What Happens When I Edit an Approved Listing?
Quick Answer
When you edit an approved listing, the system creates a "pending version" that requires review while your current approved version stays live and continues working normally. You experience no downtime - visitors see your current listing, you continue receiving leads, and all features remain active during the 1-3 business day review period. Once approved, the pending version automatically replaces the live version.
Overview
Heritage Web's pending version system ensures your business never experiences interruption when you need to update your listing. Whether updating your phone number, adding new services, or refreshing your description, your current listing remains fully functional while changes undergo review. This guide explains how the dual-version system works, what triggers review, and how to manage edits efficiently.
The Pending Version System
How Dual Versions Work
When you edit an approved listing, two versions exist simultaneously:
Version | Status | Visibility | Function |
Live Version | Active | Public sees this | Full functionality |
Pending Version | Under Review | Only you see this | Contains your edits |
Visual Representation
Your Approved Listing (Live) ↓ You Make Edits ↓ System Creates → Live Version (unchanged) + Pending Version (with edits) ↓ During Review → Public sees Live Version ↓ After Approval → Pending Version becomes new Live Version
What This Means for You
No Service Interruption:
Listing stays visible on all publications
Continue receiving matched leads
Messages and inquiries flow normally
No "under maintenance" message
No downtime whatsoever
Peace of Mind:
Make updates without worry
Test changes safely
Current version protected
No rush to perfect edits
Can edit pending version multiple times
What Triggers Review
Changes That Require Review
Any modification to your listing content triggers review:
Text Changes:
Name modifications
Description updates
Bio revisions
Service additions
Specialty changes
Address updates
Image Updates:
New profile photo
Logo changes
Cover image updates
Gallery additions
Image replacements
Credential Changes:
License updates
Education additions
Certification changes
Professional associations
Award additions
Contact Updates:
Phone numbers
Email addresses
Website URLs
Office locations
Hours of operation
Changes That DON'T Require Review
These actions take effect immediately without review:
Status Changes:
Pausing/unpausing listing
Marking job as filled
Hiding from specific publications
Account Management:
Team member changes
Payment method updates
Notification settings
Dashboard preferences
Access Controls:
Message button toggle
Section visibility
Display preferences
The Review Process for Edits
Timeline for Edit Reviews
Same as New Listings:
Sponsor listings: 1 business day
Free listings: 2-3 business days
Excludes: Weekends and holidays
What Gets Reviewed
Focus Areas for Edits:
Review Aspect | What's Checked | Why It Matters |
Changed Content | Only modified sections | Faster review |
New Information | Licenses, credentials | Must verify |
Compliance | Terms of service | Maintains quality |
Accuracy | Contact info, claims | Prevents fraud |
Review Outcomes
Possible Results:
Approved: Pending version replaces live version
Rejected: Live version continues, fix pending version
Partial approval: Rarely, specific issues noted
Managing Your Pending Version
Editing Your Pending Version
You CAN:
Continue editing pending version
Make multiple changes
Save drafts repeatedly
Preview your changes
Add new content
Each New Edit:
Replaces previous pending version
Doesn't create multiple versions
Restarts review if already submitted
Maintains single pending version
Example Workflow
Monday: Edit phone number → Creates pending version Tuesday: Edit description too → Updates same pending version Wednesday: Add new photo → Still same pending version Wednesday PM: Submit for review → One consolidated review Friday: All changes approved together → New live version
Viewing Your Versions
Dashboard Display:
Listing: Immigration Law Practice Live Version: Last updated Jan 1, 2025 ✓ Pending Version: Edited Jan 15, 2025 (Under Review) [View Live] [Edit Pending] [Preview Changes]
Comparing Versions
What You Can See:
Current live content
Pending changes
Modification timestamps
Review status
Expected approval date
Common Edit Scenarios
Scenario 1: Simple Contact Update
Changing Phone Number:
Time: Monday 10 AM Edit: Update phone from 555-1234 to 555-5678 Submit: Monday 10:15 AM Review: 1-3 business days Result: Approved Tuesday (sponsor) or Wednesday (free) Meanwhile: Old number visible, still receiving calls
Scenario 2: Major Description Overhaul
Rewriting Your Bio:
Current Bio: 200 words about experience Edit: Complete rewrite with new focus Add: New specialties and languages Include: Updated credentials Submit: All changes together Review: Same timeline as minor edits Live Version: Unchanged during review
Scenario 3: Multiple Rounds of Edits
Perfectionist Approach:
Day 1: Edit description → Pending version created Day 2: Also edit specialties → Same pending version updated Day 3: Add new photos → Still same pending version Day 4: Fix typo noticed → Updates pending version Day 5: Finally submit → One review for all changes
