Lead Expiration and Availability Windows
Quick Answer
Referral leads remain available for purchase for exactly 60 days from when they enter the system after manual review. During this window, sponsors get exclusive access for the first 24 hours, then leads become available to all matched professionals and businesses. After 60 days, unpurchased leads automatically expire and are permanently removed from the system. Once purchased, lead information remains accessible forever in your Purchased tab, regardless of when it was bought.
Overview
The 60-day availability window ensures lead freshness, encourages timely action, and maintains system efficiency across Heritage Web's 300+ publications. Understanding these time constraints helps you prioritize purchases, manage your pipeline effectively, and avoid missing valuable opportunities. The expiration system balances client privacy needs with professional opportunity access while maintaining marketplace quality.
The 60-Day Expiration Rule
Why 60 Days?
System Benefits:
Maintains data freshness
Ensures client interest relevance
Prevents system overload
Encourages decisive action
Protects outdated information
Client Benefits:
Timely professional response
No indefinite data storage
Privacy protection
Fresh start option if needed
Reduced spam contact
Professional Benefits:
Current opportunities only
Higher conversion potential
Clear action timeframe
Reduced competition over time
Quality over quantity
How the Clock Starts
Day 0 Timeline:
Client submits request
Manual review begins (within 24 hours)
Quality verification with third-party tools
Lead approved and categorized
60-day countdown begins
Matching engine activates
Distribution to qualified professionals
Important: The 60 days starts after approval, not submission
Availability Timeline Breakdown
Days 1-7: Fresh Leads
Characteristics:
Highest client interest
Maximum urgency
Best conversion rates
Most competition
Premium value period
Strategy:
Check dashboard multiple times daily
Purchase immediately if good fit
Respond within 2 hours
Track new arrivals closely
Days 8-30: Prime Window
Characteristics:
Still strong interest
Good conversion potential
Moderate competition
Stable availability
Standard value period
Strategy:
Daily dashboard review
Evaluate carefully
Compare options
Budget-conscious purchasing
Days 31-45: Aging Leads
Characteristics:
Reduced client urgency
Lower competition
Possible re-submissions
Value opportunities
Requires persistence
Strategy:
Look for hidden gems
Consider lower prices
Focus on specialty matches
Prepare for longer conversion
Days 46-59: Last Chance
Characteristics:
Final opportunity
Minimal competition
Client may have found help
Deep discounts unlikely
Expiration imminent
Strategy:
Quick evaluation needed
Check "expiring soon" filter
Grab exact matches
Act decisively
Day 60: Expiration
What Happens:
Automatic system removal
Disappears from all dashboards
Cannot be recovered
No extensions possible
Permanent deletion
The 24-Hour Sponsor Window
Sponsor Exclusive Period
Hours 0-24:
Only sponsors can see lead
Full purchase ability
No free listing access
Exclusive evaluation time
Premium opportunity
How It Works
Hour | Sponsor Status | Free Status | Lead Visibility |
0-24 | Full access | No access | Sponsor exclusive |
24-48 | Full access | Full access | Everyone |
48-1440 | Full access | Full access | Everyone (60 days) |
Sponsor Advantages
During Exclusive Window:
No competition from free listings
Time to evaluate thoroughly
Better selection available
Higher-value leads accessible
Strategic purchasing possible
Understanding Visibility Windows
For Sponsor Listings
Complete Timeline:
Hour 0: Lead enters system
Hours 0-24: Exclusive access
Hours 24-1440: Shared access
Hour 1440: Expiration (60 days)
Total Opportunity: Full 60 days
For Free Listings
Complete Timeline:
Hour 0: Lead enters system
Hours 0-24: No visibility
Hours 24-1440: Full access
Hour 1440: Expiration
Total Opportunity: 59 days
Multiple Listing Scenarios
If You Have Both:
Sponsor status takes precedence
See all leads immediately
24-hour advantage applies
No duplicate visibility
Single purchase opportunity
Tracking Expiration Status
Dashboard Indicators
Visual Cues:
Days Remaining | Display Color | Status Label |
50-60 | Green | New |
30-49 | Standard | Available |
15-29 | Yellow | Aging |
7-14 | Orange | Expiring Soon |
1-6 | Red | Final Days |
Expiration Filters
Using "Expiring Soon":
Go to Leads Dashboard
Select "New" tab
Click filter dropdown
Choose "Expiring Soon"
See leads with <7 days
Custom Date Filtering:
