Set up Songtrust Spotlight in 5 steps

Songtrust Spotlight is a royalty analytics layer that sits on top of your publishing administration account. It surfaces where your streams are happening, which territories are generating performance royalties, and where gaps exist between what you've registered and what's actually earning. For independent songwriters managing their own catalogs, Songtrust Spotlight turns raw CMO distribution data into actionable intelligence. This guide covers the five steps to get it running: connecting your account, importing catalog metadata, mapping distribution sources, configuring tracking preferences, and running your first sync.

What Songtrust Spotlight actually does for your catalog

Songtrust Spotlight aggregates data from PROs, MROs, and DSPs to show you a unified view of your music publishing income. It tracks mechanical royalties from streaming services, performance royalties from CMOs like ASCAP and PRS for Music, and sync placements reported through DDEX feeds. The dashboard breaks down earnings by work, territory, and royalty type, so you can see that a specific track earned €47 in German performance royalties last quarter or that your ISRC is generating mechanical income in Brazil but not in the US.

Basic publishing administration services register your works and collect what CMOs distribute. Spotlight adds a monitoring layer that flags discrepancies. If Spotify reports 100,000 streams in France but SACEM shows no corresponding mechanical royalties six months later, Songtrust Spotlight surfaces that gap. It does not replace your publishing administrator; it makes your existing admin more transparent. You still need Songtrust (or another administrator) to register works and collect songwriter royalties. Spotlight tells you whether that process is working correctly.

Before you start: what you need to have ready

You need an active Songtrust account with at least one registered work. Spotlight cannot pull data from an empty catalog. Gather your IPI and CAE numbers for every writer and publisher entity in your splits. If you co-wrote a track, you need the IPI numbers for your collaborators too, because Spotlight cross-references these against CMO databases to verify ownership chains.

Collect split sheet documentation for every work. Spotlight checks your claimed ownership percentages against what PROs have on file. A mismatch between your split sheet (you claim 50%) and what ASCAP shows (they have you at 33%) will block accurate tracking until you resolve it. Have your ISWC codes ready if works are already registered internationally. For works distributed digitally, compile a list of ISRCs tied to each composition. Spotlight uses ISRC matching to connect streaming data from DSPs to the correct underlying work.

If you use a distributor like DistroKid, TuneCore, or CD Baby, have your login credentials accessible. Spotlight needs API access to pull streaming and sales data directly from these platforms. These music publishing tips apply whether you're setting up Songtrust Spotlight for the first time or auditing an existing catalog.

Step one: connect your Songtrust account

Log into your Songtrust dashboard and navigate to the Spotlight section, usually under Account Settings or Integrations. Click "Connect Spotlight" and authenticate using your existing Songtrust credentials. Spotlight requests read access to your catalog metadata, work registrations, and royalty statements. It does not request write permissions; it cannot modify your registrations or initiate payments.

The authentication flow uses OAuth 2.0. You will see a permissions screen listing what data Spotlight can access: work titles, ISWC and ISRC codes, writer and publisher shares, historical royalty statements, and territory-specific registration status. Approve these permissions. If you deny any, Spotlight cannot function. The connection process takes under two minutes. Once authenticated, Spotlight displays a confirmation screen and begins the initial catalog import, which we cover in step two.

If you manage multiple catalogs under separate Songtrust accounts (for example, one for your own works and another for a small publishing company you run), you need to connect each account individually. Spotlight treats each Songtrust account as a separate catalog with its own dashboard.

Step two: import and verify your catalog metadata

Spotlight pulls every registered work from your Songtrust account, including work titles, alternate titles, writer splits, publisher splits, ISWC codes, and territory registration status. The import runs automatically after you connect your account. For a catalog of 50 works, this takes about 90 seconds. For 500 works, expect three to five minutes. You will see a progress bar.

