# 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: ______________

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## 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?)

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**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.
