# Artist Onboarding Checklist Use this checklist whenever you sign a new artist. The goal: collect everything you need to manage the artist, get full visibility into their assets and accounts, and avoid being blocked later because you're missing a login or a contract. Store everything in a secure shared vault (password manager + cloud drive). **Never store passwords in plain text or in chat.** Artist: ______________________ Date started: ______________ Manager/Owner: ______________ --- ## 1. Legal & Contact Info - [ ] Full legal name - [ ] Professional / stage name (and any alternate spellings) - [ ] Date of birth (note if minor — triggers extra contract/work rules) - [ ] Mailing address - [ ] Primary phone + email - [ ] Emergency contact - [ ] Government photo ID (copy) - [ ] Tax ID — SSN or EIN (collect securely; needed for W-9 / payouts) - [ ] Completed W-9 (or W-8 for non-US artists) - [ ] Work eligibility / visa status (for touring across borders) - [ ] Signed management agreement (executed copy filed) - [ ] Existing business entity? (LLC/corp name, state, EIN) or note "individual" ## 2. Brand, Bio & Assets - [ ] One-line artist description / positioning statement - [ ] Short bio (100 words) and long bio (300+ words) - [ ] High-res press photos (with photographer credit + usage rights) - [ ] Logo files (vector + PNG, light/dark) - [ ] Official artist fonts / color palette (if any) - [ ] Cover art and existing release artwork (source files where possible) - [ ] Press quotes / past coverage links - [ ] EPK (electronic press kit) — existing or note "to build" - [ ] Pronunciation guide for the artist name - [ ] Confirm name/brand trademark status (registered? clear to use?) ## 3. Social Media Accounts (logins/admin access) For each: handle, login email, password (in vault), 2FA recovery, admin/role access for the team. - [ ] Instagram - [ ] TikTok - [ ] YouTube (channel + brand account ownership) - [ ] X / Twitter - [ ] Facebook page + Business Manager / Meta Business Suite access - [ ] Threads / Bluesky (if used) - [ ] SoundCloud - [ ] Twitch (if streaming) - [ ] LinkedIn (if relevant) - [ ] Discord / community server (admin) - [ ] Linktree / bio-link tool - [ ] **Laylo** (or other drop/RSVP tool) — admin access - [ ] Confirm you are added as admin/editor (not just given the password) where the platform supports roles ## 4. DSP / Streaming Profiles (access & claims) - [ ] Spotify for Artists — claimed, you added as Admin - [ ] Apple Music for Artists — access - [ ] YouTube Music / Official Artist Channel — verified & linked - [ ] Amazon Music for Artists - [ ] Deezer / Tidal / Pandora (AMP) profiles — access - [ ] Beatport artist profile (key for house/tech-house) — access - [ ] Bandcamp (if used) - [ ] Audiomack / SoundCloud Pro (if used) - [ ] Confirm all profiles point to the correct, single canonical artist page (no duplicates) ## 5. Distribution & Label - [ ] Current distributor (e.g., DistroKid, TuneCore, CD Baby, Symphonic, UnitedMasters, AWAL, label) — login/access - [ ] Distribution account email + payout method on file - [ ] List of all live releases (with ISRCs and UPCs) - [ ] Any existing label deals (copies of contracts — see §8) - [ ] Release calendar / upcoming scheduled releases - [ ] Pre-save / smart-link tool access (Feature.fm, ToneDen, etc.) - [ ] Content ID status (is audio monetized/claimed on YouTube? via whom?) ## 6. Publishing, PROs & Royalty Registrations (US) - [ ] Performing Rights Org affiliation: **ASCAP / BMI / SESAC** (which one? login) - [ ] IPI/CAE number(s) - [ ] Songwriter vs. publisher splits documented per song - [ ] Publishing entity / admin publisher (if any) — name + access - [ ] **The MLC** registration (mechanical royalties from US streaming) — access - [ ] **SoundExchange** registration (digital performance royalties for the recording) — both as performer and rights owner where applicable - [ ] Songtrust / publishing admin (if used) — access - [ ] Master ownership confirmed per release (who owns each master?) - [ ] Split sheets on file for every co-written / co-produced track - [ ] Producer agreements / beat licenses for any tracks built on third-party production ## 7. Catalog: Masters, Stems & Metadata - [ ] Inventory of all finished masters (WAV/FLAC) with file locations - [ ] Stems / project files (DAW sessions) for key tracks — backed up - [ ] Unreleased / demo inventory (rough list + status) - [ ] Acapellas / instrumentals available for sync or edits - [ ] Consistent metadata (artist name spelling, featured credits, writer credits) - [ ] Backup confirmed in at least two locations (cloud + drive) ## 8. Existing Contracts & Obligations - [ ] Recording / label agreements - [ ] Distribution agreement - [ ] Publishing / admin agreement - [ ] Producer / co-writer / collaborator agreements - [ ] Booking agency agreement (if any) - [ ] Prior management agreement (and confirm it's terminated / sunset terms) - [ ] Brand / sponsorship deals - [ ] Sample clearances / outstanding clearance issues - [ ] Any debts, advances owed, or recoupable balances - [ ] Any pending legal disputes ## 9. Live / Booking - [ ] Current booking agent (if any) + contact - [ ] Past show history (venues, dates, fees, draw) - [ ] Tech rider & hospitality rider (or note "to build") - [ ] Stage plot / input list (for live acts) - [ ] DJ logistics: USB/CDJ vs. controller, key software, backline needs - [ ] Performance fee range / current asking price - [ ] Availability calendar access - [ ] Travel preferences & constraints (visas, party size) ## 10. Financial Setup - [ ] Dedicated artist business bank account (or plan to open) - [ ] Payout method for distributor/PRO/booking (account on file) - [ ] Bookkeeping system (spreadsheet or software) started - [ ] Commission payment mechanics agreed (who collects, when paid) - [ ] Expense pre-approval threshold set - [ ] Invoicing template for shows/brand deals - [ ] Tax setup: who handles 1099s, quarterly estimates, accountant contact ## 11. Goals & Strategy - [ ] 12-month goals (releases, streams, shows, followers, revenue) - [ ] Long-term vision (where does the artist want to be in 3 years?) - [ ] Target lane / scene / comparable artists - [ ] What success looks like to the artist (define explicitly) - [ ] Hard "no" list (things the artist won't do) - [ ] Decision-making preferences (how involved, response-time expectations) - [ ] Key relationships to build (labels, agents, venues, peers) ## 12. Tools & Systems Access - [ ] Shared cloud drive folder set up (assets, contracts, finance) - [ ] Password vault entries created for all accounts above - [ ] Project/task board for the artist (e.g., ClickUp) created - [ ] Email forwarding or shared inbox for management correspondence - [ ] Analytics access verified across all platforms - [ ] Communication channel + cadence agreed (weekly check-in?) --- **Onboarding complete when:** every account has confirmed admin access (not just a password), all contracts are filed, the catalog and registrations are inventoried, finances and goals are documented, and the first 90-day plan is drafted.