Once the import completes, Spotlight displays a verification screen. It flags works with incomplete metadata: missing ISWC codes, missing IPI numbers for co-writers, or splits that do not add up to 100%. Each flagged work appears with a specific error message. "ISWC missing" means the work is registered with Songtrust but lacks an international code, which limits Spotlight's ability to match it against foreign CMO data. "Split mismatch" means the writer and publisher percentages you entered do not total 100%, or they conflict with what a PRO has on file.

Review each flagged work. For missing ISWCs, check whether the work is registered internationally. If it is only registered domestically (for example, with ASCAP but not with GEMA or JASRAC), you may not have an ISWC yet. That is fine for US-only tracking but limits visibility into European or Asian royalties. For split mismatches, compare your split sheet against what the PRO shows. If they differ, you need to file an amendment with the PRO before Spotlight can track that work accurately. This verification step helps protect music rights by ensuring your registrations match what CMOs have on file.

Common metadata errors that block Songtrust Spotlight setup

The most frequent error is a missing IPI number for a co-writer. You registered the work with Songtrust and listed your collaborator's name, but you did not provide their IPI. Spotlight cannot verify ownership without it. Solution: get the IPI from your co-writer (they can find it on their PRO account page) and update the work registration in Songtrust.

Second most common: ISRC codes that do not match any known recording. This happens when you manually enter an ISRC and make a typo, or when your distributor assigns a new ISRC to a re-release but you still have the old code in Songtrust. Spotlight tries to match the ISRC against DSP databases and fails. Solution: log into your distributor account, confirm the correct ISRC, and update Songtrust.

Third: works registered under alternate titles that do not match DSP metadata. You registered "Track 5 (Demo Version)" with Songtrust, but Spotify lists it as "Track 5". Spotlight cannot auto-match these. Solution: add "Track 5" as an alternate title in Songtrust, or edit the work title to match exactly what appears on streaming platforms. For more context on common registration issues, see our guide to music publishing registration mistakes.

Step three: map your distribution and streaming sources

Spotlight needs direct access to your streaming and sales data to compare what DSPs report against what CMOs pay out. Navigate to the "Sources" tab in Spotlight and click "Add Distribution Account". Select your distributor from the list: DistroKid, TuneCore, CD Baby, AWAL, Stem, or UnitedMasters. Each has a slightly different connection process, but all use API keys or OAuth.

For DistroKid, you generate an API key in your DistroKid settings under Integrations, then paste it into Spotlight. For TuneCore, you authenticate via OAuth (similar to step one). For CD Baby, you provide your account email and an API token from your CD Baby dashboard. Once connected, Spotlight pulls streaming data for every release tied to your account. This includes play counts, territory breakdowns, and revenue per track.

ISRC matching is critical here. Spotlight cross-references the ISRCs from your distributor against the ISRCs in your Songtrust catalog. If they match, Spotlight can tie streaming income to the correct composition and compare it against mechanical royalties you should be receiving. If an ISRC in your distributor account does not appear in Songtrust, Spotlight flags it as an unmatched recording. You will need to either add that ISRC to the corresponding work in Songtrust or confirm that the recording is not tied to any of your registered compositions (for example, if it is a cover or a track you produced but did not write).

Step four: configure royalty tracking preferences

Spotlight lets you filter which royalty types and territories you want to monitor. By default, it tracks everything: mechanical royalties, performance royalties, and sync income across all territories where you have registrations. If you only care about certain markets (for example, you are a US-based songwriter who has never registered works outside North America), you can disable tracking for European and Asian CMOs to reduce dashboard clutter.

Set notification thresholds for discrepancies. Spotlight can alert you when it detects a gap between expected and actual royalties. For example, if a track generates 50,000 streams in the UK but PRS for Music shows zero mechanical royalties three months later, that is a discrepancy. You can configure Spotlight to notify you only when the missing amount exceeds a certain threshold (say, $50 or €50) to avoid noise from tiny rounding differences. These music publishing announcements help you stay on top of your songwriter royalties without constant manual checking.

Choose your preferred currency for reporting. Spotlight can display all earnings in USD, EUR, GBP, or your local currency. This does not affect what you actually get paid (CMOs distribute in their own currencies), but it makes cross-territory comparisons easier. If you are tracking royalties from GEMA, SACEM, and PRS simultaneously, seeing everything in EUR or USD is clearer than switching between three currencies.

