User Guide

This User Guide is your reference to every aspect of the ICONYC One system. You can reach it from any point within the platform by clicking the ? icon in the top-right corner of any page — this will take you directly to the relevant section of the guide.

Each section from the main page corresponds to a different section of your system. Clicking into each one reveals a breakdown of that part of the platform in full detail.

Upon your first sign-in, you will be presented with the Dashboard view. It may appear sparse initially, but will update to display an overview of your sales once data is available.

If you are an ICONYC One distribution client, the dashboard will contain a number of widgets showing daily sales from stores including Spotify, Beatport, and others where daily sales feeds are available. For non-distribution clients, the sales widgets will be linked to accounts you import into the system and will show an overview of the latest period.

Top Navigation Icons

In the top-right of each page you will see three icons:

• Inbox icon — Where you will receive notifications such as when a licensor signs a contract, or updates from the ICONYC One team regarding system upgrades or usage tips.
• ? icon — Takes you to the help guide section relevant to the page you are currently viewing.
• Username — Click to open a sub-menu allowing you to edit your user details or log out of the system.

Initial Company Setup

To configure your company details:

1. Select the Admin section of the main menu and click Accounts.
2. Click on the account row to edit details and enter your company name, email, and address. These details will appear on statements and emails sent via ICONYC One.
3. Optionally enter your phone number and social media links if you want these to appear on newsletters and promo mail-outs.
4. Click Update Details at the bottom of the form to save.

Before you can create releases or run promotions, you must configure at least one label in your system. Labels are the imprints under which your releases will be registered and delivered to retail partners.

Creating a Label

Navigate to Admin → Labels and click Add New Label. Enter the label name, contact details, and upload a logo where applicable. This information will appear on statements, promotional emails, and your automated website if enabled.

If you are migrating an existing catalog from Beatport to ICONYC One, a back catalog transfer process is available. This allows previously delivered releases to be pulled into your ICONYC One system without requiring re-delivery.

To initiate a back catalog transfer, contact your ICONYC One representative with your Beatport label credentials and a list of catalog items to be transferred. The team will guide you through the process and confirm delivery statuses upon completion.

ICONYC One supports full data migration from third-party label management systems. This includes release metadata, sales history, contract terms, and licensor records.

To request a migration, contact the ICONYC One support team with an export from your existing platform. Migration timelines vary based on catalog size and the format of data provided.

The View Releases screen provides a complete overview of every release in your system. From here you can search, filter, and manage your catalog.

Releases are listed with their artwork, title, artist, format, release date, and current delivery status. Hover over any release row to reveal action buttons including Edit, Promote, and View.

Filtering & Search

Use the filter bar at the top of the screen to narrow results by label, release date range, delivery status, or format type. The search field supports title, artist, and catalog number lookups.

Release Statuses

To create a new release, navigate to Releases → Create New Release. Complete all required fields across the release form. Mandatory fields are marked and will be highlighted in green if left empty when you attempt to save.

Audio Upload

ICONYC One offers two methods for uploading audio:

• FTP Upload (Recommended) — Faster, supports multiple simultaneous uploads, and allows resuming if a connection drops. Your FTP username and password will have been supplied in your welcome email. Upload all WAV files to the top level of the FTP — do not place them in sub-folders or upload any additional file types. Once fully uploaded, files will appear in the list under the FTP Upload tab.
• Web Upload — Available directly from the release builder for smaller files.

Cover Artwork

Upload artwork using the Cover-Image upload function. Requirements:

• Size: 3000px × 3000px, format: .JPG
• Colour format: RGB — do not upload CMYK-formatted artwork
• Maximum DPI: 72 — higher DPI images may be rejected by retail partners
• Artwork must follow iTunes-style guidelines: no generic imagery, no website URLs, and all artist/title text must exactly match the metadata entered in the system

Key Release Fields

Saving

Click Save Draft at the bottom of the release. You cannot mark a release as Final until all tracks have been uploaded. Once all data and audio is complete, change the status to Final to enable delivery.

Contracts define the royalty structure for each track. They must be assigned before accounting statements can be generated. ICONYC One offers two methods:

• Quick Contract Method — Recommended for most users. See the Quick Contract section of this guide.
• Full Contract Assignment — Available from within the track editor for advanced configurations.

To assign contracts from within a release, open the release from View Releases, click the Tracks tab, then click on the track you wish to edit. In the Edit Track dialog, select the Contracts tab (or Recording Contracts if both recording and publishing modules are enabled).

Once a release is set to Final status it can be submitted for delivery to retail partners. Navigate to Releases → Deliveries to manage all delivery activity.

New Delivery

Select the release, choose the target retailers, and submit. Delivery timelines vary by retailer — typically 1–5 business days for most digital stores. Beatport may take longer during peak periods.

Updates

If you need to update metadata or artwork on a live release, make changes in the release builder, then submit an update delivery. Note that audio files cannot be updated after initial delivery on most platforms.

