Documentation

Introduction

RightsLoop is a modern platform built to simplify how rights are licensed, managed, and enforced in a digital-first world. Whether you’re a creator, business, or rights holder, RightsLoop provides the tools to securely grant licenses, track usage, and maintain clear, enforceable agreements—all in one place. By combining intuitive workflows with legally structured documentation, RightsLoop eliminates the friction traditionally associated with rights management, helping users move faster, stay compliant, and retain full control over their intellectual property.

What you can do

With RightsLoop, you can seamlessly create, manage, and enforce licenses without the complexity of traditional legal workflows. Grant rights to your content with clear terms, request permission from other rights holders, and generate legally structured agreements in minutes. Track every license across your organization, control who has access and authority, and maintain a complete audit trail of all activity. From initial request to final payment, RightsLoop brings the entire licensing lifecycle into one streamlined platform—so you can focus on creating and doing business, not chasing paperwork.

Core concepts

Organization (Workspace)

An Organization is the central workspace where all licensing activity is managed. It represents a company, team, or individual entity and serves as the container for licenses, agreements, content, and members. Within an Organization, you can invite users, assign roles and permissions, and control who can create, view, or manage licenses. All actions—such as granting rights, requesting licenses, and tracking agreements—are performed within the context of an Organization, ensuring structure, security, and clear ownership across your operations.

Member

A Member is any user who belongs to an Organization, including the user who initially creates it. Every Organization starts with at least one Member—the creator—who typically has full administrative access. Additional Members can be invited and assigned roles and permissions that determine what they can view or manage within the Organization. All actions taken within RightsLoop—such as creating licenses, sending agreements, or managing settings—are performed by Members within the context of an Organization, ensuring clear ownership, accountability, and controlled collaboration.

License

A License is the agreement between parties that defines what rights are being granted and under what terms. Within RightsLoop, a License is represented as a structured record that captures the key elements of that agreement—such as usage scope, duration, territory, exclusivity, and compensation. This structured License is used to generate a formal License Agreement, which is the legally executed document signed by the parties.

License Offer

A License Offer is a proposal initiated by a rights holder to grant specific rights to an Asset under defined terms. It outlines the scope of rights being offered—including permitted uses, channels, geography, duration, and consideration—and is presented to a prospective licensee for review and acceptance. A License Offer allows the licensor to proactively define the terms under which their content can be used, creating a clear and structured path toward agreement.

License Request

A License Request is initiated by a prospective licensee seeking permission to use an Asset under specified terms. It communicates the intended use—including permitted uses, channels, geography, duration, and proposed consideration—and is submitted to the rights holder for review and approval. A License Request allows the licensee to express their needs upfront, enabling the licensor to evaluate, modify, or accept the proposed terms and move toward a finalized License.

Licensor

The Licensor is the individual or entity that owns or controls the rights to an Asset and has the authority to grant those rights to others. Within RightsLoop, the Licensor defines the terms under which the Asset may be used, including permitted uses, channels, geography, duration, and consideration. The Licensor is responsible for ensuring they have the necessary rights to license the Asset and for granting those rights in accordance with the agreed-upon License.

Licensee

The Licensee is the individual or entity that is granted rights to use an Asset under the terms of a License. Within RightsLoop, the Licensee agrees to use the Asset only as permitted—based on defined uses, channels, geography, duration, and any other conditions outlined in the License. The Licensee is responsible for complying with all terms of the agreement, including any restrictions or obligations tied to the granted rights.

Asset

An Asset is any piece of content or intellectual property that is being licensed through RightsLoop. This can include images, videos, audio, documents, or any other media subject to rights management. Assets are the underlying items to which rights are granted, and they are referenced within a License to define exactly what content is covered by the agreement. By organizing Assets within an Organization, RightsLoop ensures clarity, traceability, and control over what is being licensed across all transactions.

Rights

Rights define the specific permissions granted over an Asset within a License. They determine how, where, and for how long an Asset can be used, and under what conditions. This can include factors such as usage type (e.g., commercial, editorial), duration, geographic territory, exclusivity, and any restrictions or limitations. Rights are the core components that shape a License, allowing each agreement to be precisely tailored while ensuring both parties have a clear and shared understanding of what is permitted.

Permitted Uses

Personal Use

Use of the Asset for non-commercial, individual purposes with no business or revenue-generating intent.

Internal / Corporate Use

Use of the Asset within a business or organization for internal purposes, such as presentations, internal communications, or training materials, without external distribution.

Editorial Use

Use of the Asset in a journalistic or informational context, such as news articles, documentaries, or blogs, typically without implying endorsement.

Commercial Use

Use of the Asset for promotional, advertising, or revenue-generating purposes, including marketing campaigns, product packaging, or paid media.

