Intake links for writers, publishers and artists

Chasing people for a legal name, a PRO or an IPI number by email is slow. An intake link is a short form you send instead. The person fills it in on any phone or computer, no account needed, and their answers land in Stakeholders → Intake for you to review.

Send a link#

1. 1Step 1: For someone already in Catalyst, open their writer, publisher or artist page and choose ⋯ → Send intake link. For someone new, open New writer, New publisher or New artist and choose Ask them to fill it in.
2. 2Step 2: Add their email (and name, if you like) and how long the link should work: 7, 14 or 30 days. 14 is the default.
3. 3Step 3: Choose Email link and Catalyst emails it for you; their replies come to you. Or choose Copy link instead and send it however you like.

For someone already in Catalyst, the form is filled in with what you have, so they only fix what's wrong or missing.

What they're asked#

Writers

Name they write under, legal name, email, phone, PRO, IPI/CAE, their publisher (name, PRO, IPI) and management (name, company, email, phone).

Publishers

Name, PRO, IPI/CAE and an admin contact (name, email, phone).

Artists

Artist name, label and their team: managers, A&R, agents (name, role, company, email, phone), up to ten people.

The form checks formats before it sends: IPI numbers are 9–11 digits (spaces and dots are fine), emails and phone numbers must look right, and the PRO comes from a list.

Track a link#

The person's page shows each link with its status, and Stakeholders → Intake lists every link still waiting for an answer.

Not sent yet

Created and copied, or the email hasn't gone out yet.

Sent

Emailed to them.

Opened

They've opened the form but not sent it.

Filled in

They sent their answers. Answers opens them.

Expired

The link ran out. Resend emails it again and gives it another 14 days.

Turned off

You turned it off with ✕. The form says it's no longer available.

Each link takes one set of answers. If something changes later, send a new link.

Review their answers#

When answers arrive, the person who sent the link gets a notification, and Stakeholders shows a count. Open the answers from the notification, from Stakeholders → Intake, or from the person's page.

• Each field shows what you have now and what they sent: New (you had nothing), Changed (it replaces your value), Same or Left blank. A blank answer never clears what you have.
• Every change is ticked to start. Untick anything you don't want, then Accept. Reject all keeps nothing.
• A new email address is added to their email addresses; the ones you have stay.
• A publisher, label or contact they name is matched to one you already have (by name, or by IPI or email), and only its blank details are filled. Otherwise a new one is created.
• Every accepted change is in the record's history, marked as coming from an intake link.

Someone new, or already in your catalog?

For a link sent from New writer, New publisher or New artist, accepting creates the record (tick at least their name). If their name looks like someone you already have, Catalyst says so and offers Merge into existing: the answers are then compared with that record instead, and only the fields you accept change it.