Client approvals at Xylora Studios are recorded as formal written confirmations submitted directly through the project portal or milestone documentation. Every stage sign-off is logged into the permanent project ledger by Operations & Client Services before any subsequent production stage begins.
The sign-off sequence
Production moves sequentially across agreed project milestones. To avoid ambiguity, the studio does not proceed with downstream development or delivery until the prior deliverable has been formally signed off.
1. Submission of deliverables: The Creative or Technology department delivers the milestone assets (for example, design prototypes, technical specifications, or staging builds) directly through the portal. 2. Review period: You inspect the deliverable against the agreed project scope. Any queries are routed via the Ask Xylo chat. 3. Submission of approval: You submit a clear, unequivocal written confirmation indicating that the deliverable is approved as presented. 4. Ledger entry: Operations & Client Services records the timestamped approval, updates the project schedule, and formally releases the next block of production time to the relevant production team. 5. Stage commencement: The next phase commences in accordance with the studio schedule.
Valid versus invalid approvals
To protect the integrity of the project schedule, the studio applies strict standards to what constitutes a valid approval record.
What is accepted - An explicit written statement submitted via the Ask Xylo chat stating complete sign-off of a named deliverable (for example: "Milestone 2 website staging build is approved"). - Completion and submission of a dedicated digital milestone acceptance form provided by Operations & Client Services. - Sign-off issued by the primary project contact designated during project onboarding.
What is not accepted - Verbal confirmations given during review calls or screen shares. - Conditional statements such as "This looks good to go, just change the typography and then proceed." - Silence or absence of feedback within a review window (the studio does not operate on deemed or passive acceptance). - Unilateral sign-offs from third-party contractors or non-authorised client personnel.
If conditional feedback is received, Operations & Client Services logs it as a revision request rather than an approval. Work on subsequent milestones remains locked until revisions are finished and an unconditional written approval is recorded.
Departmental responsibilities
Three studio departments interact with the approval record:
- Creative: Supplies source files, interface mockups, style guides, or brand materials for client review. Creative staff do not possess the authority to log official milestone sign-offs.
- Technology: Deploys code, builds, and integrations to staging environments for functional testing. Technology team members log technical sign-offs internally but rely on Operations & Client Services for formal client sign-off.
- Operations & Client Services: Manages the administrative audit trail. This department is exclusively responsible for requesting approvals, verifying the identity of the signatory, logging the timestamped entry into the studio tracking system, and releasing the next scheduled sprint.
Timings and operational impact
The studio operates Monday to Thursday, 09:00 to 17:00 GMT. Approval requests, reviews, and logs are processed strictly during these operating hours.
When a deliverable is presented for approval, the initial communication targets a first reply within 24 hours. Once your written approval is received, Operations & Client Services records the entry within normal operating hours and notifies the relevant technical or creative leads.
If an approval is submitted outside operational hours (for instance, on a Friday or over the weekend), it is queued and formally logged on the following working day (Monday at 09:00 GMT). Scheduled milestone dates shift day-for-day when an approval is delayed, as teams cannot be scheduled on downstream tasks without a recorded sign-off.
Disputed approvals and change requests
Once an approval is logged by Operations & Client Services, the milestone is considered locked. Any subsequent alterations to work that has already been approved require a formal change request.
If changes are requested post-approval, the studio evaluates the operational impact. Minor amendments may be scheduled if capacity allows, but substantive revisions will require a bespoke quote, issued within 48 hours of receiving a complete brief of the required changes.
Deposits are non-refundable once your production slot is held. Before work begins, sums not yet earned are refunded pro rata; after work begins, completed work and booked time are charged. Defects are fixed free of charge within the acceptance window. The full terms are on the Refund Policy page of the main site. An approved milestone confirms that services for that phase have been fully delivered and accepted. Discretionary exceptions are considered solely by the studio leadership.
Approval checklist
Before submitting your approval via Ask Xylo, ensure the following steps are complete:
- [ ] You have thoroughly reviewed all assets, staging links, or documentation against the project brief.
- [ ] All required internal stakeholders in your organisation have reviewed the deliverable.
- [ ] You have compiled any remaining amends; if changes are required, submit them as feedback rather than an approval.
- [ ] Your written message explicitly names the deliverable and confirms final, unconditional acceptance.
- [ ] The submission is made by the designated account lead.