Help & documentation

Your music & Dropbox

How does linking with Dropbox work?

Promo Guru is designed to integrate seamlessly with Dropbox. By linking your account, a special folder in your Dropbox in 'apps/Promo Guru' will be created automatically. Promo Guru will have access to this folder only, and won't be able to see anything else in your Dropbox.

You then just need to add your promos to that folder in .wav, .aiff or .mp3 format. Promo Guru will automatically notice them once they have synced with Dropbox in the cloud, you will just need to edit/add any necessary metadata to the tracks. No need to upload any tracks to Promo Guru!

But I don't have a Dropbox account!

Not to worry - you can rapidly sign-up for a free Dropbox account with an awesome 2GB of online storage. Enough to store about 25 tracks in wav format!

How does uploading tracks with Dropbox work?

You have a folder called 'Promo Guru' inside your Dropbox in the 'apps' folder. You just need to add your promos to that folder in .wav, .aiff or .mp3 format. Promo Guru will automatically notice them once they have synced with the Dropbox in the cloud, you will just need to edit/add any necessary metadata to the tracks. No need to upload any tracks to Promo Guru! You can read more about the folder structure within your Pomo Guru folder below.

I can't see my tracks!

Not to worry - make sure all the tracks have fully synced with Dropbox. That means you should be able to see them in Dropbox in a browser.  Click the 'Refresh from Dropbox' button on your Promo Guru tracks page after that.

Sometimes it can take a little while to keep things synced - so you might see a message telling you to wait whilst that happens.

I can't see my tracks in Promo Guru!

Not to worry - make sure all the tracks have fully synced with Dropbox. That means you should be able to see them in Dropbox in a browser.  Click the 'Refresh from Dropbox' button on your Promo Guru tracks page after that.

Sometimes it can take a little while to keep things synced - so you might see a message telling you to wait whilst that happens.

How does the file structure in Dropbox work?

You have a folder called 'Promo Guru' inside your Dropbox in the 'Apps' folder.

We create some default folders when you register:

  • Releases: The best way to create a release is via your Dropbox folder. Just chuck files into a folder following this naming convention: Apps/Promo Guru/Releases/Label Name/Release Name. Any tracks inside a release folder will be available as individual tracks (if you publish them), as well as the release as a whole.
  • Other folders: All the sub-folders in /Apps/Promo Guru (other than Releases) are categories. You can add or delete these at will to represent how you think about categorizing your music. The default categories include things like Remixes and Collaborations, but you can get rid of those and make folders for genres or time periods, or really whatever you want.
  • Uncategorized: Any individual tracks that are not in a folder will end-up in here. You can use the root folder (/Apps/Promo Guru) as a kind of inbox. Anything you drop in there should get moved to /Uncategorized automatically, and whenever you’re ready at a later date you can add additional data and make it visible to users.
  • .system: Promo Guru creates these hidden folders to create the preview mp3s for tracks - this way they stream more quickly for subscribers. Avoid deleting these folders.

How should I name my music files in Dropbox?

You can ultimately name them however you like, but if you name them following our conventions Promo Guru will automatically populate the track's metadata for you - to boot it's a useful way to name files for DJs who make use of the popular Camelot Harmonic Mixing technique.

125 - 12A - Obie Fernandez - Karma (Original Mix) [Music Over Matter].wav

  • 125: BPM
  • 12A: key (following the Camelot technique, but you can if you like refer to your key as G# or whatever)
  • Obie Fernandez: artist
  • Karma (Original Mix): track name (version or remix if applicable)
  • [Music Over Matter]: label
  • .wav: Appropriate file extension (.wav, .aif or .mp3)

What do the different track statuses mean?

Draft: A track that is available in your Dropbox Promo Guru folder but not visible to subscribers. it might be because you've only just added it, or you haven't added the necessary metadata, or you're simply waiting for the right time to make it available.

Published: A track that is available for subscribers to access.

Missing: A track that is no longer available in your Dropbox - either because you've deleted it, or because you've renamed it. We automatically hide missing tracks from subscribers. If you've deleted it, no worries - Dropbox let's you restore deleted files. If you've renamed it, it will appear as a separate track - you can publish that and archive the old one.

Archived: You choose to archive any track you've removed from Dropbox - this will remove the track from Promo Guru as well. You can always restore it or replace it in Dropbox at a future date if you need to, but Promo Guru will then see as it as a new track.

Why does my track says it's missing?

This is because the track is no longer available in your Dropbox - presumably you've deleted it. We automatically hide missing tracks from subscribers.

If you've deleted it by accident, no worries - Dropbox let's you restore deleted files. Don't worry if you've renamed a track - Promo Guru can deal with that fine.

How do releases work?

