A school orders training markers for a particular session plan. Before the order is confirmed, the supplier proposes a different assortment. The purchaser sees a possible alternative; the coach still needs to decide whether it supports the intended activity. What should happen next?
Consider using a short substitution approval process. Its purpose is to preserve the reason for the purchase and give the person placing the order a clear answer. The workflow below is a suggested administrative approach for clubs and schools, with a fictional example you can adapt.
Write down what must stay the same
Before requesting a quotation, ask the coach to separate essential requirements from preferences. Avoid describing the requirement only as “a pack of training markers” if the session depends on a particular assortment.
Useful questions include:
- Does the plan depend on distinct groups of markers?
- Does each group need a particular quantity?
- Are particular colours or shapes referenced in the coaching notes?
- Will the markers supplement an existing set?
- Which details can change without rewriting the planned activity?
Record the answers beside the purchase request. For example: “The coach needs four separately identifiable groups. Exact colours are flexible, provided the proposed assortment is agreed before ordering.” This is an example of a coaching requirement, not a recommendation for every session.
For broader purchasing questions, use the training marker buyer’s guide as a starting point for your enquiry.
Ask for a precise description of the alternative
“Similar markers” is not enough information for an approval decision. Ask the supplier to identify the proposed alternative and describe how it differs from the requested item.
A simple comparison can contain five fields:
- Original request: the item or assortment requested.
- Proposed alternative: the supplier’s exact item reference and description.
- Differences: each stated change in quantity, assortment or other requested detail.
- Unanswered questions: anything the supplier has not confirmed.
- Coach’s decision: accept, decline or request clarification.
Keep unanswered questions visible. If the assortment has not been specified, record “assortment unconfirmed” rather than filling the gap from a photograph or an earlier purchase.
When browsing the training marker collection, record the item reference you actually intend to enquire about. Ask for confirmation of any detail on which the purchasing decision depends.
Let the session owner judge the coaching impact
The person handling the purchase can collect information, but the coach who requested the equipment should assess whether the proposed change works for the planned sessions.
Consider this fictional example. A coach requests four colour groups because their activity sheet assigns a different task to each group. The supplier proposes an assortment with fewer colour groups and a larger quantity in each.
The overall quantity alone does not answer the coach’s question. They might decline the alternative, or accept it after deciding how to revise the activity. Either decision should be explicit before the purchaser proceeds.
If the alternative is accepted, record who will update the coaching notes. The related article on training marker plans another coach can read offers a separate planning task to consider when an approved change affects the diagram key.
Make approval specific to this purchase
Use a short approval note that names the proposed alternative. Avoid a broad instruction such as “any equivalent is fine” when nobody has defined equivalent.
Here is an example you can copy:
“Approved for this purchase request: [supplier item reference and confirmed assortment]. Accepted differences: [list]. Coaching notes to be updated by: [role]. Remaining questions: [none, or list]. Any further substitution should be referred back before ordering.”
Keep this note with the existing purchase request or order correspondence. A separate tracking system is unnecessary if the information is already easy for the purchaser and coach to find.
If questions remain, leave the decision pending. A request for clarification should not be recorded as approval.
Close the loop before the next order
After the coach has used the accepted assortment, ask one focused question: “Would you request this assortment again for the same activity?”
Record the answer beside the purchasing description. An alternative accepted for one session need not become the default for every coach or programme. Equally, if the coach prefers it, update the next request deliberately so the purchaser does not repeat the same discussion.
For a club or school enquiry, you can share your required assortment and substitution preferences through TAY Sports B2B. A clear brief gives the conversation a useful starting point.
Frequently Asked Questions
Should we reject every proposed substitution?
No. Consider each proposal against the recorded coaching requirements. Accept it when the relevant details are confirmed and the person responsible for the session agrees that it meets the need.
Who should approve a different marker assortment?
A useful arrangement is for the requesting coach to confirm the coaching implications, while the purchaser follows the organisation’s existing order approval process. Record both decisions where appropriate.
What if the supplier describes the alternative as equivalent?
Ask what that means in relation to your request. Obtain a description of the proposed item and its differences, then assess those details against the requirements you recorded.
Does acceptance mean we should change future orders?
Only if that is a deliberate decision. Keep approval tied to the current request, then ask the coach whether the accepted assortment should become their preference for future purchases.