Adding and Managing Licenses

Quick Answer

Add your organization's credentials in the Licenses & Certifications tab of your Edit Organization page. Enter the credential name, number, type, country, state (if applicable), and key dates. Verified credentials display a verification badge on your public listing, and only credentials that are both active and verified are eligible for lead matching.

Overview

Organization listings can include business licenses, facility permits, tax-exempt status, industry certifications, and professional accreditations. These credentials are verified against official databases where possible, or through manual staff review of your documentation. Verified entries display a verification badge on your public listing.

Only credentials that are both active and verified qualify for lead matching — organizations with expired, unverified, or invalid credentials may be excluded from relevant referral leads. You can add up to 10 credential entries.

Certain credentials unlock additional platform features. A verified 501(c)(3) license is required to activate the donation feature on your Organization listing. See "Understanding Donations on Heritage Web" for details.

Visibility is toggleable: Unlike Profile listings (where licenses always display), Organization listings can hide the Licenses & Certifications section from the public listing. Hidden credentials are still used for lead matching.

Adding a License or Certification

Step 1: Open the Licenses & Certifications Tab

Navigate to your Edit Organization page and click the "Licenses & Certifications" tab.

Step 2: Click "Add +"

Click the "Add +" button to open a new credential entry form.

Step 3: Enter Credential Information

Complete the required and optional fields:

Field	Required	Description	Example
License Name	Yes	Type the credential name as you want it displayed	501(c)(3) Tax-Exempt Status, Medical Facility License, ISO 9001 Certification
License Number	Yes	Enter your official credential number exactly as issued	12-3456789, MF-78901, 45D1234567
License Type	Yes	Select the category from the dropdown	State & Local Government, Federal Government, Professional Certification, Industry Accreditation, Physical Facility Permit, Regulatory Compliance
Country	Yes	Select the country of issuance	United States
State	No	Select the state of issuance — leave unselected for federal, national, or international credentials	Texas (or unselected for federal)
Issuing Authority	No	Type the name of the organization that issued the credential	Internal Revenue Service, Joint Commission, State of Texas
Acquired On	Yes	Select the date originally obtained (not a renewal date)	March 2018
Expiration Date	No	Select the date the credential expires — leave blank for lifetime or non-expiring credentials (e.g., 501(c)(3) status)	December 2026
Verification URL	No	Paste the URL to the public lookup page where the credential can be independently verified	https://apps.irs.gov/app/eos/
Proof Document	No	Upload a PDF or image of the credential as proof (required when no public database exists). Max 10MB. Accepted formats: PDF, JPG, PNG	Scanned business license certificate

Step 4: Add Additional Credentials

Repeat for each license, certification, or accreditation your organization holds. You can add up to 10 entries total.

Step 5: Submit for Review

Click "Publish Draft" to submit your credentials for verification.

Common Organization Credentials

Business & Legal:

Business License (city, county, state)
Professional Employer Organization (PEO) License
Contractor License (general or specialty)
Real Estate Broker License (firm)
Securities Dealer Registration
Insurance Agency License

Nonprofit & Tax:

501(c)(3) Tax-Exempt Status
501(c)(4), 501(c)(6) Status
State Charitable Organization Registration
Nonprofit Corporation Status

Healthcare Facilities:

Medical Facility License
Ambulatory Surgery Center License
Clinical Laboratory License (CLIA)
Pharmacy License (facility)
Mental Health Facility License
Substance Abuse Treatment License

Childcare & Education:

Childcare Facility License
Private School Accreditation
Vocational School License

Food & Hospitality:

Food Service License/Permit
Health Department Permit
Liquor License
Hotel/Lodging License

Industry Certifications & Accreditations:

ISO 9001 (Quality Management)
ISO 27001 (Information Security)
SOC 2 Compliance
HIPAA Compliance Certification
PCI DSS Compliance
BBB Accreditation
Joint Commission Accreditation (healthcare)
CARF Accreditation (rehabilitation)

Editing a Credential

Click the credential card to expand it
Click "Edit" to enter edit mode
Modify any fields as needed
Click "Save Changes"
Click "Publish Draft" to submit your updates

Important: Changes to the license number or expiration date will reset verification status. The credential will need to be re-verified before the verification badge is restored.

Removing a Credential

Click the credential card to expand it
Click "Delete"
The credential and any associated proof document are removed from your draft
Click "Publish Draft" to submit the change
Lead matching is adjusted after approval

Reordering Credentials

You can control the order your credentials appear on your public listing:

Use the drag handle (⋮⋮) next to each credential to drag it into your preferred order
The first credential in the list appears most prominently on your public listing
Order is saved automatically — no need to click Save

Tip: Place your most important credential first. For example, a nonprofit might drag their 501(c)(3) status to the top of the list.