Channels

Channels define the specific platforms, mediums, or distribution methods through which an Asset may be used under a License. As a component of Rights, Channels provide clarity on where and how the content will appear—whether that be digital, print, broadcast, social media, or other forms of distribution. Each Channel is standardized with a defined title and description to ensure consistency across licenses, while still allowing flexibility in how rights are granted. By explicitly selecting Channels within a License, both parties gain a precise understanding of the permitted distribution scope, reducing ambiguity and strengthening enforceability.

Owned Websites

Use of the Asset(s) on websites, microsites, landing pages, or other web properties owned or directly controlled by Licensee, including updates and archival display within such properties.

Owned Email Communications

Use of the Asset(s) in email communications distributed by Licensee, including newsletters, announcements, and promotional email campaigns sent to Licensee’s subscriber or customer lists.

Owned Applications

Use of the Asset(s) within mobile, desktop, or web-based applications owned or directly controlled by Licensee, including display within application interfaces and related in-app content.

Organic Social Media

Use of the Asset(s) in non-paid posts, stories, or similar content published on social media accounts owned or controlled by Licensee.

Paid Social Media Advertising

Use of the Asset(s) in paid or sponsored social media advertisements distributed via social media platforms, including promoted posts and targeted advertising placements.

Digital Advertising (Non-Social)

Use of the Asset(s) in online digital advertising placements outside of social media platforms, including display advertising, banner advertisements, search engine marketing, programmatic advertising, and similar paid digital placements.

Broadcast and Streaming Media

Use of the Asset(s) in television, radio, streaming platforms, and similar audiovisual broadcast or digital streaming advertisements or programming.

Print Media

Use of the Asset(s) in printed materials, including magazines, newspapers, brochures, catalogs, direct mail, and similar physical print publications.

Out-of-Home (OOH) Advertising

Use of the Asset(s) in out-of-home placements, including billboards, transit advertising, street posters, public signage, digital outdoor displays, and similar publicly displayed advertising media.

Product Packaging

Use of the Asset(s) on product packaging, labels, inserts, or related product materials associated with goods offered for sale by Licensee.

Retail and Point-of-Sale Display

Use of the Asset(s) in retail environments, including in-store signage, point-of-sale displays, shelf talkers, window displays, and related promotional materials within physical commercial locations.

Event and Trade Show Display

Use of the Asset(s) in connection with live or virtual events, including trade shows, conferences, exhibitions, booths, presentations, stage displays, and related event marketing materials.

Geography

Geography defines the geographic scope within which an Asset may be used under a License. As a component of Rights, it establishes where the permitted use is valid—whether limited to a specific city, state, or country, or expanded to regional or worldwide usage. Clearly defining Geography ensures that both parties understand the territorial boundaries of the License, helping prevent unauthorized use outside the agreed-upon areas. This allows licenses to be tailored based on distribution needs, audience reach, and pricing considerations, while maintaining precise control over where content is used.

Consideration

Consideration refers to what is exchanged in return for the rights granted under a License. It can take the form of monetary payment, non-monetary value, or a combination of both. Monetary consideration typically includes fixed fees, royalties, or other financial compensation, while non-monetary consideration may include credit, exposure, services, or other agreed-upon benefits. Clearly defining consideration ensures that both parties understand the value being exchanged, helping establish transparency, alignment, and enforceability within the License.

Acceptance

Acceptance is the act by which the parties agree to and formally enter into a License and its corresponding License Agreement. It typically occurs when the involved parties review the terms and indicate their agreement through a clear affirmative action, such as an electronic signature or other recorded confirmation. Acceptance signifies mutual assent to the defined rights, obligations, and consideration, making the agreement binding and enforceable. RightsLoop records and timestamps acceptance events to provide a verifiable audit trail of when and how each party agreed to the License.

Granting a license

Granting a license begins with the Licensor (rights holder) creating a new license order within the platform. The process guides you through each required section to define the parties, assets, rights, and terms of the transaction before the License Agreement is signed and sent to the Licensee.

STEP 1: Basic Information

License Title — Enter a unique title for the license so it is easy to identify and reference later.
Offer Expiration — Set the date on which the offer will expire. The platform defaults to 5 calendar days, but you can choose an earlier or later expiration date.
Licensee — Select the person or company receiving the rights. You can choose an existing contact or enter the contact details for the individual who will sign the agreement.

STEP 2: Assets

Upload Assets — Upload all files that are being licensed as part of the transaction.
AI Generated — Indicate whether none, some, or all of the included assets were created or modified using AI. If you select “some,” you will identify the applicable assets individually.
Text Attribution — Specify whether attribution is required in text format and, if so, how it should appear. You may choose no text attribution, apply one attribution to all assets, use the IPTC Credit Line embedded in image metadata, or set attribution on a per-asset basis.
Social Attribution — Require attribution on social media when the assets are used. If enabled, at least one social handle must be provided.

