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A legally-protected piece of intellectual property is represented in Brainbase by a property (learn more here).

A property has a single owner, which will be able to license it out, manage, and monitor all the licensing business related to it. It can also be used by any licensee or agent that has leased the rights for it.

This houses all the individual properties submitted into the system.

Used when issuing contracts to licensees and when reporting sales (if necessary, i.e. contracts with multiple properties).

You'll want to start by adding your properties to Brainbase – learn how to add a property by following the steps in the guide here. 

Properties Overview

Adding a Property

Lists all of your associated licensees, agents, and/or licensors (depending on your company type). 

Enter any contacts as part of a company.

You will need to enter a company prior to entering a contract. Learn how to do that here.

Companies Overview

Adding a Company

Here is where your contract data is stored.

This data is used in calculating sales reports to provide you with analytical sales reports (see 'Sales Reports' section in this guide for more details).

A licensee or agency must be tied to one or more of your contracts within Brainbase. 

Before you begin – have you added the licensee you would like to create the contract for? If not, see the instructions in the guide here on how to add a company. 

After adding your properties and companies to Brainbase follow the steps in the full guide here.

Contracts Overview

Adding a Contract

This is where licensees can submit sales reports for royalty processing.

This can be entered by internal users or by licensees invited to join Brainbase, learn how to invite licensees here.

Prior to uploading a sales report in Brainbase, your contract must be added first – learn how to add a contract here.

If you would like to use our 'Brainbase Sales Report Master Template,' click here to see how you can download it. 

Sales Reports Article Collection (all articles)

Submitting a Sales Report (full step-by-step guide)

Resolving Errors

How to Know When a Sales Report is Due

Sales and Royalty Report Template

Submissions are the most customizable and collaborative feature within Brainbase. You can personalize your submission settings to reflect the way your team works.

This is where licensees submit designs for products, packaging, etc. 

Set-up for this is controlled in 'Company Settings' (accessed by clicking the lower-left profile image) under 'Submission Settings.'

Before diving in, if you are a licensor with admin access, the first thing you might want to do is set up your submission settings. 

Within 'Submission Settings,' you can set up custom 'Submission Workflows' to define which stages you want for every product type. Whenever you approve one stage, the submission moves to the next one.

To get started, click here to see how to access your submission settings.

We recommend setting up your 'Submission Routings,' first - learn how here. 

For more context, click here to see an overview of how 'Submission Workflows' work in Brainbase.

To add submission approvers, follow the steps in this guide here. To add submission reviewers, follow the steps in this guide here.

Keep in mind, you also have the option to use the Brainbase default 'Submission Settings.' Learn about all of our 'Submission Settings' here.

Manufacturers (if required by the licensor) add an extra layer of credibility and accountability to the product-approval process. 

But first – in order to add a submission for a certain property, that property must be added to Brainbase first. See instructions on how to add a property here.

After you add your property to Brainbase, follow the steps in this guide to add a submission or watch a quick video tutorial below:

Utilize our powerful collaboration tools like precise image-based commenting for speeding up your product approval process. Learn more here.

Submissions Article Collection (all articles)

Submission Settings Overview

Adding a Product Submission

Precise image-based commenting on submissions

Submission Approvers

Adding a Manufacturer as a Licensee

Managing Manufacturers as a Licensor

The 'Digital Assets' tab allows you to securely store all of your brand assets and digital files that you can easily share with your team. 

You have the ability to set specific file permissions to enable sharing with certain companies or outside third parties. 

We support all file types, including embedded audio and video streaming, as well as bulk file uploading and ZIP file decompression.

Box® Integration & State-of-the-art Security

1 Terabyte of Data Included

Digital Assets Article Collection (all articles) 

Set Up Users: Invite your team or other internal users to the Brainbase platform and assign 'Roles' to those users. 

To learn how to create a role, click here (use 'Administrator' for testing).

To update your user profile settings click here.

If you have Admin access, you can update your company profile settings here.

Invite your Team

Explaining User Roles

How to Add a User Role

Update User Profile Settings

For testing, you can your demo account login for submissions testing during this round to see how the licensee enters information.

Data entered here will not carry over to the production site.

Demo Site Login URL: https://demo.brainbase.com/

Production site, where licensees enter sales reports and submissions.

Enter live contract data here.

Live Site Login URL: https://app.brainbase.com/