Visibility Toggle

Organization listings can hide the entire Licenses & Certifications section from the public listing:

Setting	Public Display	Lead Matching
Visible (ON)	Credentials shown with/without badges	✓ Active
Hidden (OFF)	Entire section hidden from public listing	✓ Still active

This is useful for organizations that want verification benefits for lead matching without publicly displaying specific license numbers (e.g., a restaurant that wants its food service license verified but not shown).

Credential Expiration and Renewal

Expiration Reminders

Heritage Web sends email reminders as your credential's expiration date approaches:

60 days before expiration
30 days before expiration
7 days before expiration
On the expiration date — a 7-day grace period begins
7 days after expiration — credential is automatically marked as expired and removed from lead matching

Renewing a Credential

When your organization renews a credential, update the listing entry with the new expiration date and/or license number:

Updating the license number or expiration date resets verification status to unverified
Heritage Web will re-verify the renewed credential
Your verification badge is restored once the renewal is confirmed
Renewal does not automatically restore verified status — re-verification is required every time

Impact on Donations (501(c)(3) Only)

If your organization accepts donations through Heritage Web, your 501(c)(3) license status directly affects your donation capability:

If your 501(c)(3) status changes to expired, suspended, or revoked, donations are automatically suspended and the Donate button is removed from all publications.
Routine re-verification after a renewal does not suspend donations, as long as the license status remains Active.
See "What Happens If Your 501(c)(3) Status Changes" for full details on restoring donations.

Important Notes

License Name is free text: Type exactly what you want displayed (e.g., "501(c)(3) Tax-Exempt Status" — not just "Tax Exempt")
License Type is required: Choose the category that best fits your credential from the dropdown
State field is optional: Leave it unselected for federal credentials (501(c)(3), CLIA), national certifications (ISO, SOC 2), or international credentials
Maximum 10 entries: Prioritize your most important credentials
Visibility is toggleable: Hide the section from public view while still using credentials for lead matching
Both active AND verified required for leads: Only credentials with active status and verified verification status are eligible for lead matching
501(c)(3) status affects donations: A verified 501(c)(3) is required to accept donations, and losing active status automatically suspends the feature
Expiration reminders sent automatically: Heritage Web sends notifications at 60, 30, and 7 days before expiration
7-day grace period: After expiration, you have 7 days to renew before the credential is automatically marked as expired
Renewal resets verification: Updating your license number or expiration date triggers re-verification
Proof documents stored securely: Uploaded documents are kept in HIPAA-compliant cloud storage and are only accessible to Heritage Web staff during review

FAQs

Can I hide my credentials from the public listing?

Yes. Toggle visibility off in the Licenses & Certifications tab. Your credentials will still be used for lead matching — they just won't display publicly.

When should I leave the State field unselected?

Leave it unselected for federal credentials (501(c)(3), CLIA, federal business licenses), national certifications (ISO, SOC 2), and international credentials.

What if my certification can't be verified?

It will still display on your listing — just without the verification badge. You can upload a proof document (PDF, JPG, or PNG — max 10MB) or provide a verification URL to help Heritage Web staff verify it through manual review.

Do expired credentials affect my listing?

Yes. Expired credentials are excluded from lead matching. Heritage Web sends email reminders at 60, 30, and 7 days before expiration. After expiration, you have a 7-day grace period to update your listing before the credential is automatically marked as expired.

Does renewing a credential affect my verification badge?

Yes. When you update the license number or expiration date, verification status resets to unverified. Heritage Web will re-verify the renewed credential, and the badge is restored once confirmed.

Does my 501(c)(3) license affect the donation feature?

Yes. A verified, active 501(c)(3) license is required to accept donations on Heritage Web. If your 501(c)(3) status expires or is revoked, donations are automatically suspended. Routine re-verification after a renewal does not interrupt donations as long as the status stays Active. See "What Happens If Your 501(c)(3) Status Changes" for details.

What License Type should I choose?

State & Local Government — State or local business licenses, contractor licenses, facility permits issued by local agencies
Federal Government — Federal credentials (501(c)(3) tax-exempt status, CLIA certification, DEA registration)
Professional Certification — Professional body certifications held by the organization
Industry Accreditation — Standards body accreditations (ISO, Joint Commission, CARF, BBB)
Physical Facility Permit — Facility-specific permits (food service license, health department permit, liquor license)
Regulatory Compliance — Compliance certifications (HIPAA, PCI DSS, SOC 2)