This article is for Revenue Operations managers responsible for managing territory assignments and targets when an employee departs. It outlines the process for terminating an assignment, providing temporary coverage, and onboarding a backfill within Fullcast, ensuring a smooth transition for territory management and quota allocation.
Prerequisites
Before starting this process, ensure the following are configured in your Fullcast instance:
Existing Territory coverage assignments are set up.
Teams are built within the Teams module.
Individual targets are assigned via the Teams module.
Step 1: Terminate Employee Assignment & Assign Temporary Coverage
When an employee departs, the first step is to terminate their existing territory assignment and designate someone for temporary coverage.
Navigate to Territory Coverage (found under Plans > Territories > Manage Coverage).
Locate the specific territory assignment for the departing employee. (In the left-hand Territories pane, click on the correct territor.y)
Click the More (⋮) icon on the employee’s assignment card.
Select Terminate Employee from the dropdown menu.
In the Terminate Employee configuration window:
Select Temporary Replacement.
Select the user (typically the manager) who will temporarily cover the territory.
Click Confirm. (Note: If the user had multiple territory coverage assignments, you will be prompted to handle all of them.)
On the next page, you will be prompted to handle targets. For the assumptions of this article, select Assign to the TBR.
Click Confirm to finalize the termination and temporary assignment.
Outcomes:
A TBR (To-be-Replaced) placeholder is created in the territory node, holding the assignment.
A Temporary Coverage assignment is created for the selected user in the territory. This assignment uses the role of the departing employee (e.g., Account Executive).
A corresponding TBR placeholder is created in the associated team target within the Teams module.
The departing employee's quota is transferred to the TBR placeholder in the Team target.
Caution
The temporary coverage assignment uses the departing employee's role. If the user assigned temporary coverage (e.g., a Manager) already has their own assignment on the same territory, they will temporarily hold two assignments (e.g., one Manager role, one temporary AE role). Evaluate if this duplication might conflict with downstream processes, such as Salesforce flows reliant on unique role assignments per territory. If conflicts are possible, consider completing Optional Step 2 below.
(Optional) Step 2: Remove Temporary Assignment
If the temporary assignment creates a potentially problematic duplicate role for the covering manager (as noted in the caution above), you can remove the temporary assignment while leaving the TBR placeholder intact.
Important
This step must be completed before the next scheduled export job, ideally immediately after completing Step 1. If not, deleting the assignment could result in incomplete clean-up of the associated Account Team Member.
Ensure you are still in Territory Coverage.
Locate the specific Temporary assignment created in Step 1.Click the More (â‹®) icon next to this specific temporary assignment.
Select Delete.
Outcome: The temporary assignment is removed, resolving potential role conflicts. The territory remains assigned to the TBR placeholder, which continues to hold the quota until a backfill is confirmed.
Step 3: Assign Replacement Employee to the Correct Team
Once the replacement employee has been hired and their user record is active in Fullcast, assign them to the appropriate team.
Navigate to the Teams module.
Locate the new user. They will typically appear in the All Teams - Unassigned node by default.Assign the user to their correct team using one of the following methods:
Rule-Based Assignment: If your teams are populated by rules, select the All Teams - Unassigned node, then Rerun rules (Navigate to the Teams hierarchy, click More (â‹®), select Rerun Rules.) The new user should automatically move to the correct team based on your predefined rules.
Manual Assignment: If you assign users manually, simply drag and drop the new user from the All Teams - Unassigned node onto the correct team node in the hierarchy.
Tip for Placing New Hires
To automate team placement for new hires, consider configuring Auto-rerun rules on the All Teams - Unassigned node. This eliminates the need for manual intervention in this step.
Step 4: Backfill the Territory Coverage Assignment
Finally, replace the TBR placeholder in the territory structure with the new employee and transfer the target to them.
Navigate back to Territory coverage. Locate the TBR placeholder assignment created in Step 1 for the departed employee's territory. It will be identifiable by the TBR name and Replace tag. Click the More (â‹®) icon next to the TBR placeholder assignment.
Select Confirm Replacement from the dropdown menu.
In the Confirm Replacement configuration window:
Select the newly hired employee from the user dropdown list.
Enter the correct Start Date for their territory assignment. Note: This can be future-dated if they start later.
If your organization uses ramp profiles for new hires, select the appropriate Ramp Profile from the dropdown.
Click Confirm.
If needed, you can make further ramp-based adjustments or other bottom-up modifications to the target after completing this workflow.
Outcomes of this action:
The new employee is assigned to the territory, replacing the TBR placeholder.
The new employee is correctly associated with their team within the territory structure.
The quota previously held by the TBR placeholder is transferred to the new employee, adjusted according to any selected ramp profile.