Author: detailsadmin

Licences

This article explains how to create and manage Licences in details.

A Licence defines the agreement with a Licence Account including the licensed assets, territory, term, and financial conditions.

In this context, you are selling usage rights to music you control or own. The Licence Account (the licensee) receives the right to use the selected assets under defined conditions.

Licensing therefore represents the outbound side of your business: you grant rights and receive income in return.

► CREATE A NEW LICENCE

You can create a licence either:

  • From LABEL / LICENSING / LICENCES using [+]
  • From within a selected Licence Account under the LICENCES tab using [+]

Fill in the required fields and click [OK].

The licence workspace will open automatically.

► OVERVIEW TAB

The OVERVIEW tab contains the core agreement data:

  • Licence Name
  • Licence Account
  • Territory
  • Exclusivity
  • Currency
  • Start Date and Contract Term
  • Accounting Period and Due Days

In the Royalty Info section, you can document:

  • Advances
  • Royalty rates
  • Deductions
  • Digital rights
  • Rata information

Use Related Files to upload contracts, scans, or additional documents.

Internal notes help you document negotiations and deal history.

► TASKS TAB

The TASKS tab allows you to manage the internal workflow of the licence.

You can:

  • Create tasks with [+]
  • Assign responsibilities
  • Set due dates
  • Track completion status

Use tasks to coordinate contract signatures, asset delivery, reporting follow-ups, approvals, or other deal-related steps.

► ASSETS TAB

The ASSETS tab defines what is being licensed.

Click [+] and select the asset type:

  • Track
  • Product
  • Release

This allows you to license:

  • Single tracks (e.g. sync deals)
  • Custom products
  • Entire releases (e.g. territory sub-licensing)

The selected assets are automatically connected to their related Royalty Accounts.

► NEXT STEP: INCOME & INVOICING

Once a licence is set up and assets are defined, you can add income and generate invoices.

The financial workflow is explained in the article: Licence Income & Invoicing & Inclusion of PAID Licences in Royalty Accounting & Reporting.

Merging Contacts

If your contact list includes duplicates, it’s best to merge them instead of deleting them. This way, you keep all useful information and make sure your contact database stays clean and consistent.

Deleting duplicates can lead to losing important details or CONTACT RELATIONS that are only linked to one of the contacts. Since CONTACT RELATIONS are used in many places in details, we recommend merging instead of deleting.

 

1. To start the process, choose IMPORT/EXPORT in the side menu of CONTACTS. Click there on the [MERGE CONTACTS] button.

2. Find contacts to merge: A pop-up window will open. You can enter a name or keyword in the SEARCH field, or use the checkboxes to filter for duplicate entries:

  • [Company Name] shows contacts with the same company name
  • [Last Name] shows contacts with the same last name
  • [Email] shows contacts with the same email address

Note: Sometimes companies and individuals share the same email address. If you want to keep them separate, avoid using email as your only filter.

2. Select contacts to merge: From the filtered list, select exactly two contacts by ticking the checkboxes next to them. Then click [OK].

3. Choose which contact to keep: You ll now see both selected contacts side by side. Choose the one you want to keep usually the one with more complete or updated info. Click [SELECT].

Tip: If needed, you can then still copy individual details from the contact being removed before completing the merge.

4. Confirm the merge: Click [OK] to complete the process. All related data and links from the other contact will be moved to the one you keep. That second contact will then be removed.

How to account recoupables

Recoupables are costs which are paid against royalties. Typical recoupable costs are advance payments. Depending on your ROYALTY CONTRACTS also other costs such as video production costs or marketing expenses can be recoupable costs, mostly with a specific share e.g. 50% of costs are recoupable against royalties.

Your costs added in details are NOT automatically recoupable costs. Only once the relevant contract has a recoupable rate, your costs can be forwarded to your artists! If costs appear as NOT RECOUPABLE, the related contract has no recoupable settings enabled.