STEP 3: Rights

In the Rights section, you will define the core terms governing how the assets may be used.

Permitted Use — Select the allowed use categories for the assets: Personal Use, Internal / Corporate Use, Editorial Use, and/or Commercial Use.
Term — Define the duration of the license. You may choose Perpetual, Fixed Term, or Until Specific Date.
Exclusivity — Specify whether the license will be exclusive or non-exclusive.
AI Training — Indicate whether the Licensee is permitted to use the assets for training machine learning or AI models.

STEP 4: Channels

The Channels step applies only when Editorial Use and/or Commercial Use is selected in the Rights section. Select all distribution channels through which the assets may be used.

STEP 5: Geography

The Geography step applies only to licenses that include Editorial Use and/or Commercial Use. Select the geographic regions where use of the assets will be permitted, or select Global if no geographic restriction will apply.

STEP 6: Releases

In the Releases step, upload any applicable releases or certify that no releases are required for the licensed assets.

STEP 7: Consideration

In the Consideration step, you will define what the Licensor will receive in exchange for the rights granted under the license. Consideration may be monetary, non-monetary, or a combination of both.

STEP 8: Agreement

In the Agreement step, you will review the draft License Agreement, choose who will pay the platform fee, complete the agreement details, electronically sign the agreement, and send it to the Licensee for review and acceptance.

Requesting a license

Requesting a license begins with the Licensee (requesting party) creating a new license request within the platform. The process guides you through defining the intended use, scope, and terms of the request before it is sent to the Licensor for review, completion, and approval.

STEP 1: Basic Information

License Title — Enter a unique title for the request so it is easy to identify and reference later.
Request Expiration — Set the date on which the request will expire. The platform defaults to 5 calendar days, but you can choose an earlier or later expiration date.
Licensor — Select the person or company that owns or controls the rights to the assets. You can choose an existing contact or enter the contact details for the appropriate party.

STEP 2: Assets

Provide Asset Details — You may upload the assets directly, upload reference files (such as previews or examples), or describe the assets in text.
Licensor Completion — If the assets are not uploaded as part of the request, the Licensor will upload and confirm the applicable assets when reviewing the request.
AI Generated — Indicate whether none, some, or all of the assets are believed to be created or modified using AI, if known.
Text Attribution — Specify whether attribution is expected and, if so, how it should appear.
Social Attribution — Indicate whether social media attribution (tagging or mentioning) is expected when the assets are used.

STEP 3: Rights

In the Rights section, you will define the intended scope of use for the requested license.

Permitted Use — Select the intended use categories: Personal Use, Internal / Corporate Use, Editorial Use, and/or Commercial Use.
Term — Define the requested duration of the license (Perpetual, Fixed Term, or Until Specific Date).
Exclusivity — Indicate whether you are requesting an exclusive or non-exclusive license.
AI Training — Specify whether you intend to use the assets for training machine learning or AI models.

STEP 4: Channels

The Channels step applies only when Editorial Use and/or Commercial Use is selected. Select all channels through which you intend to use the assets.

STEP 5: Geography

The Geography step applies only to requests that include Editorial Use and/or Commercial Use. Select the geographic regions where you intend to use the assets, or select Global if no restriction is intended.

STEP 6: Releases

In the Releases step, indicate whether releases are required for your intended use. The Licensor will review and confirm or provide the appropriate releases as part of the approval process.

STEP 7: Consideration

In the Consideration step, you may propose what you are offering in exchange for the requested rights. Consideration may be monetary, non-monetary, or a combination of both, and is subject to review and acceptance by the Licensor.

STEP 8: Agreement

In the Agreement step, the Licensor will review the request, finalize the terms, upload or confirm the assets (if not already provided), and generate the License Agreement. Once prepared, the agreement will be sent for review and acceptance by both parties.

Documentation

Contents

Introduction

What you can do

Core concepts

Organization (Workspace)

Member

License

License Offer

License Request

Licensor

Licensee

Asset

Rights

Permitted Uses

Personal Use

Internal / Corporate Use

Editorial Use

Commercial Use

Channels

Owned Websites

Owned Email Communications

Owned Applications

Organic Social Media

Paid Social Media Advertising

Digital Advertising (Non-Social)

Broadcast and Streaming Media

Print Media

Out-of-Home (OOH) Advertising

Product Packaging

Retail and Point-of-Sale Display

Event and Trade Show Display

Geography

Consideration

Acceptance

Granting a license

Requesting a license

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