Managing Multiple Email Recipients for Your Inbox Messages
Quick Answer
Free and sponsor listings can both notify an unlimited number of email addresses (your primary email plus as many additional addresses as you need) when Message button inquiries arrive. Configure these recipients through your listing's edit page, with each address receiving identical notifications instantly.
Overview
Adding multiple email recipients ensures your team never misses important inquiries. Whether you're sharing lead management duties, providing backup coverage, or keeping stakeholders informed, understanding how to effectively manage multiple recipients improves response times and prevents lost opportunities.
Understanding Email Limits
Free Listings
Total Capacity: Unlimited
Primary email (from account settings)
As many additional email addresses as you need
Common Setup:
Primary: Your professional email
Additional: Assistant or backup email
Sponsor Listings
Total Capacity: Unlimited (same as Free)
Primary email (from account settings)
As many additional email addresses as you need
Common Setup (add as many as you need):
Primary: Your professional email
Additional 1: Office manager
Additional 2: Assistant
Additional 3: Business partner
Additional 4: Backup personal email
Additional 5: Shared team inbox
Step-by-Step Instructions
Step 1: Access Notification Settings
Log into dashboard.heritageweb.com
Navigate to your listings
Click "Edit" on desired listing
Open the Notifications tab and find "Email Recipients"
Step 2: Add Additional Recipients
To Add an Email Recipient:
Click "+ Add Email Recipient"
Enter complete email address
Double-check for typos
Enter the verification code sent to that address
To Add More Than One:
Repeat the process for each email
Add one at a time
Verify each address
There is no limit on the number of email recipients
Step 3: Organize Your Recipients
Consider role-based distribution:
Recipient Type | Email Example | Purpose |
Primary | Main contact, account owner | |
Assistant | First response, scheduling | |
Manager | Oversight, quality control | |
Backup | After-hours coverage | |
Team Inbox | Shared access, collaboration | |
Archive | Record keeping, CRM forward |
Step 4: Verify All Recipients
Test your configuration:
Have someone send test message
Confirm all emails receive notification
Check each inbox (including spam)
Verify links work in each email
Step 5: Manage and Update
To Remove Recipients:
Access notification settings
Find email to remove
Click "Remove" or "Delete"
Save changes
To Change Recipients:
Remove old email address
Add new email address
No direct edit option
Changes apply immediately
Best Practices for Team Distribution
Small Teams (2-3 people)
Free Listing Setup:
Primary: Lead professional
Additional: Shared inbox or assistant
Sponsor Listing Setup:
Primary: Lead professional
Additional 1-2: Team members
Additional 3: Shared inbox
Add more recipients later as your team grows
Large Teams (4+ people)
Strategy Options:
Option 1: Shared Inbox System
Use [email protected] as primary
Add key individuals as additional
Team accesses shared inbox
Option 2: Role-Based Distribution
Primary: Account owner
Sales team emails
Support team emails
Management oversight
Option 3: Rotation System
Update weekly/monthly
Rotate who receives notifications
Maintain coverage schedule
Managing Notification Overload
Preventing Duplicate Work
When multiple people receive notifications:
Establish Clear Protocols:
Designate primary responder
Set response time ownership
Create "claimed" system
Use external tracking
Communication Methods:
Quick team message: "I've got this one"
Update shared spreadsheet
Move email to "Handled" folder
Add note in CRM system
Avoiding Confusion
Common Problems:
Multiple people responding
No one responding (assuming others will)
Duplicate follow-ups
Inconsistent messaging
Solutions:
Clear role definitions
Response assignments
Team communication channel
Single source of truth tracking
Important Notes
All recipients receive identical notifications
Cannot customize per recipient
No "CC" vs "TO" distinction
Cannot set primary recipient among multiples
Removing primary email disables Message button entirely
FAQs
Can different recipients get different types of messages? No, all Message button inquiries go to all configured email addresses. There's no filtering or routing available.
What happens if an email address bounces? Heritage Web doesn't notify you of bounces. The message still appears in My Inbox, but that recipient won't receive the email notification.
Can I use role-based emails like info@ or sales@? Yes, generic email addresses work well for team access. Just ensure someone monitors these inboxes regularly.
Do team members need Heritage Web accounts to receive notifications? No, any valid email address can receive notifications. Only the account owner needs Heritage Web access to view My Inbox.
Can I have different recipients for different listings? Yes, each listing has independent notification settings. You can have completely different recipient lists per listing.
Next Steps
Audit who currently receives notifications
Identify gaps in coverage
Add appropriate team members
Create response protocols
Test multi-recipient delivery
Document who receives what