”Excursion”
WHERE AND HOW TO ADD COSTS in ”details”
How to upload cost documentation

So, to make costs recoupable you need to add costs in ”details” , set up the recoupable settings within the relevant contract and finally account current recoupables to the ROYALTY ACCOUNT before creating the ROYALTY STATEMENT so that royalties are set off against recoupable costs.

First you need to enter costs in ”details” , depending on where they occur.

On the RELEASES‘ subtab COSTS you can add all costs that occur for the release as a whole. Typical release costs are advance payments, marketing costs, artwork design etc.
On PRODUCTS‘s subtab COSTS you can now add all costs that occur for the particular product. Typical product costs can be CD manufacturing, LP manufacturing, etc.

To set up the RECOUPABLES setting of a ROYALTY CONTRACT go to LABEL / ROYALTY and choose the account and related contract.
On the contracts subtab RECOUPABLES you can choose a RECOUPABLE TYPE from the drop down menu.

There are the following options:

1) If advance payments and / or other particular recoupable costs are agreed on in your royalty contract, choose RECOUPABLE BY GROUPS.


Now click [+] on top right of the Costgroup Setup box and choose the cost group and the split e.g your contract includes an advance pament which is paid against royalties 100% you add the costgroup advance and give it a split of 100.
If your contract also includes a recoupable split of 50% on remix costs, just add the cost group Remix and give it a split of 50.
100% of the advance payment and 50% of the remix costs will now be paid against royalties.

It is essential that your costs have the correct COST GROUP. ”details” automatically identifies the costs by its cost group so that these will be accounted according to the above settings.

2) If all RELEASE RELATED COSTS and all PRODUCT RELATED COSTS are recoupable costs (e.g. 50/50 deal), choose GENERAL RECOUPABLES and type in the split.


Please note that advance payments have a default split of 100%. You can adjust the amount if necessary once it’s been accounted in the Recoupables Box right next to the Setup box or while you account the advance payment separately on RELEASE / COSTS.

3) If you do not have any RECOUPABLES included in your contract, choose NO RECOUPMENT.

Once you have entered the RECOUPABLES and set up / double checked the settings of the ROYALTY CONTRACT you can account them. ”details” will then automatically transfer all ACCOUNTED AMOUNTS to the related ROYALTY ACCOUNT.

There are multiple ways to account RECOUPABLES.

To account recoupables in a batch across all releases & products go to Royalty / Recoupables.
Select a start and end date of your current royalty period and add more filters if needed.
To account all, click the Account All Button at the bottom of the page.


To exclude single items of the compiled list, you can still tick IGNORE and these will not be accounted as recoupables.

Alternativley you can account single recoupable costs where you have previously set them up, e.g.
after you have added costs on the RELEASES subtab COSTS you can account them by clicking on the bold text ACCOUNT RECOUPABLES which will appear according to the royalty settings of the selected RELEASE. If it appears NOT RECOUPABLE instead, you will need to adjust the royalty settings.


It will be the same workflows for product related costs on the products subtab costs.

Once you have accounted the recoupables, they will be set off against royalties in your next royalty statement.

Can I change my templates on my own?

Yes, details allows you to change the HTML of your templates directly in the BOOKING / TEMPLATES section.

At this point we can only display the pure HTML here however and you will have to make any adjustments in there directly.


We have tried to include an HTML editor into this section, but unfortunately it seems that advanced HTML conditional coding is harmed when opened with an Editor.

For now you have two options:

1) let us know what changes you need in your templates at support & booking@detailsdetails.eu

2) copy the template HTML in any online HTML Editor of your choice, make adjustments and copy the adjusted HTML back into details.

We suggest you copy the new HTML in a NEW template, instead of replacing the existing, at least until tested.

thanks for your understanding!

GDPR: Technical and Organisational Measures

The documentation of data processing activities and “Technical and Organisational Measures” is a requirement under the GDPR (General Data Protection Regulation).

As many other organisations, at details we are required to maintain a record of our processing activities, covering areas such as processing purposes, data sharing and retention.

