A revision is counted as a single, consolidated batch of feedback submitted after a milestone deliverable is presented for review. Piecemeal comments, late additions, and contradictory notes are not treated as part of the same round and will either burn subsequent revision allowances or require a separate bespoke quote.
What constitutes a single revision round
Every project agreement defines a specific number of revision rounds allocated to each stage or deliverable. A revision round begins the moment the studio delivers a completed draft, prototype, or build for review, and it ends once our team confirms receipt of your consolidated feedback document.
To count as one round, your feedback must represent your organisation’s final, unified position. It must gather all internal stakeholder perspectives into a single submission. If individual members of your team supply isolated thoughts across several days, each distinct batch submitted after work has resumed is logged as an additional revision round, or held until current work finishes.
Minor typographical errors, standard bug fixes within written specifications, and technical adjustments required to meet the original brief do not consume revision rounds. Creative pivots, layout overhauls, or changes to copy that was previously approved are functional revisions and consume the round allocated to that milestone.
The revision sequence step-by-step
Revisions follow a controlled studio sequence managed by Operations & Client Services to maintain project momentum:
1. Milestone handover: The Creative or Technology department delivers the asset or staging link through the portal, with a notification detailing what feedback is required. 2. Internal collation: Your team reviews the asset against the agreed brief, compiling comments into one central document or markup thread. 3. Consolidated submission: You transmit the final feedback package via the Ask Xylo chat on the portal during operating hours (Monday to Thursday, 09:00–17:00 GMT). 4. Triage and acknowledgment: Operations & Client Services acknowledges the submission within our 24-hour first reply target, logs the revision round, and routes action items to the relevant department. 5. Implementation: Production teams execute the requested adjustments. No further inputs can be added to this active round once execution begins. 6. Return of revision: The studio re-issues the updated asset, marking the formal closure of that revision round.
Revisions versus scope changes
A revision refines what was already agreed in the initial scope of work. It does not accommodate new features, alternative visual directions after concept sign-off, or fresh structural additions.
If requested changes contradict the signed brief or require structural alterations to work that was previously signed off, the studio will identify this during initial triage. In these scenarios, the request is reclassified as out-of-scope. Operations & Client Services will pause production on that specific component and prepare a bespoke quote within 48 hours of receiving the amended brief. 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.
Failure cases and how to avoid them
Project schedules frequently stall when feedback discipline breaks down. The following common failure modes cause revision counts to be depleted prematurely:
- Piecemeal delivery: Sending observations via chat across multiple hours or days. The studio logs the first batch and schedules the work; any subsequent note arriving after work has commenced is counted as a separate round.
- Contradictory internal inputs: Submitting feedback from two department heads that conflicts. The studio will halt the round until your team provides a single, reconciled decision, which may affect production timelines.
- Scope creep masked as revisions: Asking for substantial asset restructuring under the label of an edit. If an edit requires undoing approved work, it cannot be processed within a standard revision allowance.
- Out-of-hours expectations: Submissions received outside Monday to Thursday, 09:00–17:00 GMT are queued. The 24-hour reply target applies from 09:00 GMT on the next standard working day.
Client checklist for submitting feedback
Before transmitting your feedback via Ask Xylo, ensure the following criteria are met:
- [ ] All required internal stakeholders have reviewed the deliverable.
- [ ] Conflicting comments between your team members have been resolved internally.
- [ ] Notes are collated into a single, clearly formatted list or marked-up document.
- [ ] The feedback addresses only the scope defined in the current milestone.
- [ ] All references cite exact page numbers, visual timestamps, or component IDs.
- [ ] The submission is sent through the portal chat during standard working hours.