Artist Portal FAQs
All Artist Portal FAQs (for admin and artist)
Artist Portal FAQs — For Admins
General
What are the different access levels in the system?
- User: front-end access only
- Admin: front end plus defined back-end roles
- Client Admin: full back-end access
- Artist: Artist Portal access only
Does "artist" always mean a musician?
Not necessarily — anyone with Artist Portal access is referred to as an "artist" in this context, but it could be a manager, A&R team, sub-label, etc.
Setting Up Artist Access
How do I set up a user with Artist Portal access?
Go to Users, select Create (or search for an existing user to edit). Fill out their details, toggle "Send Email," then select "Create Password" so they can set their own password. Assign the "Artist" role, then assign their Artist permission level by searching for and selecting the specific artist(s) they're authorised to represent in the CMS and Web Permissions section. Save the account.
Do I need to create an artist page before giving someone portal access?
Yes — the artist will need an artist page within the Catalog section of your admin first (Catalog > Artist dropdown > Create). Once that exists, you can assign a user to manage it.
Can an Artist-level user be linked to more than one artist?
Yes — this is common for artist managers or record labels who represent multiple artists.
What happens if I don't scope a user's artist permissions correctly?
They'll only be able to submit content for the artists assigned to them — so only assign the artist(s) they should actually represent.
Reviewing Submissions
Where do I review content submitted by artists?
In the Artist Portal section on the left-hand navigation of the admin. This is where you manage tracks, artists, and albums submitted to the system.
What can I see when reviewing submissions?
A list of submitted tracks and submitted albums, including their submission dates. Opening a submission shows its full details for review.
How do I review a submitted track?
Go to Submitted Tracks, find the track, and click the review icon in the last column. This takes you to the track details where you can check the information and approve or deny it.
What happens if I deny a track?
The artist can make changes and resubmit — you'll see what they changed when you review it again.
What happens when I approve a track?
It's automatically published to the system.
Does the review process work the same for Submitted Artists and Submitted Albums?
Yes — the same process used for Submitted Tracks applies to Submitted Artists and Submitted Albums.
Can I search for submitted tracks?
Yes — the Submitted Tracks page includes search to help you find tracks quickly.
Artist Portal FAQs — For Artists
Accessing the Portal
How do I access the Artist Portal?
On the front-end of the system, go to the top right-hand corner, open the dropdown, and select "Artist Portal."
How do I log in if I also have a CMS account?
The Artist Portal URL is the same as the CMS URL — you just sign in using the email address associated with your Artist Portal account, which must be different from your CMS account email. If you want both open at once (e.g. for testing), open the Artist Portal in an incognito window, or simply log out of the CMS and log back in with your Artist Portal email.
Dashboard
What can I do from the Dashboard?
Edit your account details — name, address, avatar image, password, and social media links.
Tracks
What tracks can I see in the Tracks section?
Only tracks you've uploaded or been granted access to.
Can I create a new artist from the portal?
No — you can search for and select an existing artist you've been given access to, but you cannot create a new artist record from the portal.
What details do I add when creating a track?
Description, ISRC, and release date, plus contributors (producers, musicians, other credits), writer details, and any relevant images or files.
Does the portal have all the same metadata fields as the full back-end?
No — the Artist Portal offers a reduced set of fields compared to full back-end editing. It's designed to capture what's needed for review, not every possible field.
What do the different track statuses mean?
- None: not yet submitted for review
- Submitted for review: sent to the admin for review
- Approved: live on the system
- Denied: not approved, often due to missing track information
Can I edit a track that's already been approved?
Yes, but editing it — approved or otherwise — sends it back to review stage.
What can I edit on a track?
Title, versions, album assignment, ISRC code, release date, and metadata.
Albums
Can I create an album from my tracks?
Yes — select multiple tracks within the Artist Portal to create an album.
How do I create an album in the portal?
Choose to create a new album, select the tracks to include, and enter album-level metadata like P-lines and UPCs. You can add more tracks at any time.
Can I create a multi-disc release?
Yes — add additional discs (e.g. Disc 2) and assign tracks to each one accordingly.
How does the Albums section work day-to-day?
Similarly to Tracks — you can see a list of your albums with review status, and edit them the same way.
Artists
What can I edit in the Artists section?
Everything that builds out an artist profile: bio, hometown, social media and DSP links, photos, and videos.
Bulk Upload
How do I upload multiple tracks at once?
Use Bulk Upload — drag and drop your tracks, then edit their information. Fields marked with a red star are required.
How does editing work in Bulk Upload?
The middle column lets you edit the selected individual track. The right-hand column lets you edit information across all tracks in the upload at once.
Submitting for Review
How do I submit a track or album for review?
Open the track or album, select Submit for Review, and confirm.
What happens after I submit something for review?
It stays within the Artist Portal only — it won't appear in the main catalogue or front end until an admin approves it.