As an Application Service Provider we do this on the basis of the Shared Responsibility Model – as applied by other service providers.
For more information on this concept, please read the AWS resources about Shared Responsibility Model and The Shared Responsibility Model and GDPR.

As you might know the GDPR applies to both ‘controllers’ and ‘processors‘.

A controller determines the purposes and means of processing personal data.
In most workflows in the details application this will you, the customer, also referred to as the ‘Company’ in our Data Processing Agreement (DPA) which is an integral part of the Terms of Use / Subscription Agreement for the details which your company has agreed to.

A processor is responsible for securing the underlying infrastructure that supports the cloud and the services provided to process personal data on behalf of a controller.
In regards to most personal data processing within the details application incl. related links and Apps we would be the processor and the GDPR places specific legal obligations on us. And as you might guess – as a company trying to provide the best service possible to our clients – protecting the application infrastructure is our number one priority and we invest heavily and continuously in appropriate technical and organisational measures to make details safe and secure.

As however for most workflows you are a controller, it means you are not relieved of your obligations just because a processor like details is involved instead ”you remain responsible for any personal data you put into the cloud!”
In other words it remains your responsibility what password you choose, what information you collect from business partners, artists and promoters and how you set data access restrictions for users within the settings of the details application.
So the GDPR places obligations on you, too, including your very own documentation obligations.

The GDPR applies to processing carried out by organisations operating within the EU.
It also applies to organisations outside the EU that offer goods or services to individuals in the EU.


Here is an overview of sections, we refer to as the

Technical and Organisational Measures at DETAILS

1. Confidentiality (Article 32 Paragraph 1 Point b GDPR)

Physical Access Control
No unauthorised access to Data Processing Facilities:
At details this is ensured by our hosting service AWS in section 1.2.1 Physical Access Controls of their AWS GDPR Data Processing Addendum.

Electronic Access Control
No unauthorised use of the Data Processing and Data Storage Systems:
At details this is ensured by our hosting service AWS in their Security Whitepaper. Within the Shared Responsibility Model AWS ensures that there is no unauthorised access to our Data Processing and Data Storage Systems other than our technical team.
AWS also provides full encryption of all data carriers and storage media.

Internal Access Control
No unauthorised Reading, Copying, Changes or Deletions of Data within the system:
details provides a need-based rights authorisation concept in the USER SETTINGS section of the application, accessible only by client users with administration rights and our support team. The USER SETTINGS section is secured with admin-log-in access control to avoid any unauthorised changes.
The permissions for user rights of access are however set by the client, i.e. the controller which make user access settings for individual users the responsibility of the client as well as the security of their passwords. In the light of the GDPR we want to highlight that our clients may also administer access control to contact data export options within the Module Settings of our USER SETTINGS.

In addition details provides permanent logging of system access events and user actions within the SETTINGS and the rest of the application.

Isolation Control
The isolated Processing of Data, which may be collected for differing purposes:
At details all clients are working on distinct and secured separate databases.
No client or third party will have access to our clients’ data – except on the clients prior explicit consent.
Examples for details features that involve shared data on prior and explicit consent are:
*iCal links shared by clients with artists and third parties for calendar subscriptions
*RSS feeds shared by clients with third parties for booking calendar information
*Booking OnlineApp links shared by clients with artists and third parties for Online Itineraries
*Booking Questionaires and Online Request Forms shared by clients with promoters for Online Communication
*Booking Agreements shared by clients with promoters for Online Agreement
*Transfer of sales and royalty information between details clients (“details-to-details”)
*Links to Royalty Statements shared by clients with artists and third parties for Online Reporting
*Transfer of shipping information send by clients from details to logistic companies

Note that details does process collective data of event locations across clients – such as location names, addresses, postal codes, cities and capacities, which are however not containing any personal information and therefore don’t fall under the regulations of the GDPR.

In regards to multiple client support details provides separate isolated accesses to our clients databases for our technical & support team, each secured with separate users and passwords.

