Xylora Studios controls concurrent project volume strictly across its three departments to maintain delivery standards and operational focus. Active project counts are governed directly by resource availability within Technology, Creative, and Operations & Client Services, scheduling work into confirmed production slots rather than operating an open-ended queue.
Capacity management across departments
Rather than taking on unlimited simultaneous assignments and diluting attention, our studio operates on finite production allocations. Every engagement requires direct input from at least two of our three core departments: Operations & Client Services oversees project management and scheduling, while Technology and Creative handle development, design, and technical infrastructure.
Capacity is calculated based on standard operating hours: Monday to Thursday, 09:00 to 17:00 GMT. The studio does not operate on Fridays or weekends. Within those hours, each team member is assigned a specific number of concurrent deliverables. Once that allocation is filled, new work cannot start immediately; it is scheduled for the next available production window. This prevents split focus, protects code and design quality, and ensures delivery dates remain dependable for work currently in flight.
Intake sequence and securing an active slot
Projects transition through a formal progression before entering the active roster:
1. Inquiry and initial brief: The client submits a project overview via the portal or initiates a dialogue through the Ask Xylo chat. Our first reply target is within 24 hours during working days. 2. Assessment and quotation: Operations & Client Services reviews the specifications. Standard package work is priced directly on the packages page. For custom engagements, bespoke quotes are issued within 48 hours of receiving a complete brief. If the project originates from an ambassador introduction, any confirmed referral discount (typically 10% to 30%) is calculated and stated in writing on the quote. 3. Deposit and slot allocation: To secure an active production slot, the client must approve the quote and clear the required deposit. 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. Booking a slot formally enters the project into the production schedule. 4. Kickoff and departmental handover: At the agreed start date, the project shifts to active status. The lead department (Technology or Creative) begins execution, coordinated by Operations & Client Services.
What the client must supply
An active slot cannot be utilised effectively without prompt supply of materials from the client side. To begin and remain in active status, clients must supply:
- Complete copy, creative assets, and visual guidelines prior to the agreed kickoff date.
- Required access permissions, such as repository access, hosting panels, CMS logins, or third-party API keys needed by the Technology team.
- A designated point of contact with decision-making authority who is reachable between Monday and Thursday, 09:00 to 17:00 GMT.
- Written feedback on deliverables within the turnaround windows stipulated in the project schedule.
Failure cases and schedule delays
When a client fails to provide mandatory assets or review sign-offs within agreed timescales, the project cannot remain active. Because our concurrent project limit is strict, holding an active slot open for an unresponsive or blocked project would prevent other clients from progressing.
In these instances, the following steps occur:
- Project pausing: Operations & Client Services will issue formal notice via the portal and place the project on hold. Internal resources are immediately reassigned to other scheduled work.
- Loss of active window: Pausing a project forfeits its reserved production slot.
- Rescheduling: When the missing materials or approvals are finally supplied, the work is not immediately resumed. Instead, it is placed into the next available opening in the studio schedule.
- Commercial terms: Pausing or delaying an engagement does not qualify for a refund.
Production readiness checklist
Before an engagement can be assigned an active production slot, verify that the following requirements are fulfilled:
- [ ] Scope finalised via the packages page or through a bespoke quote.
- [ ] Any referral discounts confirmed in writing on the quotation.
- [ ] All required assets, copy, and access credentials uploaded.
- [ ] Client contact availability aligned with studio hours (Mon–Thu, 09:00–17:00 GMT).
- [ ] Direct communication channel established via the Ask Xylo chat.