Step five: run your first data sync and review the dashboard

Once you have connected your accounts, imported your catalog, mapped your distribution sources, and configured your preferences, Spotlight runs its first full data sync. This pulls the latest royalty statements from Songtrust, the latest streaming data from your distributor, and the latest CMO distribution schedules from CISAC and other industry databases. The initial sync takes 10 to 20 minutes for a typical independent catalog (under 200 works). Larger catalogs may take an hour.

When the sync completes, the dashboard populates with data. You will see a summary view showing total royalties collected in the last 12 months, broken down by type (mechanical, performance, sync) and by territory. Below that, a work-by-work breakdown lists each composition, its total earnings, and any flagged discrepancies. Click into a specific work to see streaming data, CMO distributions, and a timeline of when royalties were generated versus when they were paid.

The dashboard also shows pending royalties: income that DSPs or CMOs have reported but that has not yet flowed through to your Songtrust account. This is normal. Most CMOs distribute quarterly or biannually, so there is always a lag between when you earn a royalty and when you receive it. Spotlight estimates pending amounts based on streaming data and historical payout rates, but these are projections, not guarantees.

What to do when Songtrust Spotlight shows missing royalties

If Spotlight flags a discrepancy (for example, 100,000 Spotify streams in Germany but no corresponding mechanical royalties from GEMA), start by checking the timeline. GEMA distributes mechanicals quarterly, and there is typically a six-month reporting lag. If the streams happened in January and it is now March, the royalties may not be due yet. Check GEMA's distribution schedule on their website or in Spotlight's CMO calendar.

If the royalties are overdue (streams happened more than nine months ago and the CMO has had two distribution cycles since then), file a claim. Spotlight provides a "Report Discrepancy" button that generates a pre-filled claim form with all relevant data: ISRC, ISWC, territory, date range, and expected amount. Submit this to Songtrust support. They will investigate with the CMO on your behalf. Most claims resolve within 60 to 90 days, though some (especially involving foreign CMOs with manual processes) can take six months. This is how you protect music rights when the system fails to pay what you are owed.

How often Spotlight updates and what triggers manual refreshes

Spotlight syncs automatically every 48 hours. It pulls new streaming data from your distributor, checks for updated royalty statements in your Songtrust account, and refreshes CMO distribution schedules. For most songwriters, this frequency is sufficient because CMOs only distribute quarterly or monthly at best. More frequent syncing would not surface new data; it would just re-pull the same statements.

You can trigger a manual refresh at any time by clicking "Sync Now" in the dashboard. Use this after you update a work registration in Songtrust (for example, you added a missing ISWC or corrected a split), after your distributor releases a new track, or after a CMO distribution date. Manual syncs take three to five minutes. You are limited to one manual sync per hour to prevent server overload.

CMO distribution schedules vary widely. ASCAP and BMI distribute performance royalties quarterly. SESAC distributes monthly. PRS for Music distributes quarterly for most income types but monthly for streaming mechanicals. GEMA distributes mechanicals quarterly and performance royalties twice per year. Spotlight's CMO calendar shows the next expected distribution date for each PRO and MRO you are registered with, so you know when to expect new data. Staying current with music industry news around CMO distribution changes helps you anticipate delays or process updates that might affect your royalty flow.

Songtrust Spotlight is a one-time setup process with ongoing maintenance. Once you have completed these five steps, the system runs automatically. You will need to reconnect your distributor account if you change distributors, update work metadata when you release new music or correct errors, and periodically review flagged discrepancies. Most songwriters spend 10 minutes per month on Spotlight maintenance after the initial setup. The payoff is continuous visibility into your songwriting income, early detection of missing royalties, and the ability to protect your publishing rights across dozens of territories without manually checking each CMO's portal. For next steps, explore Spotlight's reporting features to identify which works are your top earners, which territories are underperforming, and where you should focus your registration efforts.