Scenario 4: Urgent Changes Needed
Emergency Update:
Issue: Office moved suddenly Solution: 1. Update address in pending version 2. Submit immediately 3. Add note in current description: "New location as of [date]" 4. Note directs to new address 5. Full update live after approval
Team Member Edits
Who Can Edit
Permission Levels:
Role | Can Edit | Can Submit | Creates Pending |
Owner | Yes | Yes | Yes |
Admin | Yes | Yes | Yes |
Content Manager | Yes | Yes | Yes |
View-Only | No | No | No |
Collaborative Editing
How Team Edits Work:
All team edits go to same pending version
No conflicts between team members
Last edit wins for same field
Owner sees all changes
Single review for all edits
Example Team Workflow:
Monday AM: Content Manager updates description Monday PM: Admin adds new languages Tuesday: Owner reviews and submits Wednesday: All changes approved together
Special Considerations
Annual License Review
During Annual Review:
Licenses checked automatically
Expired licenses marked
Listing stays live
No pending version created
No re-approval needed
Different from User Edits:
System verification only
No content review
No approval process
Immediate updates
Multiple Listings Under One Account
Independent Reviews:
Profile Listing: Edit Monday → Pending version Organization 1: Edit Tuesday → Separate pending Organization 2: No edits → Stays active Event Listing: Edit Wednesday → Own pending Each reviewed independently
Publication Changes
What You Can Control:
Hide from specific publications (immediate)
Request new publications (via support)
Cannot self-assign publications
Heritage Web staff determines assignments
Edit Strategy Best Practices
Batch Your Changes
Efficient Approach: ✅ Collect all needed updates
✅ Make changes in one session
✅ Submit once for review
✅ Avoid multiple review cycles
Inefficient Approach: ❌ Submit phone change Monday
❌ Submit address change Wednesday
❌ Submit description change Friday
❌ Three separate reviews
Timing Your Edits
Best Times to Edit:
Tuesday-Thursday submission
Avoid Friday afternoon
Not before holidays
Plan around busy seasons
For Urgent Changes:
Edit and submit immediately
Consider sponsor upgrade for faster review
Add temporary note to live version
Contact support if critical
Managing Seasonal Updates
For Recurring Changes:
Restaurant Example: - Summer menu update → Edit in May - Fall menu update → Edit in September - Holiday hours → Edit in November - Each creates pending version - Plan review time accordingly
Common Questions About Pending Versions
What If I Make a Mistake?
Before Submitting:
Continue editing pending version
Fix mistakes immediately
No limit on edit attempts
Save drafts frequently
After Submitting:
Can't edit during review
Wait for approval/rejection
Fix any issues if rejected
Resubmit corrected version
Can I Cancel a Pending Version?
Current Limitations:
Cannot delete pending version
Cannot revert edits
Must wait for review completion
Can fix issues if rejected
What If Pending Version Is Rejected?
Process:
1. Live version continues unchanged 2. Receive rejection email with reasons 3. Fix issues in pending version 4. Resubmit for review 5. Live version still active throughout
Can I See What Others See?
Preview Options:
You see pending version when logged in
Public sees live version
No public preview of pending available
Trust that live version remains unchanged
Impact on Different Features
Lead Matching
During Pending Review:
Uses live version criteria
Current specialties/languages
Existing locations/radius
No interruption in leads
After Approval:
New criteria take effect
Updated matching parameters
May affect lead volume
Immediate implementation
SEO Implications
While Pending:
Live version stays indexed
No SEO disruption
Rankings maintained
URLs unchanged
After Approval:
Search engines recrawl
New content indexed
May improve rankings
Smooth transition
Team Access
During Edit Review:
Team sees live version normally
Admin/Content Manager see pending
No access disruption
Full functionality maintained
Best Practices
Do's
✅ Batch multiple changes together
✅ Review edits before submitting
✅ Keep live version in mind
✅ Plan for review timeline
✅ Update licenses proactively
✅ Use notes for urgent changes
Don'ts
❌ Don't panic about downtime
❌ Don't create duplicate listings
❌ Don't submit incomplete edits
❌ Don't edit during review
❌ Don't make unnecessary changes
FAQs
Will my listing go offline during review? No, your current version stays live and fully functional.
Can I edit my pending version multiple times? Yes, until you submit for review. Each edit updates the same pending version.
What if I need to make another change after submitting? Wait for current review to complete, then make additional edits.
Do small changes review faster than big changes? No, all edits follow the same timeline: 1 day for sponsors, 2-3 days for free.
Can two team members edit simultaneously? Yes, but edits go to the same pending version. Last edit to each field wins.
What if my pending version has been under review for too long? Contact support if review exceeds the standard timeline (excluding weekends).
Next Steps
Plan your edits strategically
Batch changes together
Review everything before submitting
Allow time for review process
Monitor email for approval
Keep current version in mind for urgent needs