Manage club music, songs and storage

The Music screen brings together everything the club has saved in Music Studio. Here you can check available storage, organise your material and remove what you no longer need without accidentally losing an important track.

Available to clubs with Music Studio enabled.

Before you start

• Open Music from the club menu or, in the staff app, from Home → Shortcuts → Music Studio. In the dashboard, anyone with access is a manager and can edit or delete any music. In the staff app, only its author or a manager can do so; the Music Studio permission (enabled by default for Head coach, Assistant coach and Administration) is set individually.
• Availability depends on the club’s sport (gymnastics, skating, swimming and multisport include it) and on Clybo’ enabling it for your club.
• It works on computers, tablets and phones. In the dashboard, use Chrome, Edge or Firefox; Safari may have limitations.
• If you have not created any music yet, start with Build music for an exercise in Music Studio.

Step by step

1. Get to know the tabs

Music has three tabs:

• Projects: music that is being edited. Select New music to create one.
• Songs: audio files uploaded by the club.
• Exported: finished tracks saved using Save as exported music.

In the manager, selecting play prepares the music online and keeps it in memory while you listen. In Safari, if the download takes a while and playback does not start, select play again; it will use the prepared music. Stopping playback, changing music or leaving the screen releases that copy. The staff app has its own options for listening offline.

While a track is playing, in the manager, in the staff app and in the editor, the screen of your phone or tablet does not switch itself off. When you pause or the track ends, it goes back to switching off after the device’s usual timeout. On iPhone and iPad, iOS or iPadOS 18.4 or later is required.

All staff with access can see every project. Only its author or a manager can edit or delete it; everyone else can use Duplicate.

To prevent anyone accidentally changing a completed arrangement, its author or a manager can select Lock in the arrangement’s actions menu. A locked arrangement has a padlock next to its name. You can listen to, export and duplicate it, but cannot edit it, change its details or delete it. To edit it again, select Unlock in the same menu or in the editor notice.

2. Monitor storage

The quota indicator shows the space used, for example “X of N MB” (200 MB by default; Clybo’ can adjust this). When usage exceeds 80%, the Free up space button appears. When the club runs out of space, the status changes to No space and you cannot upload more songs until you free up storage. Each file can be up to 25 MB.

When you select Upload songs, each file appears at the top of the list with a progress bar: “Queued”, “Uploading… N%” and “Processing…”. When complete, it becomes another song in the list. The button is disabled while an upload is in progress.

Uploading requires a connection and the Music Studio permission, including in the staff app. Once saved, the file is available under Songs and in the editor’s Library. If an error appears even though the upload bar has finished, check Songs before trying again: upload progress alone does not confirm that the file was saved.

The uploaded file is kept even if you leave an arrangement without saving. Its position, trims and other arrangement changes require Save now in the editor. Leaving or reloading discards pending changes; when you reopen it with a connection, you will see the club’s latest saved version. See the saving step in Build music for an exercise.

In the editor, Undo and Redo restore up to the last 50 actions in the session, such as deleting a section, removing a song from the arrangement’s Library or changing a trim. Saving preserves this history, but leaving or reloading clears it. These buttons do not save the result automatically: if you see Unsaved, select Save now. Undo a change by mistake explains the controls and shortcuts.

On an iPhone, select MP3, WAV or M4A songs from Files. Save files you receive by email or messaging there first. If they are in iCloud, make sure you can download and open them.

You can also choose AAC, OGG (.ogg or .oga) and MP4 files with audio. If the browser cannot read the audio, the song will not upload and an error appears; you can continue with the other files.

3. Free up space

Under Songs, you will find columns including Size and Used in. Songs not used in any project are labelled Unused. Turn on the Unused filter to see them together and delete them to reclaim storage.

4. Delete a project

Before deleting a project or song, check what will be kept and deleted in What gets deleted with what, just below.

In the staff app

The staff app’s Music Studio has three sections: Arrangements, Songs and Exported. Under Exported, you can listen to and download completed music. Select New music to create an arrangement and Upload songs to add audio. The storage bar shows “X of N MB”. Under Songs, you can select Delete for songs you no longer need; the same dialogue warns you about affected projects. When creating an arrangement, the search lets a manager choose active athletes from the whole club and other staff choose athletes from the teams they coach.

