How to identify and confirm a substitute

If you cannot make your scheduled Core meeting due to an unforeseen conflict, you are responsible for identifying a Guide substitute for the group. If there is ever a family or medical emergency, email guides@chief.com with “Urgent” in the subject line, and the team can help find a substitute. 

How to identify and report coverage.

1. You can use the Guide Substitute Handbook to identify coverage, or any Guide currently working with Chief can sub for you.

2. Once a substitute is identified, please reach out to them using this email template.

3. When the substitute confirms their availability, share the group’s meeting agenda, member list, Zoom link, and add the substitute as an Alternative Host on Zoom.

4. Submit the Substitute Reporting Form to notify Guide Experience.

5. When the Substitute Reporting Form is received, Chief will update the group’s meeting information, notify members of this change via email, and send a confirmation email to the Guide and substitute.

Important to Note:

• Substitutes for M1 will not be approved. The Guide will either need to prioritize the upcoming Core meeting, or the group will be reassigned to a new Guide.

• The substitute is responsible for collecting attendance, writing the meeting summary and notes for the meeting recap, and sharing this with the Core Group’s Guide.

• The Core Group’s regular Guide is responsible for submitting attendance, the meeting summary, and the recap on Chief.com within 48 hours of the meeting.

• The substitute is responsible for submitting their invoice to accountspayable@chief.com to be compensated their usual fee. The regular Guide will not be paid for this Core Group meeting.

Guides should not have substitutes for 2 or more consecutive meetings. If you need to take a leave of absence or cannot accommodate the group’s meeting schedule, please reach out to guides@chief.com, and we will work with you on an individual basis to determine the best path forward for your group(s).