All Tutorials  ⟩  Catalog Workflow

Catalog Workflow

The TrackStage workflow takes boring admin tasks and makes them quick and easy... and just maybe even kinda fun.

Step One:  SYNC your Audio Files with TrackStage

In this first step we take your AIF, MP3, and WAV files – your completed, ready to submit song and all its alternate and stem versions – and bring them into the TrackStage Catalog.

  1. Move your completed audio files into your TrackStage Folder.
    Copy, cut and paste, or drag and drop the AIF/MP3/WAV audio file(s) including all your alternate and stem versions into your TrackStage folder on your hard drive.

    TrackStage's Personal Information

    You can create folders to house them within the TrackStage folder, move them into existing folders if you prefer. It doesn’t matter what kind of organization you have, TrackSync will be able to find it.

  2. Go to your TrackStage Catalog and ensure TrackSync is running.
    Check the TrackSync status icon to ensure it’s purple. If it’s orange, go to your Applications Folder/Start Menu and double-click the TrackSync icon to start it up.

    TrackSync Status Icon

  3. Click Process Tracks > Process Folder Updates.

    Process Folder Updates Button

    This will start the syncing process and TrackSync will bring your tracks into your CATALOG. Depending on how many tracks you are bringing in, this may take a few minutes.

    TrackSync Processing New Files

Step Two:  LINK your Primary, Alternates, & Stems

Now we are going to link your song with all its alternate and stem versions together. This will enable bulk editing and will help keep your CATALOG.

  1. Select the Full Mix Version of the track.
    Choose the Full Version AIF or MP3 of the song (WAVs don’t hold as much metadata, so you don’t want a WAV to be the Primary).

    Click on the track to select it.

    TrackSync Processing New Files

    NOTE: You can only have ONE primary version of a track. If you have multiple Full Versions, just select one to be the Primary and the others can be Alternates.

  2. Mark the Track as a Primary.
    Click the star icon in the third column to the left of the Track Name.

    Mark Track as Primary

  3. Select the Alternate versions (not stems) of your track.
    Click the checkbox of each track to select it. Shift-click to select multiple tracks.

    Select alternate versions

  4. Mark the tracks as Alternates.
    Click on Mark Tracks and select “As Alternate”.

  5. Select the Stem versions of your track.

  6. Mark the tracks as Stems.
    Click on Mark Tracks and select “As Stem”.

    The tracks are now all categorized and ready to be grouped.

  7. Select all versions of the track and click Link Tracks.

    The Link Tracks window will open.

    Verify that you want to link all the tracks listed, then click Link, then Ok in the dialog box that opens.

    The tracks are now grouped. You can click on the icon next to the Primary track to expand and view the linked alternates and stems, or click the icon to collapse and hide the versions under the Primary.

Step Three:  Complete the TABS

Now comes the heavy lifting. Enter in all the information you want to attach to your track in the INFO, LYRICS, KEYWORDS, CREDITS, RIGHTS, and PUBLISHING Tabs.

  1. Select the PRIMARY version of your track and click on the INFO Tab.

    Click the INFO Tab

  2. Complete the INFO Tab.
    Make sure to complete at very least the CRITICAL METADATA section of the INFO Tab.


    The INFO Tab

  3. Complete the KEYWORDS Tab.
    Add the Genre, Mood, Keywords, Sounds Like, Cue Types, etc.


  4. Complete the LYRICS Tab (if necessary).
    Enter any lyrics your song has here. If this is an instrumental, no need to enter anything.

  5. Complete the CREDITS Tab.

    Add any work-for-hire or other non-rights participants here. You can choose to enter collaborators who share rights in this tab, but you'll also need to enter them in the RIGHTS Tab to ensure the splits are recorded properly.


  6. Complete the RIGHTS Tab.

    Add all splits info here to ensure your rights are properly recorded. Attach agreements and split sheets.


  7. Complete the PUBLISHING Tab.

    If your track is signed with a publisher, library, or sync agency, enter the details of the agreement here.


Step Four:  FILL DATA across all versions.

Now that you’ve added all the information about your track, let’s copy that info out to the other versions of your track.

  1. Select ALL versions of your track (Primary, Alternates & Stems).

    Selecting all versions of the track

    HINT: Enter your track’s name into the SEARCH field to isolate all versions of your track, then check the checkbox in the header bar to quickly select all tracks with a single click.

    Selecting all versions of the track

  2. Click on the FILL DATA button in the Side Menu.
    The Fill Data window opens.

  3. Add and edit information as desired.
    Use the lightning bolts to autofill info to all versions.

  4. Click Ready to Fill Data to save your changes.

  5. Click Fill Data.

    TrackStage will copy all data to the Alternate versions of your tracks, and critical data to your Stem versions (Keywords, artwork, splits etc. are not necessary for Stems as you only send stems in AFTER you get the job). The window will close, and you’ll see the updated tracks are now orange in the CATALOG. This alerts you that changes have been made to the tracks that need to be tagged to the audio files on your hard drive.

    Note that only contact information is copied to the Stem versions of your track. As Stems are typically delivered to contacts after your track is licensed, they don't require the same level of metadata tagging. If you want your Stems to have all the same metadata, just mark them as Alternates until the tagging process is complete.

Step Five:  TAGthe Metadata to your Audio Files.

Now that the information has been entered on all versions of your track, it’s time to move the metadata to the audio files on your hard drive.


  1. Select all versions of your track – Primary, Alternates & Stems.

  2. Click on the Tag Files button in the Side Menu.

    The Tag Files window opens.

  3. Preview your tracks.
    Click on a track and use the Preview Pane on the right side of the window to ensure your metadata looks right.

  4. Make any last-minute updates.
    In the Tag Files window, you can adjust the Track Name, Volume, Track #s and Genres (i.e., Holiday, Acoustic) as needed.

  5. Click Ready to Tag to save any changes.

  6. Click Tag Files.

    TrackSync will now connect to the audio files on your hard drive and apply the metadata to them. Depending on how many files you are tagging, this might take a little time.

  7. You’re good to go!
    Once TrackSync has completed tagging the files, they will turn black in the CATALOG, meaning you are ready to send your fully tagged audio files to your industry contacts.