Assign an arrangement to a gymnast or change its details

Under Arrangements, open the arrangement’s ⋯ menu and select Edit details, just as under Projects in the dashboard. This is available to the author or a manager while the arrangement is unlocked. If the menu shows Unlock, remove the padlock first and reopen the menu.

Under Performed by, search for and select the gymnast. Remove an assignment with the × next to their name. A manager can search active athletes from the whole club; other staff can search athletes from the teams they coach. You can also change the name, discipline, category, apparatus and group name. The names of athletes who have left the club are retained as history.

Select Save and wait until you see “Details saved”. The form saves only when you select that button; closing it discards pending edits. The audio does not change.

If the arrangement already has a track under Exported, it retains the gymnasts and other details from its last export. To update the assignment there and under the team’s Music, open the arrangement, select Export MP3 again and choose Save as exported music. See the full steps in Edit arrangement details.

To use the music in training, open a team session and select Music. You will see that team’s athletes’ music and the club’s songs, and can save them for offline use. See Listen to team music and save it for offline use.

During training, from the dashboard

In clubs that also have the training workspace enabled, the dashboard’s On the floor view suggests a queue made up of the tracks under Exported from the season for the gymnasts training at that time. From it you can also play songs from the Songs tab with Add music → From the club folder. The queue only plays: it does not upload, edit or delete anything, and whatever you change in Music is reflected when you open it again. See Prepare the day’s training and train on the floor.

An athlete’s music

To see everything for an athlete, open their profile and select the Music tab. It only appears if Music Studio is enabled for your club.

• Exported music: their tracks grouped by season, with the active season first and No season last. Each row shows a play button, apparatus, duration and date, and includes Download.
• Draft arrangements: below, projects that include them but have not yet been exported. Open arrangement takes you to the editor.
• If there is nothing, you will see “There is no music yet”.

What gets deleted with what

Removing a song from the editor’s Library removes it only from that arrangement. You can restore it with Undo while you remain in the session and it is among the last 50 actions. The following deletions are made from the Music screen and are not part of that history:

• Delete a project: its songs are deleted if they are not used in other projects; its exported track is kept. Under Exported, the row then shows “Project deleted · music only”.
• Remove a song in use: Clybo’ warns you about affected projects. If you confirm with Remove song and N tracks, those projects are also deleted; their exported tracks are kept.
• Delete an exported track: only that track is deleted; the project and its songs are unchanged.

Export again

Each project has one exported track. First save your arrangement changes with Save now, wait until you see Saved, then export it again. When you select Save as exported music, the new track replaces the previous one under Music. If you edit after preparing an export, the editor removes that earlier result and you must export again.

Changing details with Edit details also does not update a track that has already been exported. Export and save again so Exported and the team’s Music show the arrangement’s current name, apparatus or athletes.

If the track has already been submitted to a competition, the submitted music is not updated automatically. After exporting again, update it in the competition too.

Limits

• 25 MB per song; larger files are rejected before upload.
• 200 MB per club by default (Clybo’ can adjust this).
• One exported track per project.

If something does not work

• I cannot upload songs: the club has run out of music storage. Delete Unused songs or tracks you no longer need.
• A song shows “Unavailable”: it did not pass validation. Remove it under Songs and upload it again, preferably as an MP3.
• I cannot edit a project: only its author or a manager can do that. Select Duplicate to work on your own copy.
• The editor says “Arrangement locked”: the arrangement is locked. Its author or a manager can select Unlock; if you do not have that permission, use Duplicate.
• The menu only shows Duplicate and Unlock: the arrangement is locked. Select Unlock, wait for confirmation and reopen the menu to see Edit details.
• I changed the gymnast but the exported music is still the same: select Export MP3 again and choose Save as exported music; saving details only changes the arrangement.

Next step

If you are preparing another exercise, follow Build music for an exercise in Music Studio.