How can I automatically reassign leads if a rep is on vacation or out of office?

A key rep is out on vacation—or worse, out sick last minute—and now their meetings are either being missed or manually reassigned. Meanwhile, new leads keep coming in, but no one’s available to take them. Instead of scrambling to fix things, what if your routing handled this automatically?

"Does Jake have any meetings for next week?"

"Brie is out sick today-can you handle her 5 PM call?"

Hey, did you block your calendar for your vacation yet?"

H🤔w can I do that?

Companies using RevenueHero set up Vacation Calibration to automatically block rep availability when they’re out of office, preventing new meetings from being scheduled on those dates. When reps plan their leave in advance, this setting ensures no meetings come in.

However, for emergency or unplanned leaves, admins can quickly reassign pre-booked meetings to the right team members—ensuring meetings still happen without disruption.

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Before we look at reassignments, reps should first mark themselves as out of office. Learn how to do that here.

Why should I d🧐 it?

Prevent meetings from falling through when a rep is on leave.
Maintain a predictable and automated scheduling flow, even during OOO periods.
Keep your CRM and analytics accurate by ensuring no meetings are left unassigned.
Ensure a smooth prospect experience without delays or confusion.

How have others done this?

Mid-Market & Enterprise Sales Teams

Lead books a meeting through the website or outbound campaign
System checks rep availability based on:
- Vacation or OOO status
- Active working hours
- Assigned territory or segment
RevenueHero reassigns based on routing logic:
- Strict round robin: Reassign to the next available rep
- Named accounts: Route to a designated backup
- Enterprise deals: Escalate to a senior AE
Ensures no high-intent lead is left waiting

Implementation Templates

Block calendars as soon as you know a rep will be out.
Check for existing meetings that need reassignment before the rep goes on leave.
For strict round robin, when setting up vacation calibration, decide whether reps should be compensated for missed assignments when they return.
Review reassigned meetings monthly to identify patterns and optimize your process.

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