Basic Actions: Products

In this article, you’ll find the everyday actions you need to manage products quickly and safely. Each action is grouped by function and expands for simple, step-by-step guidance. If you’re just getting started, make sure you know the basics from the PRODUCTS Interface article first.

In details, every product must belong to a Release. Products cannot exist independently. A release may represent a musical project, a merch drop, or even a container for services.

Option A: From a Release (recommended)

1. Open the release the product should belong to.
2. Go to RELATIONS ► PRODUCTS.
3. Click [ADD NEW RELATED PRODUCT].
4. Enter Catalog No (required), Format (required), and Barcode (optional).
5. If the format is missing, create it in LABEL / SETTINGS.
6. You can also copy the tracklist from another product in the release using the radio button in the modal.
7. Confirm with [ADD RELATED PRODUCT].

For guidance on how to handle services and non-musical products, see How to Manage Non-Musical Products and Services.

Option B: Import via CATALOG MANAGEMENT

Best for adding several products at once.

To add products in bulk, you can use several import tools in CATALOG / CATALOG MANAGEMENT:

• via Excel Templates
• via IDOL Labelcamp API
• Soon there will be a Spotify API and an AudioSalad API as well.

Edit a Product

1. Go to CATALOG / PRODUCTS.
2. Click the bold Catalog No or Title to open the product.
3. Edit fields on the relevant tabs (Overview, Relations, Info, etc.).
4. Save your changes.

Delete a Product

Deletion works only if there are no blocking links. You can delete from the list with the [x] icon.

Deletion is blocked if linked to:

• Sales statements
• Cost imports
• Royalty contracts

If blocked, do this:

• Remove or reassign the linked sales/costs, or unlink relevant contracts.
• If you cannot, contact support to reassign sales/cost data to another product.

If no links exist, deletion is instant and irreversible.

Fix a Product in the Wrong Release

You can’t move a product to a different release directly. Use this workaround:

1. Open the correct release and click [ADD NEW RELATED PRODUCT].
2. Copy the tracklist from the old product if needed.
3. Verify data and links on all tabs.
4. Delete the wrongly assigned product (see deletion rules above).

Manage Tracks (Add, Select, Copy)

Go to PRODUCTS / TRACKS to manage the tracklist.

• [+ ADD NEW TRACK(S)] – create new tracks; fill Artist, Title, Version; then click [NEW TRACK].
• To add existing tracks, search or scroll, tick the box, then click [OK].
• [COPY TRACKS FROM CATALOG NO] to duplicate a tracklist from another product.
• [UPDATE PLAYTIME] after bulk changes to sync durations.

• Bonus tracks & prorata: If a track is marked as bonus, it is excluded from prorata pools. Unflag it to include it again.

Note on Track Lists

Tracklists are product-specific. Changing a tracklist in one product does not affect others. Removing a track only unlinks it from the product; the track remains in your catalog. A step-by-step guide on Moving a Track to a Different Product can be found here.

Upload Files & Artwork

Go to PRODUCTS / INFO to manage files and descriptions.

• Upload files (as required by your workflow). If you choose Internal Use Only, the file will be inaccessible for people without access to details.
• Add images or artwork (cover, packshot, banners).
• Enter product descriptions in multiple languages.

Enter Prices

Open the product’s OVERVIEW tab.

Actions in ADVANCED PRODUCT SETUP section:

• PPD (physical only): Your dealer price (basis for many royalty rules).
• Cost Price (physical only): Your buying/manufacturing price.
• Price Code: Apply predefined price logic for auto-filled prices.

Actions in PRICE section:

• [ADD UNIT PRICE] – insert prices from the selected Price Code.
• [RESET PRICES FROM PRICE CODE] – overwrite manual changes with code defaults.

Assign Categories

Use categories for filtering, reporting, and (for physical products) royalty conditions.

• Edit CATEGORY and CATEGORY 2 in the product’s OVERVIEW.
• Manage the global lists under SETTINGS / LABEL / Label Settings: Categories (tick the 2nd checkbox to enable Category 2).
• In the product list, CATEGORY is editable in place; CATEGORY 2 is hidden (use it for static/internal grouping).

GEMA Registrations (physical only)

For physical products, you can manage GEMA registrations directly in the product’s RELATIONS tab.

• Register products with GEMA where required by law.
• Provide accurate format, tracklist, and playtime data to ensure proper reporting.
• Keep GEMA registrations updated when product versions change.

Set Country Restrictions

Open the product’s SPECIALS tab.

• Click [+ ADD NEW COUNTRY] and select entries.
• Use [INVERT COUNTRIES] to switch restricted ↔ allowed.
• [REMOVE COUNTRIES] clears the list.

Manage country groups under SETTINGS / GENERAL SETTINGS.

Export Product Sales

Go to PRODUCTS / SALES, set filters, then click [EXPORT] at the bottom of the page.

• Filter by period, account, format, country, or channel to target the data you need.
• Use exports for statements, stock planning, and price reviews.

Basic Stock Tasks (physical)

Open the STOCK tab to review availability and orders.

• Stock Levels: See Inventory (physical units) and Available (unreserved).
• Manufacturing: Add new batches with [ADD NEW MANUFACTURING].
• Supplier Orders: Open orders are shown until accounted; then they become inventory.
• Backorders & Open Orders: Track pending customer demand; export as needed.

Create a Document

Click [DOCUMENTS] in the top bar to generate an HTML document from provided templates (for example one-sheets, product info sheets, or manufacturing orders).

• Select the appropriate template provided by details.
• Preview the result, then Export (PDF/CSV/Excel) or Copy it.

Generate Label Copy

Use the top bar option and select Label Copy. This opens a new email in your local mail client with a static label copy: product metadata plus the complete track list.

• Prerequisite: A configured desktop email program.
• Scope: Fast, standardized email output (not customizable; no Excel export).
• Tip: For brandable or changeable documents, use [DOCUMENTS] instead.

Make a Stock Move

Use Stock Move to reallocate on-hand units between stock accounts or warehouses for a physical product.

Steps

1. Open the product page and choose Stock Move.
2. Select From [Source Account] and To [Destination Account] stock accounts.
3. Enter the Quantity and confirm.

The quantity decreases in the source and increases in the destination. No order, shipping document, price, or invoice is created. Use a Distribution Order instead if you need shipping paperwork or an auditable transfer.

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Related

• PRODUCTS Interface (tabs & fields)
• Formats (Digital vs Physical, Format Groups)
• Introducing Product Dates
• How to work with Prices (PPD, Price Codes, PPU)
• Using Categories for Royalties (physical)