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Manual Attribution for Missed Referrals

Brandon Austin avatar
Written by Brandon Austin
Updated this week

Manual Attribution for Missed Referrals

Recover lost commissions when technical issues or special circumstances prevent automatic tracking of your referrals.

Quick Answer

If someone you referred creates a Heritage Web account without using your tracking link, you can request manual attribution within 30 days. The customer must email [email protected] confirming you referred them, with you CC'd on the email. Heritage Web will verify the request and apply permanent attribution, ensuring you receive your 30% commission on all purchases within their first 12 months.

When Manual Attribution Is Needed

Common Scenarios

Technical Issues

  • Customer's browser blocked cookies

  • They cleared cookies before signing up

  • Ad blockers interfered with tracking

  • Incognito/private browsing was used

  • JavaScript was disabled

User Behavior

  • Used different device than where they clicked

  • Clicked link on phone, signed up on computer

  • Created account days later after cookie expired

  • Went directly to Heritage Web without clicking link

  • Used a different email than expected

Referral Methods

  • Verbal referral at conference or meeting

  • Phone conversation referral

  • Printed materials without QR code

  • Email where link wasn't clicked

  • Social media where link was missed

Special Circumstances

  • Enterprise bulk sign-ups

  • Assisted sign-up (you helped them)

  • Group training or workshop attendees

  • Offline event conversions

  • Technical glitches during sign-up

The 30-Day Window

Critical Timeline

  • Day 0: Customer creates Heritage Web account

  • Days 1-30: Window for manual attribution request

  • Day 31+: Too late—no attribution possible

Why 30 Days?

  • Prevents abuse of the system

  • Allows reasonable time for discovery

  • Protects existing attributions

  • Maintains program integrity

  • Balances fairness with security

Manual Attribution Process

Step 1: Verify Eligibility

Check These Requirements:

  • Within 30 days of account creation

  • No existing attribution to another affiliate

  • Legitimate referral relationship exists

  • Customer willing to confirm referral

  • You have customer's contact information

Step 2: Contact the Customer

Ask them to:

  1. Send email to [email protected]

  2. Include you (CC) on the email

  3. Confirm you referred them

Provide them with template:

Subject: Referral Attribution Confirmation

To: [email protected] CC: [your email]

Hello,

I was referred to Heritage Web by [Your Name] ([Your Email]). I created my account on [Date] but the referral tracking may not have worked correctly.

Please attribute my account to [Your Name]'s affiliate account.

Account email: [Customer's Heritage Web email]

Thank you, [Customer Name]

Step 3: Customer Sends Confirmation

The email must:

  • Come FROM the customer (not you)

  • Include you as CC recipient

  • Clearly state you referred them

  • Include their Heritage Web account email

  • Be sent within 30-day window

Step 4: Heritage Web Review

Verification process includes:

  • Confirming account creation date

  • Checking for existing attribution

  • Verifying customer identity

  • Reviewing referral legitimacy

  • Checking against program terms

Processing time: 3-5 business days

Step 5: Attribution Confirmation

If approved, you'll receive:

  • Email confirmation of attribution

  • Customer ID for tracking

  • Effective date confirmation

  • Commission activation notice

Attribution becomes:

  • Permanent for 12 months

  • Retroactive to account creation

  • Valid for all purchases

  • Visible in your dashboard

What Won't Work

Invalid Requests

You Can't Request Alone

  • Customer must initiate confirmation

  • You cannot send request on their behalf

  • Forwarding emails doesn't count

  • Customer must actively confirm

Outside 30-Day Window

  • No exceptions to 30-day limit

  • "Didn't know" isn't valid reason

  • Technical delays don't extend window

  • Holiday/weekend days count

Existing Attribution

  • Cannot override another affiliate's attribution

  • Last-click attribution is final

  • No splitting commissions

  • First valid attribution wins

Questionable Relationships

  • Must be genuine referral

  • No buying attributions

  • No false claims

  • Heritage Web investigates suspicious requests

Best Practices for Prevention

Primary Prevention

  • Always share your tracked link first

  • Follow up with tracked link via email

  • Use QR codes for in-person events

  • Create memorable short links for verbal sharing

  • Test your links regularly

Backup Documentation

  • Keep records of who you've referred

  • Note dates of referral conversations

  • Save correspondence with prospects

  • Screenshot social media referrals

  • Document enterprise introductions

Quick Discovery

  • Monitor your dashboard daily during campaigns

  • Check within 48 hours of expected sign-ups

  • Ask customers to confirm they used your link

  • Set calendar reminders for follow-up

  • Act immediately if attribution is missing

Special Cases

Enterprise Manual Attribution

Different Process Required:

  1. Contact [email protected] BEFORE referring

  2. Get pre-approval for bulk attribution

  3. Follow special enterprise workflow

  4. Attribution applied during bulk creation

  5. No 30-day limit but must be arranged in advance

Multiple Account Scenarios

If same person/organization creates multiple accounts:

  • Each account needs separate attribution

  • Customer must confirm each one

  • All must be within 30 days

  • Consider enterprise process for bulk

International Customers

  • Email can be in any language

  • Heritage Web may request translation

  • Same 30-day window applies

  • Time zones don't extend deadline

Troubleshooting Failed Attributions

Request Denied Reasons

Documentation Issues

  • Customer email unclear

  • You weren't CC'd properly

  • Missing account information

  • Incomplete request

Solution: Have customer resend with complete information

Timing Problems

  • Outside 30-day window

  • Account creation date disputed

  • Request sent too late

Solution: No recovery possible—prevent future occurrences

Attribution Conflicts

  • Another affiliate already attributed

  • Multiple affiliates claiming same referral

  • Last-click attribution applied

Solution: Accept the outcome—focus on new referrals

Escalation Process

If you believe denial was in error:

  1. Reply to denial email with evidence

  2. Provide additional documentation

  3. Request supervisor review

  4. Accept final decision

Communication Templates

For You to Send to Customer

Hi [Customer Name],

I noticed the referral tracking may not have worked when you signed up for Heritage Web. To ensure I'm credited for referring you, could you please send a quick email to [email protected] confirming I referred you?

Just CC me on the email and mention that I ([Your Name]) referred you to Heritage Web. You'll need to include the email address you used for your Heritage Web account.

This needs to be done within 30 days of when you created your account, so please send it at your earliest convenience.

Thanks! [Your Name]

For Following Up

Hi [Customer Name],

Just a friendly reminder about confirming our referral for Heritage Web. The 30-day window closes on [Date], so please send that confirmation email to [email protected] with me CC'd when you get a chance.

Let me know if you need any help with this!

Best, [Your Name]

FAQs

What if the customer refuses to send confirmation? Without customer confirmation, manual attribution isn't possible. Focus on maintaining good relationships and ensuring future referrals use your tracking link.

Can I offer incentives for confirmation? No. Incentivizing attribution confirmations violates program terms. The confirmation must be genuine and voluntary.

What if I discover a missed referral after 30 days? Unfortunately, no attribution is possible after 30 days. Use this as a learning experience to monitor referrals more closely.

Can Heritage Web make exceptions to the 30-day rule? No. The 30-day window is strict and applies to everyone equally to maintain program integrity.

What if the customer already made purchases? If attribution is approved, you'll receive commission on all purchases from account creation forward, including any already made.

Next Steps

  • Monitor new referrals closely

  • Act quickly on missing attributions

  • Keep customer contact information

  • Document all referral activity

  • Use multiple tracking methods

Related Articles

  • Troubleshooting Missing Referrals and Commissions

  • Tracking Offline Referrals and In-Person Conversions

  • Referring Enterprise Clients

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