Pseudonymization (Article 32 Paragraph 1 Point a GDPR; Article 25 Paragraph 1 GDPR)
The processing of personal data in such a method/way, that the data cannot be associated with a specific Data Subject without the assistance of additional Information, provided that this additional information is stored separately, and is subject to appropriate technical and organisational measures.
At details we relate data and tables with IDs, e.g.: user_ids, contact_ids, artist_ids. That way data cannot be associated with a person, unless client has granted user access to the respective contact information within the User Settings.


2. Integrity (Article 32 Paragraph 1 Point b GDPR)

Data Transfer Control
No unauthorised Reading, Copying, Changes or Deletions of Data with electronic transfer or transport:
Since 2017 all communication with the details service is encrypted with SSL (HTTPS).
For additional security we encourage the use of Virtual Private Networks (VPN) to access the details application.

Data Entry Control
Verification, whether and by whom personal data is entered into a Data Processing System, is changed or deleted:
At details all our clients’ and support team’s actions are logged permanently. To comply with the Data Entry Control requirement we specifically log data about the client and user identification, access time, authorizations, actions and IP addresses. In other words, we store metadata about which users are accessing which client database at what time, and what section of the application was worked on with which command.


3. Availability and Resilience (Article 32 Paragraph 1 Point b GDPR)

Availability Control
Prevention of accidental or wilful destruction or loss:
At details we implemented nightly snapshot backups provided by our hosting partner AWS

Uninterruptible Power Supply (UPS), virus protection, firewall, reporting procedures and contingency planning are also provided by AWS as part of the Shared Responsibility Model.

Rapid Recovery (Article 32 Paragraph 1 Point c GDPR) (Article 32 Paragraph 1 Point c GDPR);
Rapid Recovery is also provided by AWS as part of the Shared Responsibility Model.



4. Procedures for regular testing, assessment and evaluation (Article 32 Paragraph 1 Point d GDPR; Article 25 Paragraph 1 GDPR)

Data Protection Management
Incident Response Management
Data Protection by Design and Default (Article 25 Paragraph 2 GDPR)
As mentioned at the top of this article protecting the application and its infrastructure is our number one priority and we invest heavily and continuously to make details safe and secure as we go. To comply with GDPR we discuss Data Protection, Privacy and Incident Response matters with all new feature developments and continuous evaluations of existing workflows.

One example for Data Protection by design and default is how we create shared links for our Online App for Booking: First every new booking artists receives a random access key by default. Also by default we de-select all sensible personal information such as artist fees, promoter name or address.
Within this process the user, i.e. the controller selects what personal information he wants to share and selects options accordingly.

Order or Contract Control
No third party data processing as per Article 28 GDPR without corresponding instructions from the Client:
At details we have a very limited number of strictly controlled Service Providers.
While we integrate with those Service Providers, such as AWS, Google Maps, FlightStats, most of them do not process personal data and don’t fall under the regulations of the GDPR. Whenever they do, we make sure to have clear contractual data protection arrangements and follow-up checks.

The client billing at details is provided by service provider ADYEN, which is processing a full pseudonymized token with no personal information at all.

08 2020 details update

Dear customers and colleagues,

below you find the info regarding our update summer 2020.►

Please make sure you take a moment to read through it or save the information as PDF for any questions that might occur during your workflow.►

►

*NEW* General – Contact Bank Infos on own subtab

Storage of Contact banking information will change fundamentally with the update! If there occur any issues with your templates, regarding bank information, please contact us.

Until now, there was a limited number of fixed fields for banking information in Contacts / Accounting Info. In the future, there will be several options for banking information, which can be selected individually for each contact.

BankDetails.png

Additionally, banking information now has its own sub-tab within your contacts, called Invoices.►

►

*NEW* General – Contact Import now available as XLS import

We have revised & updated the contact import process! You can now download an easy XLSX template on Contacts / Import&Export, fill in all your contacts and upload as XLSX again to import.

