CATALOGUE, LABELS AND INTERNATIONAL RELEASES
A release approval checklist for independent record labels
Give each release one current record, named reviewers and a clear final approval before submission. This is a practical team process you can run alongside DistroBolt, not a promise of built-in approval roles or automated sign-off.
Assign responsibility before files arrive
Decide who collects the assets, who checks rights and credits, who approves the final creative work and who submits the release. One person may hold several responsibilities in a small label, but the decisions should still be explicit. Use authorised account arrangements and keep passwords and login codes private. Review DistroBolt’s label workflow for the verified distribution capabilities.
Create a release record
- Release title, main artist identities and existing profile links.
- Approved final audio filenames, versions and track order.
- Artwork source, final export and relevant permissions.
- Credits, identifiers, original release history where applicable, languages and content flags.
- Rights authority, territories, terms and any outstanding restrictions.
- Intended date, supported destinations and the person who can approve changes.
- Separate recording-income allocation and any unresolved commercial question.
Use three internal checkpoints
Materials ready: the expected files and information have arrived. Review complete: each reviewer has resolved their assigned issues. Approved for submission: the authorised person confirms the exact version set and release record. These are suggested internal labels, not descriptions of unverified portal statuses. Keep a release on hold when an essential permission or asset is unresolved.
A small-label example
A label schedules two singles from different artists. The audio reviewer finds that one final file has the old vocal, while the metadata reviewer finds an incorrect guest profile on the other. Each issue gets an owner and a replacement reference. Final approval follows those corrections, rather than a group-chat “looks good” attached to an obsolete draft. This is a hypothetical process, not a customer claim.
Record a useful approval
A short approval note can identify the release reference, final file list, approved metadata version, remaining non-blocking tasks, approver and time. Store only what the team needs in its private workspace. A checklist is not a transfer of rights or a substitute for the applicable agreements. Keep commercial allocations separate using the collaborator-payment guidance.
Control changes after sign-off
If audio, credits, rights scope or the date changes, identify what needs another review. Do not silently replace the master after someone approved a different file. Keep the earlier record and the specific new decision. For a change to delivered information, follow the metadata correction route rather than assuming an internal approval edits the store.
Verify delivery and close the task
The authorised submitter uses DistroBolt’s actual release flow, retains the reference and responds to corrections. A second team member can check the public release links, audio and artist identity after delivery. Keep the release-day checks and later financial review as separate stages. A label sign-off does not guarantee a live date, platform approval or earnings.
Hand over artist-platform work without sharing a login
A manager leaving, a new campaign operator and a distributor move are different handovers. Agree the work and authority first. Spotify artist or label-team access, Apple Music for Artists access, external connected apps and the DistroBolt distribution account have separate permission records. None automatically transfers copyright or changes royalty shares.
For Spotify, identify the person with the separate Team Admin authority to manage membership and access. On Apple Music for Artists, an Admin manages users; Apple supports multiple Admins as well as Analyst and Profile Editor roles. The receiving person must use the Apple Account matching the invitation. Do not assume the same role name gives identical powers on both platforms.
Keep one private handover log
- Inventory: exact artist-page links, relevant platform teams, ongoing releases, campaigns and open support cases. Record who currently holds the responsibility.
- Approve the scope: the named replacement, tasks, required access, authorised administrator and agreed review point. Use official invitations rather than passing a password or one-time code.
- Confirm receipt: the receiving person checks the correct artist and the specific authorised work they can perform. Record the observed result; an email invitation alone is not completed access.
- Review outgoing access: the authorised administrator reviews the former person’s team membership. Separately identify any connected applications and their owners; removing a colleague is not the same as reviewing an app connection.
- Close the handover: retain the dated confirmation, remaining issues and responsible contact. Keep an authorised administrator responsible for continuity; do not leave the artist dependent on a departing person’s shared login.
This checklist does not perform invitations or removals. If nobody has the required authority, use the platform’s official recovery or support process; do not create an unrelated artist profile to bypass it. Confirm DistroBolt’s actual account arrangement with our team rather than assuming Spotify or Apple roles exist in the portal. Use the Spotify access guide and Apple Music for Artists guidance for the separate platform context.
Common questions
Does this create staff approval permissions in my DistroBolt account?
No. It is an external team checklist. Confirm the actual account and permission arrangement with DistroBolt before giving anyone access.
Who should approve a last-minute audio replacement?
Use the authorised decision maker and relevant reviewers for the changed asset, recording the exact replacement. Do not rely on approval of an earlier export.
Related DistroBolt guides
Choose the right next step for your project
Bring the release information and the question you need to resolve. We confirm the appropriate process and any separately scoped assistance before you commit.
Talk to the DistroBolt team · Email DistroBoltReviewed 3 November 2026. Requirements depend on the actual release, rights, destination, account and territory. No approval, release date, preserved statistics, earnings or audience result is guaranteed.