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How Team Members Submit and Edit Listings

Brandon Austin avatar
Written by Brandon Austin
Updated over a week ago

How Team Members Submit and Edit Listings

Quick Answer

Team members with Content Manager or Admin roles can fully edit and submit listings exactly like account owners. They access listings through account switching, make changes to any field, submit for review, and manage pending versions. All edits require the same review process regardless of who makes them.

Overview

Content Managers and Admins have complete listing management capabilities. They can create new listings, edit existing ones, handle pending versions during review, and manage rejections. This seamless collaboration ensures business continuity without bottlenecks.

Step-by-Step Instructions

Accessing the Account

Step 1: Switch to Team Account

  1. Log into your Heritage Web account

  2. Look at the top of the content area (not main header)

  3. Click the dropdown showing current account name

  4. Select the team account you want to manage

  5. Dashboard updates to show team account data

Step 2: Navigate to Listings

  1. Go to appropriate section:

    • Profile (individual professional)

    • Organizations (businesses)

    • Events (conferences/workshops)

    • Jobs (employment opportunities)

  2. See all account owner's listings

Editing Existing Listings

Step 1: Select Listing to Edit

  1. Find the listing you want to modify

  2. Click "Edit" or the listing name

  3. Listing opens in edit mode

Step 2: Make Your Changes

Team members can edit EVERYTHING:

  • Business information and descriptions

  • Contact details and hours

  • Languages and specialties

  • Licenses and credentials

  • Images and logos

  • Prices and services

  • Multi-language content sets

  • All optional sections

Step 3: Handle Pending Versions

If a pending version exists:

  • You'll see both live and pending versions

  • Edit the pending version directly

  • Your changes replace previous pending edits

  • No multiple pending versions allowed

Step 4: Submit for Review

  1. Click "Publish Draft" or "Submit for Review"

  2. Listing enters review queue

  3. Status shows "Pending Review"

  4. Current version stays live during review

  5. Review takes 1 day (sponsor) or 2-3 days (free)

Creating New Listings

Step 1: Start New Listing

  1. Navigate to appropriate section

  2. Click "+ Free [Type] Listing" button

  3. Blank listing created immediately

  4. Status: "Never Published Before"

Step 2: Complete Required Fields

Fill in based on listing type:

  • Profile: Name (personal name only)

  • Organization: Name, Overview, Logo

  • Event: Title, Description, Details, Categories, Logo

  • Job: Description, Position Details, Industries, Organization

Step 3: Add Optional Information

  1. Complete additional sections as needed

  2. Add multi-language content sets

  3. Upload images and documents

  4. Configure contact display

Step 4: Submit for Initial Review

  1. Click "Publish Draft"

  2. First-time review process begins

  3. Team member and owner receive notifications

  4. Approval/rejection sent to both

Managing During Review

What Team Members Can Do:

  • Continue editing pending versions

  • Replace pending with new changes

  • Track status in dashboard

  • Receive notifications about outcomes

  • Handle rejections independently

What Continues Working:

  • Current approved version stays live

  • Lead matching continues

  • Public visibility maintained

  • No service interruption

Handling Different Statuses

Active Listings

  • Full editing capabilities

  • Create pending version with any edit

  • Submit changes for review

  • Current version unaffected

Pending Review

  • Can edit pending version

  • New edits replace pending

  • Cannot edit during final review

  • Wait for approval/rejection

Rejected Listings

  • View specific rejection reasons

  • Make required corrections

  • Resubmit immediately

  • Full authority to fix issues

Paused Listings

  • Can edit while paused

  • Can unpause (if authorized)

  • Changes still require review

  • Status changes are immediate

Important Notes

  • Same review process — Team edits go through identical review as owner edits

  • No self-approval — Team members cannot bypass review process

  • Full field access — No restricted fields for team members

  • Notification to both — Owner and submitter receive status updates

  • Activity tracked — All actions logged for accountability

FAQs

Q: Can multiple team members edit the same listing simultaneously? A: While multiple members can access the same listing, the latest save replaces previous edits. Coordinate to avoid overwriting work.

Q: Who gets notified when a team member submits changes? A: Both the account owner and the team member who submitted receive notifications about approval or rejection.

Q: Can team members delete listings? A: Team members cannot delete the Profile listing (no one can). They can manage other listing types based on their role permissions.

Q: What happens to pending edits if a team member is removed? A: Pending edits remain in the system. The account owner or remaining team members can continue managing them.

Q: Can team members see who made which edits? A: Currently, the system tracks actions but doesn't display edit history to users. This feature is planned for late 2025.

Next Steps

  • Coordinate editing schedules with team

  • Establish clear communication protocols

  • Document who manages which listings

  • Create style guide for consistency

Related Articles

  • Managing Rejected Listings as a Team

  • Understanding Team Member Permissions

  • The Pending Version System

  • Account Switching for Team Members

Related Articles
Editing Approved Listings (The Pending Version)
Giving Team Members Access to Edit Listings
What Happens When I Edit an Approved Listing?
Understanding Team Member Permissions
Managing Rejected Listings as a Team
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