logical groups for clean, efficient navigation.

Communications Hub

Contact Database, Email Templates, Communications Log, and Email Center

Marketing Hub

All promotional tools: Press Releases, Review Requests, Influencers, Social Analytics, Competitors, Milestones, Podcasts, Playlists, Radio Airplay, EPKs, Social Posts, Media Coverage, Pitches

Label Operations Hub

Releases, Royalties, Sync Licenses, Manufacturers, Contracts, Prospects (Label Mode)

Live Events Hub

Tour and venue management (Label Mode)

Contact & Relationship Management

• Industry Contacts Database – Organize press contacts, playlist curators, bloggers, influencers, podcasters, YouTube channels, magazines, radio stations, promoters, venues, and industry professionals with smart categorization by type, genre focus, priority, and relationship status
• Manufacturer Directory (Label Mode) – Track vinyl plants, CD manufacturers, cassette duplicators, merch producers, and suppliers with notes, pricing, turnaround times, and order history
• Communication Logging – Automatic tracking of all emails sent through the system with full search and filtering

Email Marketing Center

• Gmail API Integration – Secure OAuth connection (no SMTP hacks required) works on all hosting providers
• Reusable Email Templates – Create templates with merge tags for personalized mass emails
• Open and Click Tracking – Monitor email engagement with detailed analytics
• Automatic Communication Logging – Every email automatically logged with recipient, subject, and timestamp
• Campaign-Level Analytics – Track email performance across entire campaigns
• Email Sending – Send to individual contacts or bulk send to filtered contact lists

Calendar, Touring & Task Management

• Integrated Calendar – Visual calendar with Google Calendar sync for deadlines, releases, tours, and events
• Task Management – Assign tasks with priorities, due dates, statuses, and role-aware visibility
• Release Timelines – Track all tasks and milestones associated with each release

Tour & Live Management (Label Mode)

• Tours with multi-date tracking
• Venue database with types, capacity, and contact info
• Revenue and expense tracking per tour
• Linked calendar events
• Tour financials and profitability analysis

Client Portal

• Dedicated client access portal for artists and managers
• View assigned releases, campaigns, and tasks
• Track royalty statements and payments
• Access contracts and important documents
• Limited permissions to protect sensitive data
• Professional branded interface

Team Collaboration & Permissions

Role-Based Access Control – Six specialized user roles with granular permissions:

• Label Admin – Full system control
• Label Staff – Manage assigned artists, releases, and campaigns
• Finance – View all data, edit financials only
• Artist – View and manage only their own artist profile, releases, and royalties via Client Portal
• Freelancer – Access assigned projects and tasks
• Promotions – Access promotional tools without label-specific features

User Assignment System – Assign users to artists, releases, campaigns, and tours Permission-Aware UI – Menus, editing rights, and visibility dynamically adjust by role and operating mode

File & Asset Management

• Centralized File Storage – Upload and organize EPKs, press photos, audio files, contracts, royalty statements, and assets
• Direct Attachments – Link files directly to artists, releases, campaigns, tours, and contracts
• WordPress Media Library Integration – Seamless file management within WordPress

Financial Tracking

• Campaign Budgets – Track planned vs. actual spend across marketing, press, distribution, and other categories
• Manufacturing Costs (Label Mode) – Record pressing quantities, costs, suppliers, and order tracking
• Tour Financials (Label Mode) – Track tour-level revenue, expenses, and profitability
• Royalty Management (Label Mode) – Complete revenue tracking, artist splits, recoupment, and payments
• Financial Permissions – Control who can view and edit financial data by role

Reports & Analytics

9 comprehensive reports with interactive filters, summary dashboards, and CSV/PDF exports:

• Campaign Performance – Track all campaigns with metrics, budgets, ROI, and status
• Release Timeline – Visualize release schedules and upcoming catalog
• Financial Summary – Budget tracking, spending analysis, and campaign costs
• Royalty Statements – Artist payments, revenue sources, and payment tracking
• Artist Roster – Complete portfolio overview with revenue, releases, and activity
• A&R Pipeline – Prospect tracking, priority management, and overdue follow-ups
• Press/Media Coverage – PR effectiveness, pickup rates, and media placements
• Task Productivity – Team performance, completion rates, and productivity metrics
• Radio Airplay – Station tracking, spin counts, and chart performance

Search & Productivity Tools

• Global Search – Instantly search across all Artalyx records
• Advanced Filtering – Filter by status, assignment, date range, genre, priority, and more
• Saved Filters – Save commonly used filter combinations for quick access
• Bulk Actions – Update multiple records at once
• Dashboard Widgets – Quick stats, upcoming tasks, deadlines, and activity at a glance

