Managing Design Revisions and Approvals

Streamline your revision workflow and establish clear approval processes with clients.

Overview

Design revisions are a natural part of the creative process. Managing them effectively ensures client satisfaction while maintaining project boundaries and your creative vision. This guide covers best practices for handling revisions and getting clear approvals.

Understanding the Revision Process

Typical Revision Flow

Initial Design → Client Review → Feedback & Revisions → Updated Design → Final Approval

Stages:

1. Draft Stage: Initial concept, expect major feedback
2. Revision Stage: Refinements based on feedback
3. Final Review: Minor adjustments only
4. Approval: Client confirms design is final
5. Production: Ready for tattoo application

Types of Revisions

Setting Up Your Revision Policy

Define Your Process

Before Starting Any Project:

Communicate:

• Number of revision rounds included
• What constitutes a "revision" vs. "redesign"
• Timeline for each revision round
• Process for requesting changes
• How approvals work

Example Policy:

"Design process includes:

• Initial design presentation
• Up to 2 revision rounds for refinements
• Minor adjustments before final approval
• Final design must be approved before appointment

Major redesigns (new concept/style) are considered new projects."

Document the Agreement

In Your Project or Contract:

• Revision policy clearly stated
• Client acknowledges understanding
• Both parties have copy
• Reference during process

Why This Matters:

• Sets expectations
• Prevents scope creep
• Professional boundary
• Protects both parties

Step-by-Step Revision Workflow

Step 1: Present Initial Design

Upload to Project:

1. Complete initial design
2. Upload to project's Designs tab
3. Notify client it's ready
4. Include brief explanation of concept

Initial Presentation Message:

"Hi [Name]! I've uploaded the initial design to your project.

This concept incorporates [key elements you discussed].

Take your time reviewing it, and add any feedback using the

collaboration canvas. Looking forward to your thoughts!"

Step 2: Request and Collect Feedback

Methods:

Option A: Collaboration Canvas (Recommended)

• Client uses annotation tools
• Marks specific changes
• Visual, clear communication
• All feedback in one place

Option B: Chat/Message

• Client lists changes in project chat
• Text-based feedback
• Good for broad concepts
• Less precise for specific locations

Option C: Live Session

• Schedule review call
• Discuss and annotate together
• Real-time decisions
• Faster iteration

Guiding Client Feedback:

Send them these questions:

• What do you love about the design?
• What would you like to adjust?
• Are the size and placement correct?
• Is anything missing from your vision?
• How does this compare to your references?

Step 3: Categorize Feedback

Organize Client Requests:

Must-Have Changes:

• Critical to client's vision
• Technically feasible
• Within project scope
• Address first

Nice-to-Have:

• Minor improvements
• Optional adjustments
• Consider time/effort
• Discuss priority

Out of Scope:

• Major redesign requests
• Style changes
• New concepts
• Discuss separately

Step 4: Implement Revisions

Workflow:

1. Review all feedback thoroughly
2. Take screenshots of annotated canvas
3. Make approved changes to design
4. Save new version
5. Upload to project
6. Clear canvas annotations (optional - keep for reference)

Track Changes:

• Note what was changed
• Version numbering (v1, v2, v3)
• Date each version
• Brief change log

Example Change Log:

Version 2 (Jan 15, 2026):

• Increased line weight on rose outline
• Added shading to left petal
• Adjusted placement up 1 inch
• Enhanced leaf details

Step 5: Request Review of Revisions

Notification:

"Hi [Name]! I've uploaded the revised design (Version 2).

Changes made:

• [List specific changes]

Please review when you can and let me know if this

captures what you were looking for, or if any other

adjustments are needed. We're getting close!"

Step 6: Iterate or Move to Approval

If More Revisions Needed:

• Repeat Steps 2-5
• Track revision count
• Reference policy if approaching limits
• Communicate clearly

If Ready for Approval:

• Move to approval process (see below)

The Approval Process

Getting Final Approval

When Design is Ready:

Request Explicit Approval:

"Hi [Name]! I believe we've dialed in the design perfectly.

