Pro Bono Lead Match Email Notifications
Quick Answer
When a pro bono opportunity matches your listing criteria, Heritage Web sends an email notification with a preview of the case details. The email never includes client contact information - you must log into your Pro Bono Dashboard and click "I'll Take It" to access contact details. This protects client privacy and maintains the access counting system for free accounts.
How Pro Bono Email Notifications Work
What Triggers a Notification
You receive an email when:
A community member's request is approved for pro bono
Your listing matches all six filter criteria
The case falls within your service radius
Your specialties align with the need
Language requirements match (if specified)
Timing Based on Account Type
Sponsor Accounts:
Immediate notification when matched
24-hour advantage over free accounts
First opportunity to accept cases
Unlimited acceptance capability
Free Accounts:
Notification arrives 24 hours after sponsors
Same case visibility, just delayed
Limited to 3 acceptances per month
May find best cases already taken
Email Content Details
What's Included
Case Preview Information:
Type of service needed
Brief description (2-3 sentences)
General location (City, State)
Source publication
Urgency indicator
Link to Pro Bono Dashboard
What's NOT Included
Protected Information:
Client's name
Phone number
Email address
Specific address
Any identifying details
Full case description
This ensures client confidentiality and prevents bypassing the system.
Sample Email Content
Subject: New Pro Bono Opportunity - Immigration Services
A community member needs assistance with immigration documentation.
Location: Houston, TX Source: IranianLawyers.com
[View Opportunity in Dashboard]
Critical Difference from Paid Referrals
Pro Bono Process
Cannot Accept via Email:
Click dashboard link in email
Review full case details
Click "I'll Take It" button
Contact information revealed
Counts against monthly limit (if free)
Why No Email Acceptance
System Requirements:
Must track access counting
Ensure limit compliance
Maintain audit trail
Protect client privacy
Prevent system circumvention
Configuring Email Notifications
Where to Set Up
Account Level: Dashboard > Account Settings > Notifications
Listing Level: Edit Listing > Notification table section
Adding Email Recipients
Limits by Account Type:
Free Listings:
Primary email (required)
1 additional email
Total: 2 email addresses
Sponsor Listings:
Primary email (required)
5 additional emails
Total: 6 email addresses
Best Practices for Email Setup
Who to Include:
Primary attorney/professional
Assistant who monitors email
Pro bono coordinator
Backup contact person
Important Note:
All recipients see same preview
None can accept via email
Must have dashboard access to accept
Consider team member roles
Managing Primary Email
Warning: Disabling primary email removes the "Message" button from your public listing
Recommendations:
Keep primary email active
Use filtering if volume too high
Add additional emails instead
Monitor regularly for opportunities
Notification Management Strategies
For High Volume
If Getting Too Many Emails:
Refine your specialties
Reduce service radius (contact support)
Use email filters/folders
Delegate monitoring to team
Consider daily review schedule
For Low Volume
If Not Getting Notifications:
Verify listing is approved
Check spam/junk folders
Confirm specialties are broad enough
Verify notification settings enabled
Expand service radius
Email Filtering Tips
Create Folders For:
Pro bono notifications
Urgent cases
Specific practice areas
Different languages
Set Up Rules To:
Auto-sort by subject line
Flag urgent cases
Forward to team members
Create daily digests
Team Coordination
Email Distribution
For Team Members:
Add their emails to notification table
They receive same preview
Must coordinate who accepts
Remember shared limits (free accounts)
Use Teams feature for access
Communication Protocol
Establish Clear Process:
Who reviews emails first
How quickly to respond
Assignment decision making
Acceptance authorization
Client contact timeline
Common Issues and Solutions
Not Receiving Expected Emails
Check These First:
Listing approval status
Spam/junk folders
Email address accuracy
Notification settings enabled
Specialty alignment with cases
Emails But No Dashboard Matches
Possible Causes:
Another team member accepted
Case already taken by sponsor
Outside your actual radius
License issue discovered
Too Many Irrelevant Emails
Solutions:
Tighten specialty selection
Reduce radius if too broad
Review language settings
Update listing details
Contact support for help
Understanding the Preview Strategy
Why Limited Information
Client Protection:
Maintains confidentiality
Prevents unsolicited contact
Ensures proper channel use
Protects vulnerable clients
System Integrity:
Enforces access limits
Tracks acceptance properly
Maintains audit trail
Supports sustainability
Making Accept Decisions
From Preview, Assess:
General service need alignment
Geographic feasibility
Language capability
Capacity to help
Urgency level
In Dashboard, Confirm:
Full case details
Specific requirements
Timeline needs
Special circumstances
Final decision
Mobile Considerations
Reading Emails on Mobile
Works Well:
Email preview visible
Dashboard link accessible
Can review on the go
Quick assessment possible
Limitations:
Cannot accept from email
Must access dashboard
May need desktop for acceptance
Consider mobile browser
FAQs
Q: Can I reply to the notification email to accept? A: No. You must use the Pro Bono Dashboard to accept cases. Email replies are not monitored.
Q: Why can't I see the client's name in the email? A: Client information is protected until you formally accept the case through the dashboard.
Q: Can forwarded emails allow others to accept? A: No. The recipient would need their own dashboard access and must be a team member or have their own approved listing.
Q: Do notification emails expire? A: The emails don't expire, but the pro bono opportunities they reference expire 60 days after review.
Q: Can I set up different emails for different types of cases? A: No. Email notifications go to all configured addresses regardless of case type.
Q: What if I delete the email accidentally? A: Check your Pro Bono Dashboard directly - all matched opportunities appear there regardless of email status.
Next Steps
Verify your email notification settings
Add relevant team member emails
Check spam filters
Create email organization system
Establish team protocols
Monitor dashboard regularly
Consider sponsor upgrade for unlimited access