Complete Data Import & Export System

26 Import/Export Modules – Every post type has full CSV import, export, and downloadable templates:

Core Data

• Industry Contacts with type, genre, priority, and submission methods
• Artist Prospects with A&R pipeline tracking
• Tasks with assignments and completion tracking
• Artists with contracts, social links, and streaming profiles
• Manufacturers with turnaround times and pricing
• Campaigns with budgets and goals
• Releases with catalog numbers, ISRC codes, and distribution
• Venues with capacity and contact details
• Tours with dates and financials

Sales & Revenue

• Sales Data Import – Import distributor sales reports with flexible column mapping and auto-royalty calculation
• Royalty Statements with payment tracking
• Sync Licenses with TV/film/game placements

Promotional & Marketing

• Podcasts with listener counts and submission URLs
• Playlist Submissions with curator contacts and follower counts
• Review Requests with ratings and published URLs
• Press Releases with distribution tracking
• Media Coverage with reach and sentiment analysis
• Pitches with outlet tiers and response tracking

Analytics & Tracking

• Influencers with engagement rates and follower counts
• Competitors with monthly listeners and metrics
• Social Media Analytics with platform performance
• Milestones with achievement dates

Business Operations

• Social Posts with scheduling and engagement
• Contracts with renewal dates and values
• Communications with interaction logs
• EPKs with press materials and links

Import/Export Features

• CSV Import – Bulk import any data type with flexible column mapping
• CSV Templates – Pre-formatted templates with example data for every module
• Distributor Presets – One-click column mapping for DistroKid, CD Baby, TuneCore
• CSV Export – Export all data to CSV for backup or migration
• Full System Backup/Restore – Export entire Artalyx setup as single JSON file
• Data Portability – Move data between WordPress installations
• Report Exports – All reports exportable to CSV

Social Media Management

• Social Posts Planning – Organize and track social posts across platforms
• Platform Taxonomy – Support for 30+ platforms including Facebook, Instagram, Twitter/X, TikTok, YouTube, LinkedIn, Threads, Bluesky, and more
• Campaign Integration – Link social posts to campaigns
• Status Tracking – Draft, Scheduled, Published, Failed
• Performance Notes – Track engagement and results

Contracts & Legal (Label Mode)

• Contract Management – Store and organize artist contracts, licensing deals, and agreements
• Contract Types – Recording contracts, distribution deals, publishing, sync licensing, merchandise
• Renewal Tracking – Monitor contract expiration dates
• File Attachments – Upload signed contracts and related documents
• Artist Association – Link contracts to specific artists

Technical Features

Integration Capabilities

• Google Calendar API (OAuth 2.0) – Sync tasks and events
• Gmail API – Email sending and tracking with OAuth
• Email Open and Click Tracking – Monitor engagement
• WooCommerce Compatible – Admin access preserved for Artalyx users
• WordPress Multisite Ready – Works on multisite installations

Security & Permissions

• WordPress-Standard Security – Following WordPress best practices
• Nonce Verification – All actions protected
• Capability-Based Access Control – Granular permission system
• Role-Specific Menu Visibility – Users only see what they can access
• Operating Mode Filtering – Menus adapt to Label/Promotions/Full mode
• Data Sanitization and Validation – All inputs protected

Developer Friendly

• Clean, Structured Codebase – Well-organized and commented
• Custom Post Types and Taxonomies – WordPress-native architecture
• Extensible via WordPress Hooks – Add custom functionality
• Responsive Admin Interface – Works on desktop, tablet, mobile
• Version Control Ready – Git-friendly structure

Ideal For

• Independent record labels
• Artist management companies
• Music PR and promotion firms
• Distribution companies
• Music publishers
• Artist collectives and imprints
• Hybrid label/promotional companies

What’s New in Version 8.10.6

• Complete Import/Export Coverage – All 26 post types now have CSV import, export, and templates
• Automated Royalty Calculation – Import sales data from distributors and auto-calculate royalty splits
• Sync Licensing Module – Track TV/film/game placements with document generation
• Distributor Presets – One-click column mapping for popular distributors
• Sales Data Import – Flexible CSV import with smart release matching
• 17 New Import/Export Modules – Social posts, contracts, podcasts, playlists, reviews, press releases, coverage, influencers, competitors, milestones, EPKs, analytics, pitches, royalties, sync licenses, communications
• CSV Templates for Everything – Download pre-formatted templates with example data
• Organized Import Center – Logical sections for core data, promotional tools, analytics, and label operations

Why Artalyx?

Traditional CRMs aren’t built for the music industry. Artalyx is artist-centric, release-driven, and designed around how labels and promotional companies actually operate:

• Real release cycles and campaign timelines
• Industry-specific contacts and workflows
• Collaboration between staff, artists, and freelancers
• Integrated promotion, communication, and operations
• Financial tracking and royalty management
• Flexible operating modes for different business models
• Complete data portability and backup

Professional. Integrated. Purpose-Built for Music.