Contacts_Import.png

On top we have added 2 more columns ‘Is Distribution Account‘ and ‘Is Royalty Account‘. To automatically create a royalty / distribution account for the import contact, just add x in the according column.

Add_Account_on_import.png

►

*NEW* General – Grouping of Plugins

Over the last year we have created a large number of additional custom reports and custom features in our various plugin sections.
We have now thoroughly structured and organized these plugins.
You can also see which plugins you currently have activated and what else is available.

Plugins.png

What are Plugins?
You can think of plugins as our own details “App Store”, where you can activate specific additions to our standard platform. Most plugins are free, some are billable.

►

*NEW* Label – Separation of subtabs for Royalty & Statements and own tab for Contracts

We have added a new dedicated subtab for royalty contracts. You can search and find all your current royalty contracts here and access them directly.

For better navigation, we have separated the management of Royalty Accounts & Contracts from the actual Royalty Statements. These are now two independent tabs within the Label section.

Tab_Royalty.png►Tab_Statements.png

►

*NEW* Label – Status for Releases, Royalty Accounts and Contracts

With the update you can create and assign customizable Status information for releases, royalty accounts and royalty contracts.►

You can create the statuses with your own description and colors under Settings / Labels / Additional information, which are then displayed in the respective lists.

Bildschirmfoto_2020-07-30_um_13.37.20.png

A legend at the end of each list displays the status descriptions. The custom status is searchable in the Advanced Search. Each entry can have a user-defined status.

Status_Release.png

►


Thank you for your attention and all the best for the rest of the summer!►

Stay safe!►

Team details►

►

►

Plugin Explained: Stock Report on Sales Performance

 

The PLUGIN Report is designed to compare your stock levels with your recent sales performance. It focuses on items that have shown measurable sales activity because stock relevance mainly applies to products that are actually selling.

In other words, the report highlights when fast-selling products are running low, rather than including items that have not moved for several months.

The report displays stock levels only for items that have been sold within the past six months.

Offset Quantity

The Offset Qty defines the minimum number of sold units required for an item to appear in the report. This acts as a filter to narrow down products with relevant sales.

  • Offset Qty = 1: shows all items that sold at least 1 unit in the last 6 months.
  • Offset Qty = 5: shows all items that sold at least 5 units in the last 6 months.
  • Offset Qty = X: shows all items that sold at least X units in the last 6 months.

Note: This report helps identify which fast-moving items need to be restocked and ensures better inventory control based on real sales data.

SHARES External Users : Who has access and how is it managed?

 

SHARES is the artist dashboard section of details that lets you invite your royalty partners and other third parties like artist managers etc. to view royalty statements, analytics and other information, all while maintaining control over your own data and how much you want to share.

SHARES provides royalty reporting safely and securely to your business partners. Royalty statements, however, are sensitive financial information that should not be shared lightly.


For this reason, we place complete control over who sees what information and when in the hands of our clients, who can create and manage the authorised individuals as so-called “external users” in details and, of course, remove them at any time.

You may allow your artists, producers, labels or any other third party (band members, manager, etc) to access data of one or multiple royalty accounts.


Legal Disclaimer : No different from the regular submission of royalty statements, we hand control to our clients along with the responsibility over who is given access to which royalty statements and when.
We recommend to inform all employees of the royalty department who come into contact with confidential financial information/data about the sensitivity of this data. While details takes responsibility for the overall security architecture of the platform, we cannot be held responsible for the disclosure of information to third parties by our clients’ employees.

 


External Users

To give access to SHARES, you need to create External Users.
External Users are free of charge.
External Users have access to SHARES only, but not to the detYils application.

