CODA Cloud is powered by a robust relational database that is accessed via a secure website. Clients are set up with their own unique workspace, website, and database that allow access to the the following modules:
The Security module consists of an Admin Area that is accessible by a user that is assigned Administrator credentials. The Administrator will manage user access levels by defining user groups and associated Permissions, that restrict access to specific screens, reports and processes. The Administrator is able to then Add/Edit users and Assign users to groups.
The Song Catalog is the heart of the system as it contains detailed information for musical works. Contract information, copyright owner splits, performing rights information, sound recording information, industry specific codes, song classification data, and music library inclusion information can be entered into the database. Pitching Activity and Licenses are associated with a musical work, allowing for ease of reporting, tracking, and royalty calculations.
Address, email, phone, Venmo & PayPal id’s, performing rights organization affiliation, and IPI number can be added for various types of copyright owners including: Songwriters & Sound Recording Owners, Publishers, and Income Participants. Copyright owners can be easily associated with their musical works by selecting the copyright owner from a drop down list as the musical work is added to the Song Catalog.
The Catalog Management module has interactive lists identifying PRO Clearance Issues and Reversion Option Report information. These smart-lists are designed to take the guesswork out of identification and management of the catalog. The information is curated from the database in real-time so that multiple team members can work on the same list. Once a problem is resolved, the musical work can be easily updated directly from the smart-list.
The module also contains a Songwriter Song List, Publisher Song List, and Income Participant Song List, identifying musical works and associated contract data for each songwriter, publisher, or income participant. These reports may be used to show all songs associated with each individual, or can be restricted to a specific individual. The reports can be saved digitally as a pdf, or exported to excel or word.
Libraries/Pitch Services provides a means to track agreements with outside music libraries or pitching services. Libraries/Pitch Services may then be associated with musical works in the Song Catalog to provide definitive information on where the musical work is being pitched via agreements with outside organizations, and who must be notified to remove the work from their systems during a reversion, copyright reassignment, or upon termination of an agreement with the outside vendor. The module also contains a Libraries/Pitch Services Song List report which provides an audit trail of historical interaction with music libraries or pitch services (aka “licensing partners”). The report shows songs that are currently (Status = “active”) or were previously (Status = “removed”) included in a licensing partner’s database.
Interactive customizable codes lists are available for managing Genres, Contract Types, and Performing Rights Organizations. These codes are associated with musical works by selecting them from a drop-down list as the musical work is added. In addition to providing consistency across the workspace, these codes may also be used to sort the musical works or to restrict what is displayed in List View on the Song Catalog screen.
The Pitching module allows tracking of leads and pitching efforts, and provides the means to measure the effectiveness of pitching campaigns as they relate to musical works.
The Pitching Activity screens allow entry of the lead details, selection of the musical works that were pitched to the lead, and tracking of status for each musical work that was pitched (ex: pass, short-list, final selection).
The module also contains a Song Pitching Report that identifies all pitching activity at a musical works level. The report initially displays pitching activity for all musical works, but can also be restricted to a specific musical work. This report is a handy tool for providing pitching activity feedback to copyright owners, and may also be used to evaluate a musical work’s pitching success and market potential. The report can be saved digitally as a pdf, or exported to excel or word.
Interactive customizable codes lists are available for managing Lead Sources and Pitching Status Codes. These codes are associated with a lead by selecting them from a drop-down list as the lead is added. In addition to providing consistency across the workspace, these codes may also be used to sort the leads or to restrict what is displayed in List View on the Pitching Activity screen.
The Licensing module allows tracking of licenses and the associated royalty disbursements. It also allows ingestion of incoming royalty detail from outside licensing agents like the Mechanical Licensing Collective, Harry Fox Agency, and Music Reports Inc.
Licenses screens allow entry of the license details, project and licensee information, and payment information. A license can be added to track catalog based licenses (ex: “opt in” licensing opportunities for the entire song catalog, with Harry Fox Agency or other licensing agents), or licenses that are specific to a single musical work (ex: a sync license for use of a song in a tv show).
When a license is added, it can be associated with a single musical work via a drop-down list that displays all songs currently available for licensing. Selection of a musical work will automatically initialize “suggested” royalty amounts based on the Song Catalog royalty split information for copyright owners (Publisher’s, Songwriters, Master Owners) flagged as “controlled” or for Income Participants as indicated on the musical work. These baseline calculations provide a starting point for your royalty calculations. They should then be reviewed and manually adjusted to show actual royalty disbursement amounts.
MLC Work Summary Data may be imported based on the spreadsheets received by the MLC, and Monetization Work Summary Data may be imported based on spreadsheets received from outside licensing agents like Harry Fox Agency and Music Reports Inc. This data provides an audit trail of what royalties were received for the associated musical works.
Interactive customizable codes lists are available for managing License Status Codes (ex: Active, Closed, Pending) and License Types (ex: Mechanical, Sync, Sync & Master, Catalog Opt In). These codes are associated with a license by selecting them from a drop-down list as the license is added. In addition to providing consistency across the workspace, these codes may also be used to sort the licenses or to restrict what is displayed in List View on the Licenses screen.
The Royalties module contains various components to support your royalty process. It may be used to keep track of copyright owner escrow amounts and royalty payments resulting from Licenses. It may also be used to evaluate and manage micro-royalties received from the Mechanical Licensing Collective or from other monetization efforts for uses of musical works.
The Royalty Payments screen provides a detail record of all royalty amount line items in one or more Licenses that were part of a royalty payment. The information on the screen can be saved digitally as a pdf (or exported to excel or word) and provided to the royalty recipient to document what licenses and amounts were included in the royalty payment.
A searchable smart list of Royalty Payments By Recipient shows payments received by each royalty recipient over time. The list can be restricted to various search criteria as needed to support your royalty processing or end of year tax reporting.
Various dashboards are available for evaluating and processing accrued/unpaid royalties by song and by recipient.
- Process Monetization Song Royalties dashboard provides a report of accrued/unpaid song royalties that have not yet been paid to the copyright owners, along with a detail list of the associated monetization royalty line items that make up the accrued amount. As musical works meet payout thresholds, this dashboard may be used to document processing of the royalties.
- Process MLC Song Royalties dashboard provides a report of accrued/unpaid song royalties that have not yet be paid to the copyright owners, along with a detail list of the associated MLC royalty line items that make up the accrued amount. As musical works meet payout thresholds, this dashboard may be used to document processing of the royalties.
- Process Accrued/Unpaid Writer & SR Royalties dashboard provides a report that shows total accrued/unpaid royalty amounts for Songwriters and Sound Recording Owners, along with a detail list of the associated license royalty line items that make up the accrued amount. As payout thresholds are met, this dashboard may be used to document payment of the royalties to the Songwriters & Sound Recording Owners.
- Process Accrued/Unpaid Publisher Royalties dashboard provides a report that shows total accrued/unpaid royalty amounts for Publishers, along with a detail list of the associated license royalty line items that make up the accrued amount. As payout thresholds are met, this dashboard may be used to document payment of the royalties to the Publishers.
- Process Accrued/Unpaid Income Participant Royalties dashboard provides a report that shows total accrued/unpaid royalty amounts for Income Participants, along with a detail list of the associated license royalty line items that make up the accrued amount. As payout thresholds are met, this dashboard may be used to document payment of the royalties to the Income Participants.