Email Notifications for New Matched Leads
Quick Answer
When a new lead matches your listing's criteria, Heritage Web sends an email notification with a preview of the opportunity. The email contains basic information but never includes the client's contact details - you must log into your dashboard and purchase the lead to access full contact information.
How Email Notifications Work
What Triggers a Notification
You receive an email when:
A new client request matches your listing's criteria
The lead passes Heritage Web's manual review
Your listing qualifies based on the six-filter matching system
The lead enters your geographic service area
Timing Based on Account Type
Sponsor Accounts:
Receive notifications immediately when leads are matched
24-hour advantage over free accounts
Applies to ALL lead types (paid and pro bono)
Free Accounts:
Receive notifications 24 hours after sponsors
See the same leads, just delayed
May miss high-demand opportunities
What's Included in the Email
Preview Information
Service category/practice area requested
Brief description of the client's needs
Location (city and state)
Source publication (e.g., BlackLawyers.com)
Lead price (for paid referrals)
Clear call-to-action button
What's NOT Included
Client's name
Phone number
Email address
Full address
Any identifying contact information
This protects client privacy and maintains the pay-per-lead model.
Configuring Email Notifications
Where to Set Up Notifications
Account Level Settings: Dashboard > Account Settings > Notifications
Listing Level Settings: Edit Listing > Notification table
Notification Limits by Account Type
Free Listings:
Primary email (required)
1 additional email address
Total: 2 email addresses per listing
Sponsor Listings:
Primary email (required)
5 additional email addresses
Total: 6 email addresses per listing
Adding Additional Email Recipients
Navigate to your listing's edit page
Find the Notification table section
Add email addresses for team members or assistants
Save your changes
All specified emails receive notifications
Important: Primary Email Settings
Your primary email is used by default
If you disable the primary email, the "Message" button disappears from your public listing
Consider keeping primary email active for important communications
Taking Action on Email Notifications
For Paid Referrals ($29-$395)
Option 1: Purchase via Email
Click "Purchase Lead" button in email
Complete Stripe checkout
Receive follow-up email with contact details
Lead appears in "Purchased" tab
Option 2: Purchase via Dashboard
Click link to dashboard
Review full lead details
Click "Purchase for $[amount]"
Access contact information immediately
For Pro Bono Opportunities
Important: You cannot accept pro bono cases via email
Click link to Pro Bono Dashboard
Review opportunity details
Click "I'll Take It" button
Contact information revealed in dashboard
SMS Notifications (Sponsor Only)
Additional Alert Option
Sponsor accounts can enable SMS notifications:
1 SMS number included per sponsor listing
Additional numbers: $5/month for first, $2/month for reuse
Must verify phone number before activation
Setting Up SMS
Edit your listing
Add phone number in notification table
Complete verification process
Enable for specific lead types
Managing Notification Volume
If You're Getting Too Many Emails
Options to Reduce:
Tighten your specialty selections
Reduce service radius (contact support)
Hide from certain publications
Consider pausing listings temporarily
If You're Not Getting Notifications
Check These Settings:
Verify listing is approved
Confirm email notifications are enabled
Check spam/junk folders
Ensure specialties are appropriate
Verify license is active and valid
Team Member Notifications
How It Works
Add team member emails to notification table
Team members receive same preview emails
They can view leads through account switching
Only Admin role can purchase (charged to owner)
Best Practices
Add key team members who monitor leads
Ensure someone checks during vacations
Coordinate who handles purchases
Set clear response protocols
Email Content Examples
Paid Referral Email Preview
"New Legal Services Lead - $95 A potential client in Dallas, TX needs assistance with family law matters. Source: HeritageWeb.com [Purchase This Lead]"
Pro Bono Email Preview
"New Pro Bono Opportunity A community member needs free legal assistance with immigration matters. Location: Houston, TX [View in Dashboard]"
Important Limitations
No Digest Options
Notifications are sent immediately
No daily or weekly summary options
Each lead generates separate email
Cannot batch notifications
Cannot Respond via Email
Email is notification only
Cannot reply to claim leads
Must use dashboard for all actions
Email responses go unread
FAQs
Q: Can I forward notification emails to others? A: Yes, but they won't be able to purchase without your account access. It's better to add them to the notification table.
Q: Why don't I see contact information in the email? A: Contact details are only revealed after purchase to protect client privacy and maintain the pay-per-lead model.
Q: Can I disable all email notifications? A: You can disable notifications, but you'll miss opportunities. We recommend keeping at least one email active.
Q: Do notification emails expire? A: The emails don't expire, but the leads they reference expire after 60 days from review.
Q: Can team members purchase directly from their notification email? A: No, only the account owner's payment method can be used. Team members must purchase through the dashboard.
Next Steps
Configure notification emails for all active listings
Add team members who help monitor leads
Consider SMS notifications if you're a sponsor
Check spam filters to ensure delivery
Set up a system for monitoring and responding to notifications