Understanding Lead Status Types
Quick Answer
Lead status types in Heritage Web organize your referral pipeline across four dashboard tabs.
New leads are available for purchase and remain for 60 days or until bought.
Purchased leads contain complete contact information and represent your active opportunities.
Hidden leads are removed from your active view but can be retrieved.
Analytics tracks performance metrics across all statuses. Each status change is permanent, except for hidden leads, which can be unhidden if they are still within the purchase window.
Overview
Understanding lead statuses enables you to manage your referral pipeline efficiently, track opportunities, and optimize your dashboard workflow. Each status represents a distinct stage in the lead lifecycle, spanning from initial availability to post-purchase management. The system automatically updates statuses based on your actions, maintaining clear organization across potentially hundreds of leads.
The Four Dashboard Tabs
New Tab - Available Opportunities
What It Shows:
All unmatched leads matching your approved listings
Leads you haven't purchased yet
Opportunities within the 60-day window
Both sponsor-exclusive and generally available leads
Key Characteristics:
Real-time updates as leads match
Price displayed on each card
Preview information available
Can view Lead Details before purchase
Sortable and filterable
Purchased Tab - Your Active Leads
What It Shows:
All leads you've bought
Complete contact information accessible
Historical purchases for reference
Leads bought via email or dashboard
Key Characteristics:
Permanent record of purchases
Full Lead Details page access
Contact information never expires
Chronological organization
Export capabilities
Hidden Tab - Removed from View
What It Shows:
Leads you've manually hidden
Removed opportunities still in system
Potential future considerations
Decluttered but not deleted
Key Characteristics:
Retrievable if still available
Maintains 60-day expiration
Can be unhidden to New tab
Useful for organizing large volumes
Analytics Tab - Performance Metrics
What It Shows:
Conversion tracking
ROI calculations
Purchase history analysis
Performance trends
Lead source effectiveness
Key Characteristics:
Real-time metrics
Exportable reports
Date range filtering
Visual dashboards
ROI tracking
Lead Lifecycle and Status Flow
Complete Lead Journey
Client Submission → Manual Review (24hr) → Matching → NEW Status ↓ [Purchase Decision] ↓ ↓ PURCHASED or HIDDEN ↓ ↓ [Tracked] [Can Unhide] ↓ ↓ ANALYTICS [If <60 days]
Status Transitions
From Status | To Status | Action Required | Reversible? |
New | Purchased | Click purchase + payment | No |
New | Hidden | Click hide button | Yes (if <60 days) |
Hidden | New | Click unhide | Yes |
Hidden | Expired | 60 days pass | No |
New | Expired | 60 days pass | No |
New Lead Status Details
Availability Window
60-Day Expiration Rule:
Starts when lead enters system
Countdown begins after manual review
Visible in lead details
Cannot be extended
Automatic removal after expiration
Sponsor vs. Free Visibility
Timeline for New Leads:
Hour | Who Sees | Status Display |
0-24 | Sponsors only | "New (Sponsor Exclusive)" |
24-60 days | Everyone | "New" |
After 60 days | No one | "Expired" (removed) |
Information Available in New Status
Visible Before Purchase:
Lead category/practice area
Brief description (character limited)
Location (city, state)
Source publication
Days remaining
Exact price
Available via Lead Details:
Complete description
Qualifying question responses
All details EXCEPT contact info
Urgency indicators
Special requirements
Filtering New Leads
Available Filters:
Country
State
City
Industries/Practice Areas
Date range
Price range (indirect via categories)
Sort Options:
Most recent (default)
Price (high to low)
Price (low to high)
Expiring soon
Location
Purchased Lead Status Details
What Changes After Purchase
Immediate Updates:
Lead moves from New to Purchased tab
Full contact information unlocked
Email confirmation sent
Invoice generated
Analytics tracking begins
Information Accessible
Complete Contact Details:
Full name
Email address(es)
Phone number(s)
Preferred contact method
Best times to reach
Language preferences
Full Case Information:
Complete description
All qualifying responses
Special circumstances
Timeline requirements
Previous attempts
Referral source
Managing Purchased Leads
Available Actions:
View complete details anytime
Add notes (if feature enabled)
Export contact information
Track conversion status
Generate reports
Organization Methods:
Search by name
Filter by date purchased
Sort by various criteria
Export for CRM import
Bulk selection for export
Purchased Lead Permanence
What's Permanent:
Purchase record
Contact access
Invoice history
Price paid
Date/time purchased
What Can Change:
Your notes
Conversion tracking
ROI calculations
Tags (if available)
Hidden Lead Status Details
Why Hide Leads?
