Artalyx

Choose Your Operating Mode

Core Features

Artist & Release Management

• 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 System NEW – Six professional templates (Album/EP Announcement, Single Release, Artist Signing, Tour Announcement, Music Video, Album Premiere) with auto-populated merge fields
• 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
• Pitch Tracking – Manage media pitches and outreach campaigns

Hub-Based Navigation

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

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
• OAuth Auto-Refresh NEW – Tokens automatically refresh every 3 days, never expire! Scheduled emails always work.
• Email Drafts NEW – Save in-progress emails and finish later. All content, recipients, and attachments preserved.
• Scheduled Emails NEW – Schedule emails to send at specific future times. View, edit, cancel, or reschedule before they send.
• Email Stats & Tracking NEW – Comprehensive analytics with open rates, click rates, engagement scores, bounce tracking, and per-contact history.
• 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

Financial Management NEW

• Financial Hub – Centralized dashboard for all money management with expense tracking, budget overview, and financial reports
• Expense Tracking – Track one-time and recurring expenses by category (Software, Manufacturing, Marketing, Distribution, Studio, Admin)
• Recurring Expenses – Set expenses to repeat weekly, monthly, quarterly, or yearly with automatic projection of future costs
• Expense → Task Creation – Automatically create calendar payment reminders when adding expenses. Never miss an invoice deadline!
• Campaign Budget Tracking – Track planned vs. actual spend across marketing, press, distribution, and other categories
• Expense Filtering – Filter by date range, category, frequency, campaign, and payment method
• Financial Reports – CSV export for accounting software, monthly summaries, and campaign profitability analysis
• 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

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
• Recurring Tasks NEW – Create tasks that automatically repeat daily, weekly, bi-weekly, monthly, or yearly. Perfect for ongoing work like social posts, royalty calculations, and contract reviews.
• Bulk Edit Tasks NEW – Update multiple tasks at once. Change status, assignee, due dates, or priority for entire batches of tasks.
• 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

Reports & Analytics

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

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 with automatic token refresh
• Gmail API – Email sending and tracking with OAuth, auto-refreshing tokens (no 7-day expiration!)
• Email Open and Click Tracking – Monitor engagement with comprehensive analytics
• 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/Promo/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 14.2.6

• Google OAuth Auto-Refresh NEW – Tokens automatically refresh every 3 days. Never worry about 7-day expiration again! Scheduled emails always work.
• Email Drafts NEW – Save in-progress emails and finish later with all content, recipients, and attachments preserved
• Scheduled Emails NEW – Schedule emails to send at specific future times with full management tools
• Email Stats & Tracking NEW – Comprehensive analytics with open rates, click rates, engagement scores, and per-contact history
• Financial Hub NEW – Complete financial management system with expense tracking and budget tools
• Expense Tracking NEW – Track one-time and recurring expenses with category management and CSV exports
• Expense → Task Creation NEW – Automatically create calendar payment reminders when adding expenses
• Recurring Tasks NEW – Create tasks that automatically repeat daily, weekly, monthly, or yearly
• Bulk Edit Tasks NEW – Update multiple tasks at once (status, assignee, due dates, priority)
• Press Release Templates NEW – Six professional templates with auto-populated merge fields (Album Announcement, Single Release, Artist Signing, Tour Announcement, Music Video, Album Premiere)
• Completely Updated Documentation NEW – Quick Start Guide and User Manual fully updated with all new features
• Operating Mode System – Choose between Label Mode, Promo Mode, or Full Mode to customize your workflow
• License Management – Integrated licensing system with tiered feature access and automatic updates
• 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
• Gmail OAuth Integration – Secure email sending without SMTP configuration
• Enhanced Hub Navigation – Organized feature access through Communications, Marketing, Financial, Label Operations, and Live Events hubs
• Client Portal – Dedicated artist/manager access with limited permissions
• Comprehensive Reporting – 9 reports with filters, exports, and dashboards
• Full System Backup/Restore – Export and import your entire Artalyx setup

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
• Never-expiring OAuth tokens for reliable automation

Professional. Integrated. Purpose-Built for Music.