There are two ways to create External Users:


1) On the Setup subtab of Royalty Accounts in LABEL / ROYALTY you can find a B2B ACCESS box.
Click on the green [plus] icon and search either
I) for an external user that is either already existing and add the contact by clicking on the name or
II) create a new external user by clicking on the button on the bottom left and fill its

  • username (mandatory for their login),
  • given name (for a personal address in emails),
  • email address(mandatory) and
  • the preferred language for the user display (de, fr, en, it, es, pt)

 

2) If you have admin rights and want to create, edit or remove multiple external users, you may also go to the SETTINGS / USER tab and the External Users subtab.

To create a new external user, click on the green [plus] to add username, given name, email address and preferred language for every login that you would like to add.

 

When creating external users from SETTINGS you will also need to select which royalty accounts the external user should have access to (one or multiple). For this open on the external user and click on the green [plus] icon to choose the respective royalty account(s).

You can remove external users and their access permissions with the red [X] icon next to each external user / permission.

 

Note :
External Users will have access to all locked statements of the related Royalty Accounts.

The charts & statements contain business information like sales / contracts / royalties / payments (later version). Giving access is a the clients responsibility.
If you wish to cancel an access, you can do so any time!

 

 

read more on details.SHARES :

 

Managing Task Templates and Template Groups

In the SETTINGS / TASKS section, you can manage task templates across various categories. These templates define reusable task structures that can be applied repeatedly to different projects, bookings, or releases. This guide will walk you through creating task templates, understanding their parameters, and organizing them into task template groups to represent entire workflows.

Task Template Categories

The TASKS section is divided into several categories, each focusing on different operational areas. These categories are:

” General Tasks
” Booking Tasks
” Licence Tasks
” Release Tasks
” Product Tasks
” Contract Tasks

Each category allows you to define task templates specific to that operational area, providing a consistent and organized approach to task setup.

Managing Task Templates

Single Task Templates

Single task templates define individual tasks that can later be applied to real-world situations such as a specific booking, release, or licence. These templates include default settings like deadlines, responsibilities, and optional metadata.

► Access the TASKS section

  1. Navigate to SETTINGS in the left-hand menu.
  2. Click on TASKS under SETTINGS.
  3. Select the tab of the relevant task template category (e.g. GENERAL TASKS, BOOKING TASKS).

► Create a new task template

    1. Click on [+] Add Task Template.
    2. Fill in the required fields:
      • Task Name: Enter a name that clearly describes the task.
      • Timeframe Selection: If applicable, select the relevant months or periods for this task (as shown by the month checkboxes).
      • End of Month: If this task is due at the end of the month, ensure the “End of Month” checkbox is selected.
      • Day Shift: Define the relative deadline (e.g. -30 days before event, +5 days after).
      • Assigned User: Default user who should carry out this task.
      • Sent User: If the task is being sent from another user, select the appropriate person from the “Sent User” dropdown menu.
      • Extra Fields (Optional): If additional fields are needed, click “Add Extra Field,” enter the field name and data type.

► Additional options for BOOKING TASKS

  1. Display Local Details: Show local context for better coordination.
  2. Display Travel Information: Add logistical data like pickup or travel schedules.
  3. Delete Task if Artist is Cancelled: Automatically remove the task if no longer relevant.

Task Template Groups

Task template groups allow you to combine multiple task templates into one structured workflow. This is especially useful for setting up standardised processes for entire projects like tours, album releases, or licensing campaigns.

► Create a Task Template Group

  1. Scroll down to the TASK TEMPLATE GROUPS section.
  2. Click on [+] Add New Task Group.
  3. Give your group a name and assign one or more existing task templates to it.

► Manage Task Template Groups

  1. Each group displays its included templates. Click to expand and review them.
  2. Use the [edit] or [x] icons to update or remove task templates from the group.

► Apply a Task Template Group, e.g. to a Release

  1. Open the relevant release in the RELEASES section.
  2. Click on [+ LOAD RELEASE TASKS] at the top of the task panel.



  3. In the pop-up window, select one of your saved Task Template Groups.

  4. All tasks from the selected group will be inserted into the release automatically.

  5. Tasks with predefined responsibilities will retain them. Tasks without a default assignee will be assigned to the person performing the insertion.