Takedowns

To remove a release, select it from the Deliveries screen and submit a takedown request. You can take down from all retailers simultaneously or select specific stores. Takedown processing times vary by retailer.

ICONYC One automatically generates consolidated share and buy links for your releases once they go live. These link pages aggregate all retail destinations in one URL, ideal for social media and press use.

Access share links from the release overview screen by hovering over a live release and clicking Links. You can customise the appearance of the link page within your account settings.

Compilations follow the same creation workflow as standard releases with a few additional considerations. When creating a compilation:

• Set the release type to Compilation in the release builder.
• Tracks from multiple artists can be added — ensure each track has the correct individual artist credit.
• If the compilation is an In-House release (first-party label compilation), tick the In-House checkbox in the release builder. This activates the In-House royalty rate defined in each applicable contract.

Once you have created a release within ICONYC One, you can easily send it to your press contacts or promo pool using the Promotions tool. To create a new promotion, go to View Promos and click New Promo.

Promo Details Tab

Personalisation Tags (Text Emails Only)

Use the following tags in plain text email templates to personalise outreach:

• @first_name — Inserts contact's first name
• @dj_name — Inserts DJ name if entered for the contact
• @promo_link — Determines placement of the promo link. If omitted, the link appears at the end of the email by default.

Promo Styles are email templates that define the visual appearance of your promotional outreach. Navigate to Promotions → Promo Styles to manage your templates.

Each style can be configured with custom HTML, your label branding, colors, and footer information. Saved styles are available as options when creating new promotions, enabling consistent brand presentation across all outreach.

Promo Contacts are the individual recipients of your promotional emails — typically DJs, journalists, and music media. Navigate to Promotions → Contacts to manage your database.

Each contact record can include first name, DJ name, email address, genre preferences, territory, and notes. This information is used to power personalisation tags in promo emails and to enable targeted list segmentation.

Contact Lists allow you to group your promo contacts into targeted segments — for example, by genre, territory, or tier. Navigate to Promotions → Contact Lists to create and manage lists.

When sending a promotion, you select which Contact Lists to include rather than selecting individual contacts. A contact can belong to multiple lists.

To send a promo email, complete the Promo Details and navigate to the Contacts tab within the promo builder. Select the Contact Lists you wish to target, then click Send or schedule for a future date.

Recipients receive an email containing a link to a personalised download and feedback page. The page remains active until the promo End Date is reached.

Recipients of your promotional emails can leave feedback on the tracks they receive. This data is collected and displayed under Promotions → Feedback.

Feedback reports show which contacts downloaded tracks, what ratings were given, and any written comments provided. This data is invaluable for A&R decisions and building press relationships.

The Artists section holds your complete artist roster. Navigate to Contacts → Artists to add or edit artist records. Each artist profile can include biography, social media links, profile image, and contact details.

Artist records are linked to releases and contracts throughout the system. Important information only needs to be entered once — ICONYC One will reference it wherever relevant across releases, statements, and promotional materials.

Labels represent the imprints under which releases are registered. Navigate to Contacts → Labels to manage label records. Each label can have its own logo, contact information, and associated users.

If you operate multiple imprints, each can be configured independently with its own branding and statement headers.

Third Parties are external entities that may appear in your accounting — such as publishers, management companies, or co-label partners. They can be assigned contracts and will appear in statement generation alongside your standard licensors.

Mailing Lists are distinct from Promo Contact Lists and are used for broader subscriber management — for example, fan newsletters and label updates. Navigate to Contacts → Mailing Lists to manage your subscriber databases.

ICONYC One can generate signup forms and embed codes for your website, automatically populating your mailing lists as new subscribers sign up.

Individual subscriber records within your mailing lists. Each record holds name, email, subscription date, and preferences. Contacts can be imported via CSV or added manually.

Unsubscribe requests are handled automatically — contacts who click unsubscribe in any outgoing email are removed from the relevant list without requiring manual intervention.

ICONYC One generates automatic RSS and data feeds from your release catalog. These feeds can power external websites, apps, or aggregators with real-time release information.

Access your feed URLs from Media → RSS Feeds. Feeds update automatically whenever a new release goes live or existing release data is modified.

The News Stories module allows you to publish editorial content from within ICONYC One. Navigate to Media → News to create and manage articles.

Published stories are included in your automated website feeds and can be shared directly from the platform. Each story supports a featured image, full body text, and tags for categorisation.

The Analytics section provides an overview of your sales performance across all connected retail partners. Navigate to Reporting → Analytics to access the dashboard.

For ICONYC One distribution clients, the analytics dashboard displays daily sales widgets from stores including Spotify, Beatport, and other platforms where daily feeds are available. Trend charts, territory breakdowns, and top performer lists are updated as data arrives.

Dashboard: Trends and Analytics

The Trends view provides time-series charting for any combination of release, artist, label, or store. Select a date range and your preferred metrics to build a custom view of your catalog's performance.

