ReleaseLoop

Category: Help

  • Calendar Overview

    The Calendar

    The global Calendar gives you a bird’s-eye view of all releases and marketing activities across your workspace.

    What You’ll See

    • Release dates – Marked prominently so you never miss a launch
    • Task due dates – Keep track of upcoming deadlines
    • Marketing activities – See your promotional schedule at a glance

    Calendar Views

    Switch between views: Month (overview of the entire month), Week (detailed weekly schedule), Day (focus on a single day’s activities).

    Filtering

    Use filters to focus on what matters: Event Type (releases, tasks, or marketing activities), Release (filter by specific release), Platform (filter marketing activities by platform).

    Interacting with Events

    Click any event to jump directly to its detail page.

    Color Coding

    Purple/Primary = Release dates, Gray = Tasks and marketing activities.

  • Getting Started with ReleaseLoop

    Welcome to ReleaseLoop

    ReleaseLoop is a comprehensive music release management platform designed for independent artists, managers, and record labels. It brings together everything you need to plan, execute, and track your music releases in one place.

    What You Can Do with ReleaseLoop

    • Manage Releases – Track every release from concept to completion with customizable workflows
    • Organize Tasks – Break down your release process into phases with task templates
    • Plan Marketing – Schedule social media posts and promotional activities around your release dates
    • Track Finances – Monitor budgets, expenses, and revenue for each release
    • Manage Contacts – Build your industry network with a purpose-built CRM for music professionals
    • Store Assets – Keep artwork, audio files, and documents organized per release
    • Collaborate – Work with your team using comments, mentions, and notifications

    Your First Steps

    1. Create your workspace – When you first sign up, you’ll create a workspace. This is your home base where all your releases, artists, and contacts live.
    2. Add your first artist – Head to the Artists section and add an artist. You can search Spotify to auto-populate artist details.
    3. Create a release – Go to Releases and create your first release. Assign it to an artist, set a release date, and ReleaseLoop will generate tasks based on your chosen template.
    4. Customize your workflow – Edit tasks, add team members, and start tracking your progress.

    Need Help?

    Use the chat widget in the bottom right corner to reach our support team, or browse through these help articles for detailed guides on each feature.

  • Notifications

    Staying in the Loop

    ReleaseLoop keeps you informed about important updates through notifications.

    Notification Types

    • Task Assigned – When someone assigns you a task
    • Task Due Soon – Reminder when a task is approaching its due date
    • Task Overdue – Alert when a task is past due
    • Comment Added – When someone comments on a release you’re involved with
    • Mentioned – When someone @mentions you in a comment
    • Member Joined – When a new team member joins your workspace
    • Release Status Changed – When a release moves to a new status

    Accessing Notifications

    Click the bell icon in the top navigation bar to see your recent notifications. Unread notifications are indicated by a badge count.

    Notification Preferences

    Customize which notifications you receive in Settings → Notifications. Toggle each notification type on or off.

    Marking as Read

    Click a notification to mark it as read and navigate to the relevant item. Click Mark all as read to clear all notifications at once.

  • Team Collaboration

    Working with Your Team

    ReleaseLoop makes it easy to collaborate with your team. Invite members, assign tasks, and keep everyone in the loop.

    Inviting Team Members

    1. Go to Settings → Team
    2. Click Invite Member
    3. Enter their email address and select their role
    4. Click Send Invite

    Team Roles

    • Admin – Full access to all features including billing and team management
    • A&R – Can manage releases, artists, and contacts
    • Marketing – Can manage releases and marketing activities
    • Member – Can view and complete assigned tasks

    Assigning Tasks

    On Team plan and above, assign tasks to specific team members. Assignees receive notifications when tasks are assigned, due soon, or overdue.

    Comments and Mentions

    Use the Discussion tab on any release to communicate with your team. Write comments, use @mentions to notify specific team members, and reply to keep conversations organized.

    Team Limits by Plan

    Artist (Free): 1 member, Solo: 1 member, Team: Up to 5 members, Label: Unlimited members

  • Financial Tracking

    Release Financials

    Track the money side of your releases with budgets, expenses, and revenue tracking. Available on Solo plan and above.

    Setting a Budget

    1. Open a release and go to the Financials tab
    2. Click the settings icon
    3. Set your Total Budget and choose your Currency

    Recording Expenses

    Track every cost: Click Add Expense and enter Category (Production, Marketing, Distribution, Legal, Design, PR, Sync, Other), Description, Estimated Cost, Actual Cost, Date, Vendor, and Notes.

    Tracking Revenue

    Record income: Click Add Revenue and enter Source (Streams, Downloads, Sync, Merch, Live, Other), Amount, Date, Period, and Notes.

    Financial Summary

    The financials dashboard shows: Invested (total expenses with budget progress bar), Earned (total revenue to date), Profit/Loss (net position), and Recoupment (percentage of expenses recovered).

  • Marketing Calendar

    Marketing Planner

    Plan your promotional activities with a calendar that syncs to your release date. Available on Solo plan and above.

