For staff

Staff Workflow

Review, approve, reject, and DM artists from Discord

Vektra gives staff a structured way to handle incoming demos without leaving Discord.

Pro and Pro+ teams can also review from the Vektra dashboard. Dashboard decisions update the database, DM the artist when approving or rejecting, and update the original staff card when the submission has Discord message references stored.

How submissions appear

When an artist runs /submit, a submission card is posted to your staff channel. Each card includes:

The artist's submitted info
Buttons for Approve, Reject, and DM
Pro quick-status buttons for common label workflow steps
A private staff discussion thread for that submission

The staff thread is where your team keeps notes, release logs, and any back-and-forth with the artist.

Browsing submissions

Command	What it does
`/queue`	Newest submissions still in queue
`/recent`	Newest submissions across all statuses
`/panel`	Admin browser with filters, pages, and refresh controls
`/status ticket_id:<id> new_status:<status>`	Update a submission's status

Reviewing from the dashboard

The dashboard is useful when staff wants a larger view of submissions, analytics, and tickets.

Approve or reject submissions from the web.
Send DMs to the submitter from a submission.
Export submission data as CSV.
Filter recent submissions and view analytics graphs.

When a dashboard approval or rejection is sent, the artist receives the same kind of DM they would receive from Discord buttons. For new submissions, Vektra also updates the original staff card in Discord so the decision buttons are no longer active.

Submission statuses

In Queue: not yet reviewed
Needs Review: flagged for a second listen
Shortlisted: on the shortlist
Processed: reviewed and handled internally
Contacted: staff has reached out to the artist
Signed: artist signed
Approved: demo accepted
Rejected: demo declined

Actions on a submission card

Approve

Marks the submission as accepted. If you've set up approval routing with /routing (Starter), it is automatically posted to your approved channel. The artist gets the configured approval DM (Starter: customize with /templates). Dashboard approvals behave the same way.

Reject

Marks the submission as rejected. Pro servers can use saved rejection reasons (/reasons), while Starter and above can customize rejection DM templates (/templates). Dashboard rejections also DM the artist.

Opens a DM to the artist directly from the bot. When the artist replies to that DM, their message and attachments are forwarded back into the matching staff thread. The DM button stays available after a submission is approved, rejected, or moved to another status.

Pro quick statuses

Pro submission cards include quick buttons for Review, Shortlist, Processed, Contacted, and Signed. These update the submission status without sending an approval or rejection DM.

Keeping release logs

Use the staff thread attached to each submission to log:

Decisions and reasoning
Mastering or release dates
Contracts sent
Anything else tied to that artist or track

Because the thread is linked to the submission, you can always find this history later.

DM reply forwarding

DM reply forwarding only works when the artist replies directly to the bot's DM message. Attachments are forwarded as Discord attachment links; the bot does not download or reupload files.

Pro-only staff tools

Pro unlocks deeper A&R tooling:

Staff notes (/note)
Reviewer assignment (/reviewer)
Shortlists (/shortlist, /shortlisted)
Quick status buttons for Review, Shortlist, Processed, Contacted, and Signed
Priority flags (/priority)
Demo ratings (/rate)
Saved rejection reasons (/reasons)
Weekly digest (/digest)
Analytics (/analytics)
CSV export (/export)

Starter unlocks branding, custom panels, templates, routing, and submission rules. See Plans for the full breakdown.