Architects: a dated client approval at every stage of the project
Every stage waits for an approval, and the approval gets lost
You are designing a house extension for a couple. The three sketch designs went out by email; the answer came back on WhatsApp, from only one of them. The developed design was accepted over the phone one evening, and the planning application is waiting for a document from the residents’ association that nobody remembers asking for.
Then, while you are consulting contractors, the client has second thoughts about the width of the bay window. You search your inbox for the date they accepted the developed design, and in what form. Every stage rests on an approval you can only half find.
What Kolinea changes for you
Client choices
The chosen sketch design, dated and in the client’s name
One option per sketch, with the images attached to the question: your client chooses in the folder, and the answer no longer gets lost between two emails.
- Two to six options, single or multiple choice
- Sketches attached to the question
- Dated answer, visible to both parties
No more decisions found three weeks too late
Sign-off
Every stage approved, dated, in each person’s name
Submit the developed design, or the planning application before it goes in. Each client accepts or declines it from their phone.
- Couple or joint owners, each one answers
- Dated approval in each person’s name
- Nothing can be changed afterwards
A simple, dated approval, not a qualified e-signature
Appointments
Project presentations, scheduled in the folder
Offer several slots to present the sketch or the developed design. Your client chooses; the calendar invitation goes out with the practice’s address or the video link.
- Several slots, a single choice
- At the practice, on site or by video
- Calendar invitation on confirmation
A confirmed appointment comes with its calendar invitation
What Kolinea solves for architects
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Before: A decision made by email or text stays where it landed, and nobody can find it when it is time to act
Each choice put as a question with options, answered from a link, dated and filed in the folder.
See how -
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Kolinea also takes care of
Folder templates
Every project, ready in advance
The “House extension” template prepares the choice of sketch design, the approval of the developed design, the planning documents and the approval before submission, with their due dates.
- Planned items, in order
- Due dates that fit each folder
- Your own templates, shared with the team (Premium)
You write your requests once for all your clients
One folder per project, one approval per stage
Your clients come in through a link, with no account, and see at each stage what is expected of them. Your team works in the same folder, opened from the “House extension” template, which prepares the choice of sketch design, the approval of the developed design, the planning documents and the approval before submission.
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Sketch designs
A choice decision, one option per sketch, with the images attached to the same post. The client chooses; their answer is dated and carries their name.
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Developed design and planning application
Each submitted for sign-off. Each client accepts or declines it, with the date and their name, and nothing can be changed afterwards.
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Planning documents
Boundary plan, photos from the street, the residents’ association’s consent, each on its own line with a due date. You accept the document, or decline it and say why.
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Presentations and surveys
slots offered, at the practice, on site or by video call; the client picks one and receives a calendar invitation.
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Contractors consulted
Each is added as a participant, with limited access if you choose. They then read only the items that name or mention them.
Stages that move forward, approvals you can find again
The “waiting” view shows your clients what is expected of them, and shows you what is holding up the next stage. Reminders go out two days before the due date, on the day, the day after, then seven days later, until the request is dealt with. You add milestones (sketch design chosen, developed design approved, planning application submitted, handover): everyone sees the same progress.
Sign-off is a simple, dated approval in the person’s name; it does not replace the signed contract for your services. At handover, you close the folder: your clients and you can find the chosen sketch design, the accepted developed design and the date of every approval, for as long as your workspace exists.
Frequently asked questions
Another question?
Contact usYour workspace moves to the Free plan, with no time limit: 2 active folders at a time and 2 members. The trial asks for no credit card. Beyond 2 active folders, new folders wait until one is closed, or until you choose Premium.
During the Founding Members Offer, Premium is free for your workspace from the moment you reserve, no credit card needed, throughout the launch phase. You then keep the founding member price for life, as long as you stay subscribed: €6 excl. VAT a month, or €60 excl. VAT a year, instead of €9 excl. VAT a month or €84 excl. VAT a year. One subscription per workspace, with unlimited members and folders. Your clients never pay.
Premium free from today, throughout the launch phase, then up to −33% off for life
100 seats left out of 100 Reserve it from your workspace once signed up
Your ongoing folders carry on, and your clients keep access to closed folders for life, as long as your workspace exists. If you delete the workspace, everyone is notified by email 30 days beforehand and can download the export of their folders.
Not if your exchanges are one-off, with no follow-up: an email is enough. Nor if you need to invoice your clients, or a qualified electronic signature: Kolinea does not invoice, and its sign-off is a simple approval, dated and in the name of the person who gave it, with no value as a qualified signature. It keeps a record of what was accepted and when; if your document requires a qualified signature, you need another tool.
They have nothing to install or remember: they open their link and first see what you expect from them, on a phone or a computer.
Learn moreFrom their contact card, you generate a single-use link, to be opened within 24 hours, and a 6-digit code that you pass on yourself: the link by text or messaging app, the code by phone or in person. Their device is then recognised for your folders.
Learn moreEach trade shown here has its own folder template, with the usual requests already written: “Litigation” for a lawyer, “Year-end” for an accountant, “Rental listing” for a property manager, and so on. They are available on the Free plan; writing your own templates and adding custom fields (floor space, budget, property type…) is reserved for Premium.
Learn moreInvite your colleagues to your workspace: 2 members on the Free plan, as many as you like on Premium. Each one accesses the folders they work on; owners and admins see every folder, and the overdue items of the whole team.
Learn moreYes, free of charge. You open the folder, add your documents and create a free account with no password, then send them the link. They open the folder from that link, then claim it so they can reply; if nobody claims it, the folder is deleted after 30 days.
Your next folder, with nothing lost along the way
Not the right time?
Get the link by e-mail and pick up later, from your computer.
One e-mail only, and your address is not kept.