Promo Guru lets you create both tracks and releases. You can only share releases with your subscribers if you've got a paid subscription. If you're on a free plan, you can still structure your tracks in release folders: this will mean you're 'release ready' should you choose to upgrade.

To create a release, simply create a folder in Dropbox (Apps/Promo Guru/Releases/Label Name/Release Name) and place your tracks inside it.

The release will then appear in Promo Guru in your Releases tab. By clicking on the release, you will be able to edit it (including pulling artwork and other data from Beatport), manage tracks and publish it. 'Manage tracks' will let you add/remove any tracks already in the Dropbox folder, or any other track you choose associate with the release (by setting the correct release name when editing a track). If you include a track, Promo Guru will make sure it's in the correct folder in your Dropbox and move it if necessary.

When you publish a release, only published tracks within it will be visible.

All tracks within releases are visible in your Tracks tab under the 'Releases' category.

Access Tokens

How do Access Tokens work?

If you want to give someone access to your music (we call them a 'subscriber'), you can do one of two things:

  1. Share with them you artist URL including the access token (eg. https://promo.guru/artist-slug/7914B936) - they will just have to provide their email.
  2. Share with them your artist URL (eg. https://promo.guru/artist-slug) and an access token: they will then have to provide their email address and the access token.

Once a subscriber has done that, they will get a one-time link by email. Clicking on that will give them access to your promos. The subscriber will then appear under your 'Subscribers' tab. If you have a paid subscription you will be able to track what they download when.

From then on, the subscriber doesn't need to use your access token again - it's just to give them that initial access. They can simply log in to Promo Guru in future (again, using a one-time link - we don't use passwords).

Access tokens for paid users

If you have a paid subscription, access tokens can be set to expire on a certain date and you can create unlimited tokens.

Once a token expires, no one else can use it. All associated subscribers can still access your music however (you could then disabled the token, or manually disable them individually).

If you disable a token, no one else can use it - and you can choose whether to disable the associated subscribers or not. You can re-enable the token if you need (and any associated subscribers that are disabled).

Access tokens for free users

If you have a free account, you have a single access token - but this can be deleted if necessary so you can create another one. When delete a token, the associated subscribers still have access (but you can manually disable their access if you wish on the Subscribers tab).

Ideas on how to use Access Tokens

  • If a DJ features a track of yours in a mix or chart - send them a token. Make a connection, reward them for the exposure, and encourage them to support your other releases.
  • Create single-sided promo business cards with a link to your Promo Guru artist profile (eg. https://promo.guru/artist-slug). Before a gig, create a new access token and write it on a few business cards - you can then hand them out to other DJs and artists knowing that you can delete/reset the token if it gets used too many times. It also means your business cards can have you generic URL on, but you write custom access tokens as you go.
  • Send people a QR code to a token (eg. https://promo.guru/artist-slug/7914B936) - this will mean they only need to enter their email to access your promos.
  • Use them for a promo campaign on social media. You could give anyone who shares and comments on a particular post of yours access to your promos. You could make the token expire within 24hrs to prevent too many people using it.
  • If you do a live stream, include an access token (or QR code) for those who follow-it: you could limit their access to only bootlegs, or some other limited choice of your music, for example.
  • As an artist, you could use Promo Guru to quickly share your back catalogue with DJs and artists who support you - create a token to do this.
  • As an artist, you could use Promo Guru to share your latest unreleased material with a very small circle of trusted artists and DJs - create a token to do this.

How does Access Control work?

If you want have a paid subscription, you can control which tracks each access token has access to. There are 3 modes:

Master key: Anyone using this token will have access to all your tracks and releases, including anything new you publish.

By category: Control which category someone using the token will see. You could let only a small circle of trusted subscribers have access to unreleased material for example. If you add new tracks to a category, a relevant token will automatically have access to them.

By track: Choose the exact tracks someone using the token has access to. You might want to create a token to share a couple of very specific tracks with someone for example.

Note that the releases tab is just a different view of your music. So if you have given an access token access to a single track from a release, that release will be visible to those subscribers - but with just the one track in it.

Security and privacy

Is Promo Guru secure?

It's completely secure yes. Our API checks that only users who have the access token you've given them can download your music - and the actual download link remains completely hidden at all times. So unlike using Dropbox directly or WeTransfer, users cannot copy a download link and share it.

We also use magic links so you log in more securely without a password.

Why no password?

In order to log in, you provide your email and we send you a single-use login link via email. It's modern and more secure than having yet another password to remember.

Why can't I see my some of my subscribers' emails?

We give subscribers' the option to hide their email for privacy reasons. You'll only see them from people that are ok sharing their email with you. And don't get offended, okay? It's not that we don't trust you... we just want to respect our users' privacy and make sure that they feel comfortable actually signing up to use the site.

By the way, we're working on a system so you can email your followers automatically when new music is available. That's coming soon.

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