This article builds on the Collaborative Scheduling Overview and covers what to do when a client proposes alternative fieldwork dates instead of accepting the reservation request you sent them.
1. What To Do When a Client Proposes Alternative Dates
When the client proposes alternative dates, the engagement's Schedule Status is automatically updated from Pending Confirmation to Alternative Proposed, and you'll receive a detailed email notification.
Click the View Schedule button in the email to navigate to the engagement and review the details of their proposal in Scheduling:
- Click Accept to confirm the client's proposed dates as-is; or
- Click Propose Alternative to counter their proposal with new dates of your own
2. Accept or Counter the Client's Proposed Dates
When you accept the client's dates as-is, the Fieldwork Start, Fieldwork End, and Deliverable Due dates on the engagement update to match the client's proposal. At the same time, the Schedule Status automatically updates from Alternative Proposed to Scheduled, and an automatic confirmation email notification is triggered.
- or -
If the client's dates won't work, you can counter the client's proposed dates with new dates of your own.
- Change the Fieldwork Start, Fieldwork End, and Deliverable Due date fields at the top of the pane with the dates you'd like to propose.
- Fill in the required Reason field with context for the client. This message is sent with the new dates and helps the client understand why you're proposing a change.
- Click Save and Send.
When you click Save and Send, the engagement status reverts from Alternative Proposed to Pending Confirmation, and the client receives a fresh reservation request via email with the new dates and the corresponding explanation. The coordinating can continue this way as needed, with all activity logged in the Scheduling History.
Cancel backs out of the counter-proposal form without sending anything. The client's proposed dates remain in the card, and the Schedule Status stays at Alternative Proposed.
3. Override the Schedule Status
If circumstances change at any time or after an engagement is Scheduled, you can override the workflow.
- Change the Schedule Status back to Queued or Reserved.
- Update the Fieldwork Start, Fieldwork End, or Deliverable Due dates to your new proposed dates.
- Click the Send Reservation button next to the client user you want to confirm. A new reservation email is sent, and the engagement status updates to Pending Confirmation.
Every step of the workflow is logged within the Scheduling History alongside the original sequence, so there's a complete record of all changes.