How to set up nominees?

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When a rep goes on vacation, their calendar quietly stops generating slots. Forty percent of no-book sessions trace back to owners with overloaded or empty calendars. The manual fix is painful: pull the rep out of pods, reassign upcoming meetings, hope nobody forgets to put them back. Nominees automate the swap. A nominee is a backup rep you designate per user. While the original rep is unavailable, the scheduler shows the nominee’s availability in their place. The original rep still owns the lead in your CRM. Round-robin credits still belong to them. Only the calendar swaps.

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How nominees work

When a prospect lands on the scheduler and the assigned rep is out:

1. RevenueHero detects the rep is unavailable for the requested time
2. The scheduler pulls the nominee’s availability instead
3. The meeting is booked on the nominee’s calendar
4. The original rep stays the CRM owner and the round-robin assignee
5. The nominee receives the calendar invite and runs the meeting

This is different from reassignment. With reassignment, ownership transfers. With nominees, only the calendar transfers. When the original rep returns, future bookings go straight back to them with no cleanup.

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Assign a nominee to one user

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Step 1: Open the Users page

In the left sidebar, click Settings -> Users. You’ll see your full team grouped by role (Admins, Managers, Members) with a Nominee column. Anyone without coverage shows “Not set.”

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Step 2: Select the user with the row checkbox

Find the rep you want to set a nominee for and click the checkbox at the start of their row. A floating bar appears at the bottom of the page showing the selected user and an Update Nominee button.

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Step 3: Open the Meeting Nominee modal

Click Update Nominee in the floating bar. The Meeting Nominee modal opens with the question “Who should take meetings when [user] is unavailable?” The Assign meetings to a nominee option is selected by default.

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Step 4: Pick a nominee

Click the Choose a member dropdown. The list shows every active teammate, sorted alphabetically. Select the rep who’ll cover.

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Step 5: Save and confirm

Click Save. A green toast confirms “Users’ nominee was updated successfully.” The Users list now shows the nominee’s avatar and email in the Nominee column for that row.

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Bulk-assign nominees

Setting nominees one rep at a time is fine for a small team. For a 50-person team, the same flow works in bulk: just check more rows before clicking Update Nominee.

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Step 1: Select multiple rows

Tick the checkbox on each rep you want to update. The floating bar at the bottom updates with each selection: “1 member selected”, “2 members selected”, and so on, with avatars stacked next to the count.

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Step 2: Open the modal in bulk mode

Click Update Nominee. The same Meeting Nominee modal opens, but now the question reads “Who should take meetings when 3 users unavailable?” with the selected reps’ avatars stacked. The dropdown automatically excludes everyone in the selection so you can’t pick someone as their own backup.

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Step 3: Pick one nominee for everyone selected, then Save

Choose a single teammate to cover the entire selection and click Save. The same success toast appears, and every selected row now shows that nominee in the Nominee column.

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How nominees interact with other availability rules

Nominees are checked late in the availability flow. Earlier rules (meeting limits, holidays) still apply. The full order:

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When the nominee is also unavailable

If the original rep is out and the nominee is also out (vacation overlap, both attending the same offsite), the scheduler skips both and falls back to standard round-robin behavior within the pod or rule. The lead won’t sit in limbo, but coverage is only as deep as the chain you set up.

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Remove a nominee

1. On the Users page, check the row of the rep whose nominee you want to clear (or select multiple rows for bulk removal)
2. Click Update Nominee in the floating bar
3. In the modal, choose the Don’t assign any nominee radio
4. Click Save

A red warning confirms what you’re about to do: “You’re removing the nominee for [user]. When the user takes time off, their meetings won’t be assigned to any backup.” The Nominee column reverts to “Not set,” and the scheduler will skip that rep with no coverage from this point forward.

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Your team has automatic backup coverage. Vacations stop being a manual scramble, and prospects keep seeing slots while ownership stays clean. 🎉🎉🎉