If you run a sync licensing agency, you know the onboarding problem. An artist wants to submit tracks for your catalog. So you send them a Google Form for metadata and a Dropbox link for audio files. Then you manually match them up, copy everything into DISCO, and hope nothing got lost along the way.
It works, barely. But it doesn't scale, and every new artist submission means more manual labor. We built something better.
The Problem with the Google Forms + Dropbox Workflow
Most sync agencies collect artist information through some variation of this workflow:
- Artist fills out a Google Form with their legal name, PRO affiliation, IPI number, publisher info, and song titles
- Artist separately uploads WAV/MP3 files to a shared Dropbox or Google Drive folder
- Someone at the agency manually downloads everything, matches filenames to form responses, and enters it all into the catalog management platform
This process breaks in predictable ways. Filenames don't match form responses. Artists forget to upload files, or upload to the wrong folder. Metadata gets entered with typos because it's being copied from one tool to another. And every submission creates work for someone who could be spending their time pitching to music supervisors instead.
One Form, Everything in One Place
Gatefolded's artist intake feature gives you a single branded page where artists submit both their metadata and audio files together. No separate tools, no manual matching.
Here's what the artist sees:
- Writer info section: Legal name, artist name, email, mailing address, PRO affiliation (ASCAP, BMI, SESAC, etc.), IPI number, and publisher. Filled out once and applied to all tracks in the submission.
- Track section: For each song, a title field and a file upload (WAV or MP3). Artists can add as many tracks as they need — just click “Add Track” for each one.
One form. Metadata and audio stay linked. No Dropbox folder to manage.
What You Get on the Admin Side
Every submission lands in your admin dashboard. For each one, you can:
- See all metadata at a glance: Legal name, artist name, PRO, IPI, publisher, email — everything the artist submitted, organized and readable.
- Listen to tracks in-browser: Built-in audio player. Click play next to any track. No downloading, no separate media player.
- Track status: Mark submissions as Pending, Reviewed, Approved, or Needs Info. Add admin notes for your team.
- Filter and search: View by status, portal, or browse everything.
- Export to CSV or JSON: One click to download all submissions in a format that imports cleanly into DISCO or any other catalog tool. One row per track, with all writer metadata included.
Built for DISCO Import
DISCO (disco.ac) is the industry standard for sync catalog management. Our CSV export is structured to match common DISCO import fields: Song Title, Artist Name, Legal Name, Email, PRO, IPI Number, Publisher, Audio Filename, and Status. Export your approved submissions and upload directly to DISCO without reformatting.
Email Notifications
When an artist submits tracks, your team gets an email notification with the artist name and track count. No need to check the dashboard constantly — you'll know the moment a submission comes in.
Customize Your Form
Each portal can be branded to match your agency. Choose a theme (Default, Dark, Warm, or Cool), set an accent color, pick a font, and upload your company logo. You can also add custom form fields — text inputs, dropdowns, checkboxes, whatever your workflow needs — so artists submit exactly the info you require beyond the default writer metadata.
How to Get Started
Artist intake runs on Gatefolded's existing infrastructure — the same audio storage, signed URLs, and admin tools that power the rest of the platform. To set up an intake portal for your agency:
- Go to “Intake Portals” in your Gatefolded dashboard and click “New Portal”
- Give it a name, custom URL slug, and notification email addresses
- Customize the theme, branding, and add any custom form fields you need
- Share your intake link with artists (e.g., gatefolded.com/intake/your-agency)
- Review submissions in the portal dashboard
- Export approved tracks and metadata for your catalog
If you're a sync agency tired of juggling Google Forms and Dropbox, you can create your first portal in minutes. Questions? Reach out anytime.