Common Reasons:
Not relevant to practice
Outside service area
Conflict of interest
Too expensive
Wrong specialty match
Declutter dashboard
How Hiding Works
To Hide a Lead:
Click "Hide" button on lead card
Lead moves to Hidden tab
Removed from New tab view
Still counts toward 60-day expiration
To Unhide a Lead:
Go to Hidden tab
Find the lead
Click "Unhide" button
Returns to New tab if <60 days
Hidden Lead Considerations
Important Notes:
Hiding doesn't stop expiration clock
Other professionals can still purchase
Can't hide purchased leads
Hidden leads don't affect matching
No limit on hidden leads
Strategic Hiding
Best Practices:
Hide immediately if not interested
Review hidden leads weekly
Unhide if circumstances change
Use for dashboard organization
Clear out regular non-matches
Lead Expiration and Removal
The 60-Day Rule
Why Leads Expire:
Maintains data freshness
Prevents stale opportunities
Encourages timely action
Reduces system clutter
Protects client privacy
Expiration Timeline
Day | Status | Action Available |
1-7 | Fresh | High conversion potential |
8-30 | Active | Normal opportunity |
31-45 | Aging | Consider purchasing soon |
46-59 | Expiring | Last chance |
60+ | Expired | Removed from system |
What Happens at Expiration
Automatic Actions:
Lead removed from all tabs
Cannot be purchased
Cannot be unhidden
No longer counts in metrics
Client may resubmit if needed
Special Status Situations
Multiple Listing Matches
How It Appears:
Single lead in dashboard
Matches highest priority listing
No duplicate statuses
One purchase covers all matches
Email vs. Dashboard Purchases
Status Consistency:
Both methods → Purchased tab
Same status tracking
Identical information access
Unified in reporting
Refunded Leads
Status After Refund:
Remains in Purchased tab
Marked as refunded
Contact info may be removed
Affects analytics calculations
Status-Based Strategies
Daily Workflow by Status
Morning Routine:
Check New tab for overnight matches
Review expiring soon filter
Scan Hidden tab for reconsiderations
Check Purchased for follow-ups
Weekly Review:
Analyze Analytics tab
Review conversion rates by status
Adjust hiding strategies
Export purchased leads for CRM
Volume Management
For High-Volume Users:
Hide aggressively to maintain focus
Use filters extensively in New
Export Purchased regularly
Set up a systematic review schedule
For Selective Users:
Keep most in New for consideration
Hide only clear non-matches
Focus on Purchased conversion
Deep dive into Analytics weekly
Important Notes
Status changes are generally permanent
Purchased status can't be reversed
Hidden leads can be unhidden if <60 days
Expiration is automatic and final
All programs use same status system
Status doesn't affect lead quality
FAQs
Q: Can I move a purchased lead back to New status? A: No, purchases are final. The Purchased status is permanent to maintain transaction integrity.
Q: Do hidden leads count against any limits? A: No, there's no limit on hidden leads, and they don't affect your matching or purchasing ability.
Q: Can I see which leads are about to expire? A: Yes, you can sort the New tab by "Expiring soon" or filter by date ranges to see leads nearing 60 days.
Q: If I hide a lead, can other professionals still buy it? A: Yes, hiding only removes it from your view. Other matched professionals can still purchase it.
Q: What happens to purchased lead information after 60 days? A: Purchased leads remain permanently accessible in your Purchased tab with full contact information, regardless of age.
Q: Can I hide and unhide a lead multiple times? A: Yes, as long as the lead hasn't expired (60 days), you can hide and unhide it as many times as needed.
Next Steps
Review your current Hidden tab for opportunities
Set up a daily routine for checking New leads
Export Purchased leads for CRM integration
Use Analytics to optimize status management
Create filtering presets for efficiency
Establish hiding criteria for consistency
Related Articles
Leads Dashboard Overview
Filtering and Searching for Leads
Lead Expiration and Availability Windows
Analytics Dashboard Guide
Managing Your Lead Pipeline
Dashboard Organization Best Practices