Raw sales reports from individual retail partners can be viewed and downloaded from Reporting → Retailer Reports. Reports are imported automatically where retailer APIs support it, or can be uploaded manually from retailer portals.

Each report displays sales by track, format, territory, and period. Data from retailer reports feeds directly into the Accounting module for statement generation.

Export your consolidated sales data in CSV format from Reporting → Sales Export. Configure export parameters including date range, label filter, retailer, and territory before generating your file.

Sales exports are typically used for external accounting systems, audits, or custom reporting workflows outside of ICONYC One.

The Accounting module in ICONYC One provides a complete royalty accounting workflow — from importing sales statements through to generating and distributing licensor statements.

The core accounting workflow is:

1. Import sales statements from retailers
2. Ensure all tracks have contracts assigned to their respective licensors
3. Generate statements for each licensor based on their contract terms
4. Review, approve, and distribute statements

Navigate to Accounting → Import Sales to upload sales data from retail partners. ICONYC One supports automated imports from major platforms where API connections are available, as well as manual CSV uploads for all others.

Once imported, sales data is matched against your catalog via ISRC and UPC codes. Unmatched entries are flagged for manual review — ensure all tracks in your system have correct ISRC codes to minimise exceptions.

The Licensors screen displays all artists, labels, and third parties that have royalty contracts in your system. Navigate to Accounting → Licensors to manage licensor records.

Each licensor entry shows their current contract assignments, outstanding balance, and statement history. From this screen you can also initiate statement generation for individual licensors.

Writer statements are generated from the Accounting → Statements section. Select a licensor, define the accounting period, and click Generate Statement.

ICONYC One calculates royalties due based on the contracts assigned to each track, applying the relevant rates for singles, streams, bundles, and in-house compilations. Reserve withholdings are applied and liquidated automatically per contract terms.

Statements Section

Generated statements can be previewed, emailed to the licensor directly from the system, or downloaded as PDF documents for distribution.

A contract in ICONYC One defines the percentage of sales that a licensor receives for a specific track (or set of tracks), based on factors including the format sold, the territory, and the retail store that made the sale. A licensor can hold multiple contracts with different settings, and a single track can be assigned to multiple contracts where sales are split between more than one licensor.

Default Contracts

Set up one or more default contracts from Accounting → Settings, third tab. One default contract will be designated as your Main contract — a copy of this contract is automatically created each time ICONYC One creates a new licensor, and assigned as their default. The main contract is shown with a green tick under the Main column. Click the green cross next to any contract to change which one is set as main.

Contract Fields

Quick Contracts are the recommended method for most users. They can be assigned at track level on any release in your system and will automatically pull the relevant track metadata into the contract, as well as assigning them for accounting purposes.

Assigning a Quick Contract

1. Open the release from View Releases and navigate to the Tracks tab.
2. Click on the track you wish to contract and select Quick Contract.
3. Select or create the relevant licensor(s).
4. Enter the desired royalty percentage for each licensor. For example: one artist at 50%, or two artists at 25% each.
5. Add additional licensors using the Add Licensor button and repeat the process.
6. Click Update Track to save.

The Digital Contracting module allows ICONYC One to send digital contracts to licensors for electronic signature directly through the platform. This removes the need for external e-signature tools for standard royalty agreements.

When setting up a contract, navigate to the Contract Text and Data Tags tabs within the contract builder (alongside the standard Contract Details tab). These tabs define the contract body text and the dynamic data fields that will be populated per licensor when the contract is issued.

Licensors will receive an email with a link to review and sign their contract online. Once signed, a notification is sent to your system inbox and the contract status updates automatically.

Accounts in ICONYC One represent a parent company under which one or more labels exist. They allow you to restrict certain users to only view releases belonging to labels under that account.

Upon initial setup, most ICONYC One systems will have a single Account under which all users and labels reside. If you require multiple accounts to enable label-level logins, contact your ICONYC One representative — this is an additional service available to distributor-level accounts only.

Editing Account Details

Click on the account within the Accounts list. Name, address, logo, and email details will appear on statements and outgoing email footers — ensure these reflect the parent company accurately. Click Update Details to save.

User Access Control

When creating users under an account, you can restrict access to specific sections using the Sections checkboxes. Ensure all sections the user requires are checked.

• Accounting and analytics sections are reserved for admin-level users.
• Login details are not automatically sent to new account users — you must email them the credentials directly.
• All new accounts start completely blank.

ICONYC One can send automated system emails for key events including licensor contract signing notifications, statement delivery, promo expiry reminders, and account activity alerts.

Navigate to Admin → Automated Emails to configure which events trigger outgoing emails and to customise the body text of each template. Email footers pull from your account company details.

Navigate to Admin → Users to manage all user accounts within your system. Each user record holds login credentials, section access permissions, and account association.

Creating a User

1. Click Add New User.
2. Enter a username, password, and email address.
3. Select the account this user belongs to.
4. Check all sections this user should have access to.
5. Click Save.