Getting Started

Haulix is a monthly subscription service used by artists and publicists as a secure platform for sharing new and unreleased music with tastemakers around the world. Overall, here is how it works: (1) import your industry contacts, (2) upload your tracks (3) send email invitations and grant access and (4) track your promo streams and downloads

Haulix - Getting Started

This guide will walk you through the main screens in Haulix. If you have any questions or would like someone from our team to walk you through a screen, contact us at help@haulix.com.


Dashboard - Latest Activities

The Dashboard screen offers a snapshot of everything happening with your Haulix account. Your latest activities feed updates in realtime, detailing promo creation and deletion, sent email invitations, songs played and albums downloaded.

Dashboard - Latest Activities
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Dashboard - Promo Consumption

The bottom half of the Dashboard screen is dedicated to promo consumption statistics. Color-coded Graphs give insight into promo streams, track downloads, full album downloads and bandwidth usage for each promo. If feedback and ratings are enabled, you can access that data by clicking the callout or star icons next to the cover art. You can optionally organize your list of promos in groups as well.

Dashboard - Promo Consumption
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Dashboard - Storage and Bandwidth Usage

Our various plans differ by the amount of storage and bandwidth you get to use each month. You can always check your current usage by looking at the graphs in the upper right corner of your dashboard. Storage is a measurement of your uploaded MP3/WAV files, PDF docs and images. Bandwidth is a measurement of the streaming and downloading actions performed by your promo recipients. Bandwidth resets each month while storage carries over.

Dashboard - Storage and Bandwidth Usage
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Adding and Editing Contacts

Your contacts are your promo recipients. You build your contact list by importing a .CSV file, adding people one at a time or generating a registration form that allows people to opt-in themselves. While on the contacts screen, click the "Add Contact" button on the left side and complete the form on the right side to add a person. To import, click the "Import Contacts" button on the right side. To edit a contact, select the person in the middle column. Update their details in the right side form and click "Save".

Adding Contacts

When creating your .CSV import file, the header row is required and the column titles have to be spelled properly. The .CSV file also has to use UTF-8 encoding to ensure special characters render properly.

Importing Contacts
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Contact Registration Form

To generate a registration form that you can send to prospective contacts, click the "Registration Form" button on the right side of your contacts screen. Turn the feature on by checking the checkbox in the middle of the screen, "I want to allow Media Contacts to register". Make sure to turn this feature off when you don't want any new registrations.

Haulix will generate a link to your generated registration form. Copy the link from the vanilla colored box and send to prospective contacts. If you want new registrations to go directly into a contact group, check the box next to the group and grab its respective URL from the bottom vanilla colored box.

Contact Registration Form Setup

When a contact registers, you will see a new entry in your dashboard's latest activities and we'll send you a notification email so that you can approve the person. Here is an example registration form:

Contact Registration Form
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Creating and Editing Contact Groups

Contact groups are containers used to organize contacts. If you delete a group, it won't delete the contacts in the group. To create a group, click the "Add Group" button in your contacts screen. Give the group a name and click "Save". To edit a group's name, select the group in the left column, update its name in the right side form and click "Save".

Creating Contact Group

Your groups are listed in the left column of your contacts screen. When sending email invitations, you can select whole groups of contacts rather than individual people one at a time.

Contact Groups
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Adding and Removing Contacts from Groups

To put one or more contacts into a group or remove contacts from a group, select the respective contacts in the middle column of your contacts screen. Then use the "Assign Groups" dropdown list to add or remove those contacts from a group.

Contact Group Assignment
Contact Group Assignment
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Tracking Individual Promo Engagement

To view promo engagement for a specific contact and promo, select the contact in the middle column of your contacts screen. The right side will fill with all live promos that contact has access to. On the right side, click the promo to expand its details. You can see whether the contact viewed the promo, how many times they streamed or downloaded the promo and how many streams or downloads they have remaining. If a contact used up their downloads, you can reset them from this screen.

Contact Promo Engagement
Contact Promo Engagement
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Granting Promo Access (Without Sending an Email Invitation)

For most promos, you will use the Haulix email invitation process to send invitations, which automatically gives those recipients access to the promos you selected.

To give promo access to a specific contact without sending them an email invitation, select the contact in the middle column of your contacts screen. On the right side, click "Promo Permission" and select the promo(s) you want to grant access for. Click "Save". The respective promo(s) will show up in the contact's "My Promos" screen.

To give promo access to a group of contacts without sending them an email invitation, click "Promos" in the main menu, select a promo in the left column and click the "Grant Access" button in the upper right. A dialog window will popup with group selection options.

Contact Promo Permission
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Creating Promos

New Promo

A promo is a web page that represents an album and contains all relevant materials related to that release (music, photos, etc.). When viewing a promo, a recipient can stream or download the music based on the promo's access settings (set by you). Click on "Promos". To create a new promo, click on "New Promo," enter the artist and title and click "Create".

New Promo
New Promo

Though not required, we encourage users to add album cover art, PDF docs and artist photos to their promos. The "Live" and "Expiration" dates are especially important, as they determine when your promo will be available and how long it will remain active on the platform. Expired promos are not deleted, but they will be inaccessible to your contacts.