    How It Works

    Marketing activities are scheduled relative to your release date using offset days: -14 days = Two weeks before, -7 days = One week before, 0 days = Release day, +7 days = One week after. If you change your release date, all marketing activities automatically adjust.

    Adding Marketing Activities

    1. Open a release and go to the Marketing tab
    2. Click Add Activity
    3. Fill in: Platform (Instagram, TikTok, Twitter/X, Facebook, YouTube, Spotify, Press, Email), Type (Post, Story, Reel, Video, Ad, Email, Article), Offset Days, Description, Status, Link, and Asset

    Marketing Phases

    Activities are automatically grouped into Pre-Save (more than 7 days before), Release Week (7 days before to 7 days after), and Post-Release (more than 7 days after).

    Global Calendar View

    Access the Calendar from the sidebar to see all releases and marketing activities across your workspace in a monthly view.

  • Asset Management

    Managing Release Assets

    Keep all your release files organized in one place. ReleaseLoop supports artwork, audio files, and documents.

    Uploading Assets

    1. Open a release and go to the Assets tab
    2. Click Upload Asset
    3. Drag and drop a file, click to browse, or paste an external URL
    4. The asset type is auto-detected (image, audio, or document)

    Asset Types

    • Images – Artwork, promotional photos, social media graphics
    • Audio – Master files, stems, preview clips
    • Documents – Contracts, lyrics, liner notes, press releases

    Setting Cover Artwork

    Click the star icon on any image asset to set it as the release’s cover artwork.

    Access Levels

    Each asset can be Private (workspace members only) or Public (anyone with the link).

    Google Drive Integration

    Connect your Google Drive to browse and link existing folders instead of re-uploading files. Go to Settings → Integrations to connect.

    Storage Limits

    Artist (Free): 25MB, Solo: 100MB, Team: 1GB, Label: 5GB

  • Contacts and CRM

    Industry Contact Management

    ReleaseLoop includes a purpose-built CRM for the music industry. Track playlist curators, press contacts, sync agents, distributors, and more.

    Adding Contacts

    1. Navigate to Contacts from the sidebar
    2. Click Add Contact
    3. Fill in their details: Name and company, Role and category, Contact information, Social links, Genres and platforms they work with, Notes

    Contact Categories

    • Curator – Playlist curators on streaming platforms
    • Press – Journalists, bloggers, music publications
    • Distributor – Distribution partners and contacts
    • Sync – Sync licensing agents and music supervisors
    • Promoter – Radio promoters, venue bookers, event organizers
    • Collaborator – Other artists, producers, songwriters

    Relationship Status

    Track relationship health: New, Warm, Strong, or Cold.

    Logging Interactions

    Keep a record of every touchpoint: Open a contact’s detail page, click Log Interaction, select the type (Pitch, Follow-up, Meeting, Call, Email, Coverage), set the outcome (Pending, Success, Declined, No Response), and add notes.

    Success Metrics

    Each contact page shows stats including total interactions and success rate.

  • Managing Artists

    Artist Management

    The Artists section is your roster. Each artist profile stores contact info, social links, and connects to their releases.

    Adding an Artist

    1. Go to Artists from the sidebar
    2. Click Add Artist
    3. Search by name or paste a Spotify URL to auto-populate details
    4. Fill in additional information: Legal name, Contact email and phone, Role, Social media links, Rights management info (IPI, ISNI, PRO affiliation)
    5. Click Create Artist

    Spotify Integration

    ReleaseLoop connects with Spotify to enrich your artist profiles. Auto-populate by searching for an artist or pasting their Spotify URL to pull in their name, photo, genres, and follower count. Click Refresh from Spotify on any linked artist to update their stats.

    Artist Profile Sections

    • Overview – Basic info, genres, and social links
    • Releases – All releases associated with this artist
    • Rights Info – IPI numbers, ISNI, PRO affiliations, and publisher details for royalty tracking

    Artist Roles

    Specify roles: Primary Artist, Featured Artist, Producer, Songwriter, Remixer, DJ.

  • Managing Tasks and Phases

    Tasks and Phases

    ReleaseLoop organizes your release workflow into phases, each containing specific tasks. This structure helps you stay on track and ensures nothing falls through the cracks.

    The Five Phases

    1. Pre-production – Recording, mixing, mastering, and preparing your release
    2. Distribution – Setting up your distributor, scheduling delivery, and metadata
    3. Marketing – Promotional activities, content creation, and outreach
    4. Release Day – Launch activities and announcements
    5. Post-release – Analytics review, fan engagement, and retrospective

    Working with Tasks

    Each task includes: Name, Due Date (auto-calculated from release date), Assignee (Team plan+), Required Flag, and Status (Todo, In Progress, or Done).

    Task Actions

    • Complete a task – Click the circle icon next to the task name
    • Edit a task – Click on the task to open the edit dialog
    • Add a task – Use the Add Task button within any phase
    • Assign a task – Click the assignee dropdown to select a team member

    Task Templates

    Templates are pre-built sets of tasks that automatically populate when you create a release. ReleaseLoop includes a default template with industry best practices, or you can create your own custom templates.