This guide outlines the professional standards that keep PencilCase fair, transparent and easy to use for everyone.
Whether you are a freelancer or a studio, following these best practices ensures smooth communication, reliable bookings and mutual respect across the creative network.
👩🎨 For Freelancers
🗓️ Keep your calendar accurate
- Update your availability regularly.
- Release blocks or pencils you no longer need.
- Keep your schedule clear so studios can plan confidently.
⚡ Respond quickly to pencils and challenges
- Reply as soon as possible, even with a short update.
- Fast responses keep projects moving.
- Consistent communication builds trust and reliability.
🎯 Manage holds responsibly
- Release 2nd pencils once you accept a 1st pencil.
- Keep your calendar reflective of real commitments.
🚫 Use Do Not Disturb (DND) honestly
- Only enable DND for genuine downtime.
- Do not use it to hide availability.
- Transparency keeps scheduling fair.
- Avoid holding multiple jobs across the same dates.
💬 Stay professional in tone
- Keep messages polite, concise and clear.
- Confirm details explicitly to avoid misunderstandings.
- Treat all communication as part of your professional reputation.
🏢 For Studios
🎬 Avoid unnecessary pencils
- Only pencil talent you are seriously considering.
- Avoid blocking freelancers pre-emptively.
- Reduces clutter and improves overall scheduling accuracy.
🔓 Release unused holds quickly
- Free up time slots when plans change.
- Helps freelancers find replacement work.
- Builds trust and strengthens relationships.
✅ Confirm only when internally cleared
- Ensure approvals are final before confirming.
- Avoid pulling back after confirmation.
- Keeps relationships smooth and predictable.
🤝 Respect freelancer boundaries
- Honour DND settings and time zones.
- Respect working hours and agreed terms.
- Avoid overbooking or pressuring freelancers.
💬 Communication & Etiquette
⚔️ Challenge politely
- Provide context when challenging a hold.
- Explain urgency and timelines clearly.
- Be respectful, collaboration matters.
❗ Handle cancellations transparently
- Notify the other party immediately when plans change.
- Do not silently drop holds.
- Fast updates keep the whole system accurate.
🧭 Quick summary
- Keep calendars current and visible.
- Communicate clearly and promptly.
- Release unused holds and respect confirmations.
- Maintain transparency and a professional tone.
✨ By following these shared principles, PencilCase remains an ecosystem built on clarity, trust and respect, the foundation the creative industry relies on.