When you upload large cover art or artist photos, Haulix will automatically generate smaller versions used in the tracks' ID3 tags and promo slide show. All promo images are clickable; then redirecting to a new window with the original hi-res version available for download.

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Custom Promo Designs

On your promos screen, with a promo selected in the left column, click the "Design" button to go into the template design editor screen. From there, select a saved design or create a new one with a selection from the dropdown list in the upper right corner.

Use the color wheel and various selectors to change colors. Optionally upload custom header and background images. Feel free to play around with turning transparency on and off to let certain portions of the background peek through the promo design.

Promo Design - Colors
Promo Design - Background Image

Use the same template dropdown list for future promos and reuse the same designs. This is useful if you want to put the same logo up top of every promo, for example.

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Previewing Promos

To see how your promo will look to your contacts, select the promo from the left column of the promos screen. Once highlighted, click the "Preview" button.

Previewing Promos
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Promo Groups

Promo groups exist to help organize your promos. In addition to appearing on your promos screen, your promo groups will also be reflected in your dashboard's promo consumption section. Deleting a promo group will not delete its promos. Set a promo group to be public and your recipients will see the group in your promo section of their "My Promos" screen. To create a new group, click on "Groups" from your promos screen. Enter a name and click "Create".

Promo Groups

To move promos in and out of groups, drag and drop them in the left column of your promos screen. To change the group order, click the up or down arrow next to a group name.

Promo Groups
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Editing Promos

You can edit a promo's settings and details any time and your changes will be reflected immediately, even if you already sent out email invitations. On your promos screen, select a promo in the left column and click "Edit". Update the details and click "Save".

If your plan includes watermarking security, an automatic process will prepare your MP3 or WAV files after you upload them. It usually takes about 30 seconds per track.

Editing Promos
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Deleting Promos

To delete a promo, select a promo from the left column of your promos screen. Once highlighted, click "Delete". Click "Ok" to confirm or "Cancel" to go back without deleting. Deleting a promo will free up storage space. Once a promo is deleted however, it is gone forever.

Deleting Promos
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Email Invitations Overview

Sending out email invitations is a quick 4-step process. Simply select one or more promos, choose the recipients, customize the content of the email, and send. Haulix generates a unique access link for every contact you invite that, when clicked, sends the contact to your promo page. There is a login process happening behind the scenes and the promo knows who is viewing it. That unique user information is also used when watermarks (inaudible finger prints) are injected into their streams and downloads.

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Email Invitations - Promo Selection

In the first step, select one or more promos you want included in the email invitation. The artist text next to the cover art for each promo will get linked directly to the promo web page. There will also be a link on the bottom of the email that links to all promos included in the email.

Email Invitations - Promo Selection
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Email Invitations - Contact Selection

In the second step, select one or more recipients to receive the email invitation. Haulix will generate a unique encrypted link per each recipient.

Email Invitations - Contact Selection
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Email Invitations - Content

In the third step, customize the content of the email. Optionally (with one click) include the cover art, an artist photo and a watermark disclaimer. Customize the intro, the description and the footer. Set the reply-to email address. You can save content to reuse in other emails by saving a draft. Use placeholders like [=FirstName] or [=PromoUrl] and Haulix will inject the contact's first name and unique promo link respectively.

Email Invitations - Content
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Email Invitations - Customize Design and Send

On the last step, preview how your email will look. Optionally create a new template design that you can save and reuse on other emails. To create a new design, use the dropdown list in the upper right corner to create a new template, name it. Use the color wheel to change colors of text, borders and the background. Also optionally upload a custom header image.

Once your design is complete, click the "Save and Send" button. Next time you go through the email invitation process, your template will be available in the same dropdown list for easy reuse.

Email Invitations - Design and Send
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Email Invitations - Tracking

Clicking "Invitations" -> "Invitation Activity," the invitation activity screen lists all email deliveries, opens, bounces and unsubscribes. You can search for an email address, delete bounces, and remove contacts who unsubscribed.

Email Invitations - Tracking
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Tools - Quick Emails

Clicking "Tools" and then "Email Contacts" will send you to a text-based email system that can be used to send short, quick messages to people in your contact list. You will want to use our more robust email invitation system for sending promo invitations rather than this quick email tool, but it’s important to know both are available to you.

Tools - Quick Emails
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Tools - Watermark Scans

Clicking "Tools" followed by "Watermark Scan" will send you to a screen with information on how our watermarks work. A watermark is like an inaudible digital finger print we embed multiple times throughout an MP3 or WAV track. When one of your recipients streams or downloads a track, we inject the watermarks every few seconds throughout the tracks. If you later find an album that you suspect was leaked by one of your contacts, we can scan the MP3/WAV file. If our watermarks are there, we can tell you the exact contact who leaked it as well as their geo location.

**Our Rising Star plan does not include watermarking security.

**When uploading WAV files, Haulix will automatically generate matching watermarked MP3 files used in the promo for streaming.

Tools - Watermark Scans
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