Before we move forward with scheduling your appointment,

I need your final approval.

Please review Version [X] one more time and confirm:

1. You're happy with the design
2. Size and placement are correct
3. You're ready to proceed to tattooing

Reply with 'APPROVED' when you're ready!"

Why Explicit Approval Matters:

• Clear milestone
• No assumptions
• Documentation
• Client investment
• Prevents last-minute changes

Documenting Approval

Record the Approval:

• Save client's approval message
• Note date and time
• Link to approved design version
• Add to project timeline

Update Project Status:

1. Mark design as "Approved"
2. Note in project overview
3. Lock design file (make copy if changes needed)
4. Move to scheduling stage

Approval Checklist

Before considering design approved:

• ✅ All requested revisions implemented
• ✅ Client has reviewed latest version
• ✅ Client confirmed satisfaction
• ✅ Size and placement confirmed
• ✅ Client understands design is final
• ✅ Ready to proceed to scheduling
• ✅ Approval documented

Managing Difficult Revision Situations

Scenario: Unlimited Revision Requests

Problem: Client keeps requesting changes beyond agreed rounds

Approach:

1. Acknowledge their vision matters
2. Reference revision policy
3. Explain current status (e.g., "We've completed 2 rounds")
4. Offer options:

• • Proceed with current design
  • Additional revision round (fee if applicable)
  • Schedule consultation to realign vision

Example Response:

"I want to make sure you're thrilled with your design! We've completed

2 revision rounds as outlined in our process. The design is really coming

together. Would you like to move forward with approval, or would you prefer

an additional revision round to fine-tune further? Happy to discuss options!"

Scenario: Client Requests Major Redesign

Problem: Client wants to change fundamental concept after seeing initial design

Approach:

1. Understand their concern
2. Clarify if it's refinement or new direction
3. Explain difference between revision and redesign
4. Present options

Example Response:

"Thanks for the feedback! It sounds like you're wanting to explore a

different artistic direction from what we initially discussed. That's

completely fine! This would be considered a new design concept rather

than a revision. I can absolutely create this new version. Let's schedule

a quick call to discuss the new direction and timeline."

Scenario: Conflicting Feedback Across Multiple Revisions

Problem: Client asks for changes, then wants previous version back

Approach:

1. Keep all previous versions accessible
2. Show side-by-side comparison
3. Help client articulate true preference
4. Guide decision-making

Example Response:

"I notice we're oscillating between two directions. That's okay -

it means we're close! I've saved both versions. Can we do a quick

comparison session? I'll show them side-by-side and we can identify

exactly what you like from each. Then we'll combine the best elements."

Scenario: Last-Minute Changes After Approval

Problem: Client approved design but now wants changes before appointment

Approach:

1. Stay calm and professional
2. Assess if change is minor or major
3. Consider timing (how close to appointment?)
4. Present options clearly

Example Response - Minor Change:

"No problem! That's a quick adjustment I can make before your

appointment on [date]. I'll have the updated version ready by [date]."

Example Response - Major Change:

"I understand you'd like to make this change. Since we've already

approved the design, this would require creating a new stencil and

additional design time. Given your appointment is on [date], we have

two options:

1. Proceed with the approved design
2. Reschedule to allow time for this revision

What works best for you?"

