Bulk Listing Creation for Organizations

Quick Answer

Enterprise clients provide professional information via Excel/Google Sheets template, and Heritage Web manually creates all listings within 3-5 business days. Each listing still requires standard approval (1 day for sponsors, 2-3 days for free), but the creation process is handled entirely by Heritage Web's team with dedicated support throughout.

Overview

Bulk listing creation eliminates the administrative burden of setting up dozens or hundreds of professional profiles individually. Organizations compile their team's information in a standardized template, and Heritage Web handles all technical aspects of listing creation, ensuring consistency and compliance across your entire team.

The Bulk Creation Process

Step 1: Receive Template

Heritage Web provides:

Excel or Google Sheets template
Clear column headers and instructions
Example entries for reference
Data validation rules
Submission guidelines

Step 2: Compile Team Information

Your organization gathers:

Required Information	Optional Information
Full names	Professional photo URLs
Email addresses	Years of experience
Phone numbers	Education details
License numbers & states	Awards and certifications
Office locations & ZIP codes	Professional bio
Up to 7 specialties each	Social media links
Languages (individual + team)	Website URLs

Step 3: Template Submission

Submit completed template:

Email to your account manager
Secure file transfer if preferred
Heritage Web reviews for completeness
Clarification requests within 24 hours
Final confirmation before creation

Step 4: Heritage Web Creates Listings

Our team handles:

Individual account creation (if needed)
Profile/organization listing setup
Data entry and formatting
Language configuration
Specialty selection
Initial quality check

Step 5: Approval Process

Standard review timeline:

Sponsor Listings: 1 business day per listing
Free Listings: 2-3 business days per listing
Bulk Processing: May extend slightly for large volumes
Third-Party Verification: All credentials verified
Quality Assurance: Contact information validated

Step 6: Activation & Access

Upon approval:

Listings enter matching system
Professionals receive dashboard access
Lead matching begins immediately
Team permissions configured
Training materials provided

Template Specifications

Required Fields

Column A: First Name Column B: Last Name Column C: Email Column D: Phone Column E: License Number Column F: License State(s) Column G: Office Address Column H: Office ZIP Column I-O: Specialties (up to 7) Column P-T: Languages Spoken Column U-Y: Team Languages

Data Formatting Rules

Names: Proper case, no titles
Emails: Valid format, unique per person
Phone: 10 digits, include area code
License: Exact as issued by state
Languages: English names (e.g., "Spanish" not "Español")
Specialties: From approved category list

Special Considerations

Multiple Licenses

For professionals licensed in multiple states:

List primary state in main column
Add additional states in notes
Include all license numbers
Specify which license is primary

Team Languages

Critical for matching:

Column for individual's languages
Separate columns for team languages
Include all staff who assist
Specify proficiency if relevant

Volume Tiers & Timelines

Number of Listings	Creation Time	Approval Time	Total Timeline
10-25	1-2 days	1-3 days	2-5 days
26-50	2-3 days	2-4 days	4-7 days
51-100	3-5 days	3-5 days	6-10 days
100+	5-7 days	5-7 days	10-14 days

Quality Assurance

Heritage Web Verification

License validation with state boards
Contact information testing
Duplicate detection
Data consistency checks
Publication assignment

Your Organization's Role

Verify data accuracy before submission
Designate single point of contact
Review listings post-creation
Report any corrections needed
Maintain ongoing updates

Important Notes

Not Auto-Approved: Every listing undergoes standard review
Individual Accounts: Each professional gets unique login
Bulk Updates: Available after initial creation
Sponsor Status: Can be applied in bulk
Team Configuration: Set up after listings approved

FAQs

Q: Can we create different listing types in bulk (profile, organization, job)? A: Yes, specify listing type for each row. Most enterprises focus on profile listings for professionals and organization listings for offices.

Q: What if some team members already have listings? A: Include them in the template marked as "existing." We'll update rather than duplicate their listings.

Q: How do we handle ongoing changes after bulk creation? A: Your account manager assists with bulk updates quarterly or as needed. Individual professionals can also update their own listings.

Q: Can we import from our HR system? A: Yes, provide data in CSV format. We'll help map fields to our template structure.

Q: Is there a limit to how many listings we can create? A: No hard limit, but very large volumes (500+) may require phased implementation.