Configuring Notification Preferences for Free Leads
Quick Answer
Free lead notifications are configured at the listing level through your Edit Listing page. You can control which email addresses receive Message button inquiries, but you cannot customize frequency, format, or create filters – all messages trigger immediate notifications to all configured addresses.
Overview
Understanding notification configuration helps you balance staying informed about new leads with managing email volume. While Heritage Web's notification system is straightforward, knowing its capabilities and limitations helps you set realistic expectations and implement workarounds where needed.
Configuration Locations
Account-Level Settings
Navigate to: Dashboard > Account > Notifications
Controls:
General platform notifications
System announcements
Account-related alerts
Note: This does NOT control Message button inquiry notifications.
Listing-Level Settings
Navigate to: Dashboard > Listings > Edit Listing > Notification Table
Controls:
Message button inquiry emails
Which addresses receive notifications
Primary email enable/disable
Additional recipient emails
This is where you configure free lead notifications.
Available Notification Options
What You CAN Configure
✅ Email addresses (2 for free, 6 for sponsor) ✅ Enable/disable primary email notifications ✅ Add/remove additional recipients ✅ Different settings per listing ✅ Immediate delivery (always on)
What You CANNOT Configure
❌ Frequency settings (no digest option) ❌ Quiet hours (24/7 delivery) ❌ Message filtering (all or nothing) ❌ Custom templates (standard format only) ❌ SMS alerts for free leads (sponsor feature doesn't apply) ❌ Notification rules (by sender, keyword, etc.) ❌ Auto-forwarding within platform
Setting Preferences by Listing Type
For Profile Listings
Best practices for individuals:
Use your primary work email
Add personal email as backup
Consider after-hours access needs
Keep Message button enabled
For Organization Listings
Best practices for businesses:
Use a shared inbox as primary
Add reception/admin emails
Include manager for oversight
Distribute across team
For Event Listings
Typically minimal messaging:
Event coordinator as primary
Marketing team as additional
May disable between events
For Job Listings
Rarely receive direct messages:
HR email as primary
Hiring manager as additional
May disable when position filled
Working Around Limitations
Creating Digest Effects
Since Heritage Web doesn't offer digest mode:
Create dedicated email account for notifications
Set up email rules to hold messages
Review in batches at set times
Forward important ones to primary inbox
Managing High Volume
If receiving too many notifications:
Temporarily disable Message button during peak times
Remove additional emails to reduce duplication
Use email filters to sort by priority
Consider team delegation for initial responses
Setting Quiet Hours
To avoid after-hours disruption:
Use dedicated email for Heritage Web
Configure email client to delay notifications
Set phone to "Do Not Disturb" after hours
Check manually at start of business day
Notification Behavior Rules
Delivery Timing
Instant delivery (within seconds)
No queuing or batching
24/7 operation
No maintenance windows
No delay options
Failure Handling
If email fails, no retry system
No bounce notifications to you
Message still appears in My Inbox
Check My Inbox if expecting messages
Multiple Listings
Each listing has independent settings
Same email can be used across listings
Each listing's messages sent separately
No consolidated notifications
Important Notes
Disabling primary email removes Message button from listing
Changes take effect immediately upon saving
No confirmation required for added emails
Cannot modify notification email content
Test functionality after any changes
FAQs
Can I get SMS notifications for free leads? No, SMS notifications are only available for paid referrals and pro bono cases, not for Message button inquiries, even with sponsor status.
Can I set different emails for different times of day? No, all configured emails receive all notifications 24/7. Use email client rules for time-based routing.
What if I only want notifications for certain types of messages? Platform doesn't support filtering. All Message button inquiries trigger notifications to all configured addresses.
Can I pause notifications temporarily without removing emails? No direct pause feature. You must either remove email addresses or disable the Message button entirely.
Do team members get their own notification preferences? No, notifications go to addresses configured on the listing, regardless of who manages responses. Team members should be added as additional emails if they need notifications.
Next Steps
Audit current notification settings across all listings
Standardize email addresses for consistency
Create email filters for better organization
Test notification delivery to all addresses
Document which team members receive notifications