Best Practices

Communication Best Practices

Be Responsive:

• Reply to feedback within 24 hours
• Set expectations if you need more time
• Keep client updated on progress

Be Clear:

• Use specific language
• Avoid assumptions
• Confirm understanding
• Document agreements

Be Professional:

• Stay positive and collaborative
• Don't take feedback personally
• Guide with your expertise
• Maintain boundaries respectfully

Design Version Management

Organization System:

project-name-v1-initial.png

project-name-v2-rev1.png

project-name-v3-rev2.png

project-name-v4-final-approved.png

Why Version Naming Matters:

• Easy to track progress
• Can reference specific versions
• Client can see evolution
• Prevents confusion

Timeline Management

Set Clear Timelines:

• Initial design: [X days after deposit/consultation]
• Revision turnaround: [X days per round]
• Final approval deadline: [X days before appointment]
• Stencil preparation: [X days before session]

Example Timeline:

Week 1: Initial design delivered

Week 2: First revision completed

Week 3: Second revision (if needed)

Week 4: Final approval

Week 5: Stencil printed, appointment scheduled

Feedback Management

Make it Easy for Clients:

• Provide clear instructions
• Offer multiple feedback methods
• Give examples of useful feedback
• Respond to feedback quickly

Guide Their Feedback:

Good Feedback Examples: ✅ "Make the rose petals more defined" ✅ "Increase line weight on the outer border" ✅ "Add more shading to create depth"

Poor Feedback Examples (and how to improve): ❌ "Make it better" → Ask: "What specifically would you like improved?" ❌ "It's not right" → Ask: "Can you show me what feels off?" ❌ "Something's missing" → Ask: "What element would you like to add?"

Client Education

Setting Expectations from Start

During Initial Consultation:

1. Explain your design process
2. Describe revision stages
3. Show examples of typical revisions
4. Clarify approval process
5. Answer questions

Managing First-Time Clients:

• More explanation needed
• May not know what to expect
• Guide them through feedback
• Educate about tattoo design constraints

Teaching Effective Feedback

Share This With Clients:

How to Give Helpful Feedback:

• Point to specific areas
• Explain what you'd like different
• Share reference images if helpful
• Ask questions if unsure
• Trust artist's guidance on feasibility

What Not to Do:

• Don't say "I'll know it when I see it" (be specific)
• Don't ask for changes that contradict earlier requests
• Don't wait until approved to mention concerns
• Don't request changes without explaining why

Revision Policy Templates

Basic Policy

Design Process:

1. Initial design presentation
2. Client feedback via collaboration canvas
3. Up to 2 revision rounds included
4. Minor adjustments before final approval
5. Client approves final design
6. Appointment scheduled

Revisions vs. Redesigns:

• Revisions = refinements to existing concept
• Redesigns = new concept/style = new project

Timeline:

• Initial design: 7 days after consultation
• Revisions: 5 days per round
• Final approval: 1 week before appointment

Detailed Policy

Revision Policy:

Included Revisions:

• 2 revision rounds for refinements
• Minor adjustments at approval stage
• Revisions must be within original concept scope

What Counts as a Revision:

• Adjusting size, placement, or composition
• Modifying details, shading, or elements
• Refining linework or proportions
• Adding/removing small elements

What Counts as a Redesign (New Project):

• Changing overall style (e.g., geometric to realistic)
• Completely different subject matter
• Major conceptual overhaul
• Starting from scratch

Additional Revisions:

• Available if needed beyond included rounds
• [Fee structure if applicable]
• Timeline may extend

Approval:

• Client must explicitly approve final design
• No changes after approval without fee/rescheduling
• Approved design locked for appointment

Tools and Tips

Using Apprentice Features

Project Timeline:

• Track all revisions
• View design evolution
• Note approval dates
• Document communication

Design Versions:

• Upload each version to project
• Clients see full history
• Easy comparison
• Clear progression

Collaboration Canvas:

• Visual feedback
• Precise annotations
• Real-time collaboration
• Clear communication

Project Chat:

• Ongoing communication
• Quick questions
• Feedback documentation
• Approval requests

External Tools

Design Software:

• Keep layered files (Photoshop, Procreate)
• Easy to make adjustments
• Non-destructive editing
• Version control

Reference Collection:

• Save all client references
• Your style examples
• Technical reference
• Easy to revisit

Project Management:

• Calendar reminders
• Deadline tracking
• Client follow-ups
• Status updates

Updated on: 16/01/2026