Missing a feedback deadline pauses active production on your project and releases our scheduled studio capacity to other work. Work resumes only once consolidated feedback is submitted and Operations & Client Services confirms the next available slot in our production schedule.
Immediate operational impact Xylora Studios operates on fixed production sprints allocated across our three departments: Technology, Creative, and Operations & Client Services. Because our team works strictly Monday to Thursday, 09:00 to 17:00 GMT, studio capacity is scheduled weeks in advance.
When a milestone review date passes without your feedback, production on your deliverables stops immediately. We do not proceed on assumptions, nor do we build speculative iterations. Leaving an unreviewed deliverable open ties up project infrastructure, so our team steps off the active task and takes up the next scheduled client deliverable in the queue.
Sequence of events when a deadline passes When a feedback deadline is missed, the process follows a strict operational path:
1. Production hold logged: At 17:00 GMT on the day the deadline expires, the task status changes to paused. Operations & Client Services logs the hold in your project tracking file. 2. Status notification: You will receive a notification via the Ask Xylo chat on this portal within our 24-hour response target, detailing that the review window has lapsed and current delivery dates are void. 3. Resource reallocation: The Creative or Technology team members assigned to your milestone are redeployed to active projects that have cleared review gates. 4. Submission receipt: Once your team collates and provides the required feedback, Operations & Client Services reviews it for completeness. 5. Rescheduling confirmation: Within 24 hours of receiving complete feedback (during our Monday to Thursday operating window), we issue a revised milestone timetable showing updated delivery dates.
Timeline slippage and scheduling realities A missed feedback deadline does not result in a simple one-to-one day slip. If feedback arrives three days late, delivery does not automatically move by three days.
Once a scheduled sprint expires, your project must wait for the next open gap in the relevant department's schedule. If the Creative team has moved into a scheduled build for another client, your project will re-enter the production queue behind existing commitments. Complex milestones requiring both Creative and Technology synchronisation may experience longer realignment periods because both teams must have simultaneous availability.
Pauses caused by late client feedback do not alter commercial terms. 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.
What you must supply to resume production To reopen a paused sprint, you must submit a single, comprehensive response rather than piecemeal remarks. Operations & Client Services requires the following before reallocating studio resources:
- A single consolidated document or reply: Divergent notes from multiple internal stakeholders will not be processed. All internal stakeholder consensus must be resolved before submission.
- Clear, actionable instructions: Reference specific screen numbers, asset names, or technical behaviours. Broad or conflicting statements require clarification, which prolongs the pause.
- Confirmed sign-off on previous items: Any dependent assets or approvals must be explicitly signed off to avoid downstream blockers.
- Portal submission: All notes must be submitted directly through the Ask Xylo chat on this portal to maintain an unbroken audit trail.
Extended delays and project archiving If feedback remains outstanding for an extended period without prior written agreement, Operations & Client Services moves the project from paused to archived status.
Archiving removes the project entirely from the rolling production queue to keep scheduling transparent for other clients. Reactivating an archived project requires a full review of available studio capacity. In instances where project parameters or assets have decayed or technical environments require fresh setup, reactivation may require an updated scope and timeline confirmation.
Milestone feedback checklist Before your review deadline arrives, run through this checklist to keep the sprint on schedule:
- [ ] Have all internal decision-makers reviewed the current iteration?
- [ ] Have conflicting internal viewpoints been resolved into one clear studio instruction?
- [ ] Are all requested changes specific, measurable, and tied to the agreed project scope?
- [ ] Has the response been uploaded to the Ask Xylo chat on this portal before 17:00 GMT on the deadline date?
- [ ] If you require more time, have you notified Operations & Client Services at least 24 hours prior to deadline expiry?