Thumbnail Service - Rules & Service Guidelines

These guidelines explain how our thumbnail service works, what you can expect from us, and what we need from you to deliver fast, high-quality results consistently.

Our goal is simple:
Predictable timelines, clear communication, and great thumbnails — without chaos, confusion, or freelancer headaches.

How the Service Works

We provide a subscription-based YouTube thumbnail service with guaranteed turnaround times, clear processes, and consistent quality.

All work is handled through structured systems:

• Requests are processed through a production queue

• Turnaround times depend on your subscription tier

• Clear rules exist to protect quality, speed, and fairness for all clients

These rules are not intended to be restrictive; they exist to ensure a smooth and professional experience for everyone involved.

How to Submit Thumbnail & Revision Requests

All requests must be submitted through the appropriate Google Form.

Required Forms

Thumbnail Request Form – for new thumbnails
Revision Request Form – for changes to an existing thumbnail

Both forms are short and easy to complete.

Important

Requests sent via email, Discord, or direct messages are not considered official requests.

Work will not begin unless a request is submitted through the correct form.

This system allows us to:

• Deliver faster turnaround times

• Avoid miscommunication

• Ensure thumbnails are tailored precisely to your needs

Business Hours & Operating Schedule

Operating Days: Monday – Friday
Operating Hours: 9:00 AM – 5:00 PM (Eastern Time)

All communication, request acceptance, and turnaround timing is calculated only during operating hours.

Turnaround Times & When the Clock Starts

Turnaround times do not start when a request is submitted.

They begin only after the request is accepted into our production queue.

A request is considered “accepted” once:

• All required assets have been submitted

• Any necessary clarifications have been resolved

• The request is approved as ready for execution

This ensures:

• Fairness across all clients

• Predictable quality

• No rushed or burned-out work

Turnaround Times by Plan

Starter Plan: 36 – 48 hours after acceptance
Growth Plan: 24 – 36 hours after acceptance
Pro Plan: 12 – 36 hours after acceptance

Revisions are completed within the same turnaround window or faster, depending on complexity.

NOTE: Submitting a request does not guarantee immediate placement in the production queue.

Production Queue & Priority System

All work is handled through a priority-based production queue.

How the Queue Works

• Requests are completed in the order they are accepted

• Higher-tier plans receive priority over lower tiers

• Within the same tier, requests are handled first-come, first-served

• Requests only enter the queue after acceptance

Priority Order

1. Pro Plan clients

2. Growth Plan clients

3. Starter Plan clients

Submitting earlier does not override tier priority, but it does affect your position within your tier.

What Counts as a Revision vs. a New Thumbnail

Clear definitions exist to prevent confusion and delays.

Revisions

A revision is a change made to an existing thumbnail concept.

Examples include:

• Changing text wording, size, or placement

• Adjusting colors, brightness, contrast, or saturation

• Swapping facial expressions from provided assets

• Minor background changes

• Small compositional tweaks (moving or resizing elements)

Rule of thumb:
If the core idea and layout remain the same, it’s a revision and uses a revision slot.

New Thumbnails

A new thumbnail requires a fresh creative direction.

Examples include:

• A completely different concept or angle

• A new hook, emotion, or storytelling idea

• Switching to a different visual theme or style

• “Let’s try something totally different”

• Requests based on a new title, new video idea, or new inspiration

Rule of thumb:
If the request requires starting from scratch creatively, it counts as a new thumbnail.

Final Determination

Some requests fall into gray areas.

In these cases, the final determination of whether a request is a revision or a new thumbnail rests with us.

We apply this judgment reasonably, fairly, and in good faith, balancing client needs with production realities.

Monthly Limits & Weekly Request Caps

Each plan includes:

• A monthly maximum number of thumbnails

• A weekly request cap to keep turnaround times predictable

Reset Schedule

Monthly limits reset based on your subscription date.

Weekly caps reset exactly one week after your start date, each week.

Why Weekly Caps Exist

Weekly caps prevent:

• Sudden workload spikes

• Delays for other clients

• Reduced quality due to rushed work

If You Reach Your Weekly Cap

• You may only submit requests up to your weekly cap

• Requests submitted beyond the cap will not be accepted until the next weekly reset

• Unused weekly capacity does not roll over

Monthly allowances remain unchanged — you can still use your full monthly quota across later weeks.

Revision Add-On Rules

The Revision Add-On provides:

• +4 additional revisions total per month

• Usable across any thumbnails

• Does not reset per thumbnail

• Does not roll over to future months

This add-on exists to provide flexibility without bloating base plans.

Pro Plan - A/B/C/D Variant Rules

Initial Delivery

Pro Plan thumbnails include four initial variants (A/B/C/D) based on the same core concept.

Revision Selection Rule

You must select one variant to proceed with revisions.

• Revisions are applied only to the selected variant

• Revisions across multiple variants are not supported

Source Material & Assets

Required Assets

If a specific image, frame, or asset is required, it must be uploaded with the request.

Editors will not extract frames or assets from videos.

This avoids mistakes and ensures accuracy from the first delivery.

Creative Discretion

If no base asset is provided, the editor will determine the most effective thumbnail direction based on:

• Your request form

• Provided context

• Style references

Content Restrictions & Right of Refusal

We do not create thumbnails containing:

• Sexual or explicit imagery

• Pornographic or suggestive content

Requests that violate these restrictions may be declined at our discretion.

Communication Boundaries

Official Channels

All requests, revisions, and approvals must go through the official forms.

Direct messages are not considered official requests.

Response Expectations

Communication is handled during operating hours.

Immediate responses are not guaranteed outside active work periods.

Abuse, Misuse & Fair Use Policy

Fair Use

Excessive revisions, vague requests, or repeated rework due to unclear instructions may result in slower fulfillment.

Client Conduct

Abusive behavior toward editors or staff may result in service termination without refund.

Handling Unreasonable Situations

We prioritize resolution, not confrontation.

Our approach:

• Clarification first — we explain what’s happening and reference these rules

• Boundary setting — we outline what can and cannot be done

• Temporary pacing — if needed, we may pause or space requests

• Last resort — repeated boundary violations may result in cancellation

This protects:

• Our editors

• Other clients

• Overall service quality

No Rollover Policy

Unused thumbnails and revisions do not roll over.

Each billing cycle resets usage limits.

Cancellation Policy

Clients can cancel anytime.

• Cancellation stops future billing

• The current billing period remains active

• No prorated refunds for unused time

Refund Policy

• No refunds for completed work

• No refunds after work has started

• No refunds for unused quota

Refunds are only issued if:

• There is a failure to deliver, or

• A clear system error occurs on our side

Why These Rules Exist

These guidelines exist to create:

• Predictable timelines

• Better thumbnails

• Less stress for everyone involved

If you follow the system, you’ll get fast, consistent, high-quality results — without friction.