Set date range
Find specific windows
Track patterns
Plan purchases
Expiration Notifications
Available Alerts:
Email digest with expiring leads
Dashboard banner warnings
Sort by expiration date
Countdown timers (if enabled)
Strategic Timing Considerations
Best Purchase Times
Lead Age | Pros | Cons | Best For |
Days 1-3 | Highest interest | Most expensive | Urgent matters |
Days 4-7 | Fresh + available | Still competition | Quality focus |
Week 2-3 | Good balance | Some may be stale | Value seekers |
Week 4-6 | Less competition | Lower urgency | Specialists |
Week 7-8 | Last chance deals | May not convert | Risk takers |
Conversion Rate by Age
Statistical Patterns:
Days 1-7: 20-25% conversion
Days 8-14: 15-20% conversion
Days 15-30: 10-15% conversion
Days 31-45: 5-10% conversion
Days 46-60: 2-5% conversion
ROI Optimization
Early Purchase (Days 1-7):
Higher price paid
Better conversion rate
Faster close time
Higher client satisfaction
Later Purchase (Days 30+):
Same price (no discounts)
Lower conversion rate
Longer nurture needed
Requires persistence
Special Expiration Scenarios
Hidden Leads
Expiration Still Applies:
Hiding doesn't stop clock
Still expires at 60 days
Can unhide if time remains
Check hidden tab regularly
Act before expiration
Purchased Leads
Never Expire:
Permanent access once bought
Contact info always available
No time limit on use
Can revisit years later
Maintain forever
Refunded Leads
Post-Refund Status:
May return to pool if time remains
Follows original expiration
Could be repurchased by others
Original timeline unchanged
Holiday Periods
No Extensions For:
Weekends
Holidays
System maintenance
Account issues
Payment problems
Managing Expiration Efficiently
Daily Workflow
Morning Check:
Filter by "Expiring in 7 days"
Evaluate urgent purchases
Hide definite non-matches
Note potential purchases
Weekly Review:
Check leads expiring in 14 days
Compare with budget
Prioritize best matches
Clean up hidden leads
Bulk Management
For High-Volume Users:
Set up expiration alerts
Use spreadsheet tracking
Batch review sessions
Quick decision frameworks
Automated reminders
For Selective Users:
Focus on fresh leads
Ignore expiring unless perfect
Quality over quantity
Let non-matches expire
Avoiding Expiration Loss
Prevention Strategies:
Purchase immediately if certain
Don't wait for discounts (none exist)
Hide non-matches quickly
Review hidden weekly
Set calendar reminders
Client Resubmission After Expiration
What Happens Next
If Lead Expires Unpurchased:
Client not connected to professional
May search elsewhere
Could resubmit request
Might try different publication
May have found help
Resubmission Patterns
Common Scenarios:
Same request, 61+ days later
Modified request with urgency
Different publication submission
Escalated qualifying answers
Multiple publication attempts
System Handling:
Treated as new lead
New 60-day window
Fresh manual review
Potentially different price
New matching cycle
Important Expiration Notes
No extensions ever granted
Expiration is automatic and final
Time zone is Heritage Web server time
Daylight saving doesn't affect count
System maintenance doesn't extend
No bulk expiration discounts
FAQs
Q: Can I request an extension if I'm about to purchase? A: No, the 60-day window is automatic and cannot be extended for any reason. Purchase before expiration to secure the lead.
Q: Do leads ever go on sale before expiring? A: No, lead prices remain fixed throughout the 60-day window. There are no last-minute discounts or sales.
Q: What if a lead expires while I'm trying to purchase? A: Once expired, the lead cannot be purchased. The system removes it immediately at the 60-day mark.
Q: Can the client extend the expiration? A: No, clients cannot extend or renew existing leads. They must submit a new request if still seeking help.
Q: If I hide a lead, does it stop the expiration clock? A: No, hidden leads continue counting toward expiration. Hiding only removes them from your view.
Q: Can I see exactly when a lead will expire? A: Yes, the Lead Details page shows days remaining. Some views may show exact expiration date/time.
Next Steps
Check your dashboard for expiring leads now
Set up a daily review routine
Create decision criteria for different age ranges
Use filters to track expiration patterns
Purchase high-value matches immediately
Clear out hidden expired leads
Monitor resubmission patterns
Related Articles
Understanding Lead Status Types
The 24-Hour Sponsor Window Explained
Managing Your Lead Pipeline
When to Purchase vs. Pass
Hidden Leads Best Practices
Maximizing the Fresh Lead Window