Adding Notification Recipients

Quick Answer

Add additional email recipients to receive notifications for your Organization listing. This allows team members, assistants, or partners to receive alerts about messages and leads without needing full account access. Configure recipients in the Notifications section of your listing.

Overview

By default, notifications go to your account email. But many businesses need multiple people to receive alerts—an office manager, receptionist, or business partner. Adding notification recipients ensures the right people are informed when inquiries arrive, improving response time and client service.

When to Add Recipients

Add notification recipients when:

Scenario	Who to Add
Office staff handles inquiries	Receptionist or office manager email
Business partners	Partner's email addresses
Virtual assistant	Assistant's email
Coverage backup	Secondary person for when you're unavailable
Department routing	Team email (e.g., [email protected])

Step-by-Step Instructions

Step 1: Access Notification Settings

Go to your Organization listing edit page
Scroll to the Notifications section
Click to expand if collapsed

Step 2: Find Recipient Settings

Look for "Notification Recipients" or "Additional Emails"
You'll see your primary email listed
Find the option to add more recipients

Step 3: Add Email Recipients

Click Add Recipient or +
Enter the recipient's email address
Repeat for additional recipients
Each recipient will receive the same notifications you do

Step 4: Save Your Changes

Review all recipient emails for accuracy
Click Publish Draft to save
New recipients start receiving notifications immediately

Managing Recipients

Adding a Recipient

Go to Notifications section
Click Add Recipient
Enter email address
Save changes

Removing a Recipient

Go to Notifications section
Find the recipient to remove
Click the remove/delete icon
Save changes

Updating a Recipient

Remove the old email
Add the new email
Save changes

What Recipients Receive

Notification recipients get the same alerts as the primary account holder:

Notification Type	Received by Recipients
New message alerts	✓ Yes
Lead match notifications	✓ Yes
Listing status updates	✓ Yes
System announcements	Varies

Recipient Limitations

What Recipients CAN Do

Receive email notifications
See the same notification content you see
Stay informed about listing activity

What Recipients CANNOT Do

Log into your Heritage Web account
Edit your listing
Respond to messages through the platform
Access your dashboard

For full access, add them as Team Members instead.

Recipients vs. Team Members

Feature	Notification Recipients	Team Members
Receive email alerts	✓ Yes	✓ Yes
Dashboard access	✗ No	✓ Yes
Edit listings	✗ No	✓ Yes (with permission)
Respond to messages	✗ No	✓ Yes
Requires account	✗ No	✓ Yes
Count toward limit	✗ No	✓ Yes

Use Recipients for: People who just need to be informed Use Team Members for: People who need to take action

Best Practices

Do:

Add a backup recipient for coverage
Use team/group emails for shared inboxes
Keep recipient list current
Inform recipients they'll be getting notifications
Use professional email addresses

Don't:

Add recipients without their knowledge
Use personal emails for business notifications
Forget to remove former employees
Add too many recipients (causes confusion)
Rely on recipients as your only notification method

Example Configurations

Small Law Firm

Role	Email	Purpose
Primary	[email protected]	Owner notification
Recipient	[email protected]	Office manager handles initial response

Medical Practice

Role	Email	Purpose
Primary	[email protected]	Doctor notification
Recipient	[email protected]	Appointment scheduling
Recipient	[email protected]	Insurance inquiries

Solo Practitioner with Assistant

Role	Email	Purpose
Primary	[email protected]	Primary notification
Recipient	[email protected]	Backup when unavailable

Important Notes

Recipients receive notifications but can't access your account
No limit on number of recipients
Each listing has its own recipient list
Recipients are informed via email only (not SMS)
For action-taking ability, use Team Members instead

FAQs

Is there a limit to how many recipients I can add? There's no strict limit, but keep the list manageable. Too many recipients can cause confusion about who should respond.

Do recipients need a Heritage Web account? No. Recipients just need an email address. They receive notifications but don't access the platform.

Can recipients respond to messages? No. They receive notification of the message, but must inform you (or a Team Member) to respond through the platform.

What's the difference between recipients and team members? Recipients only get email notifications. Team Members can log in, edit listings, and respond to messages.

Can I add a group email (like [email protected])? Yes. Group/shared emails work well for ensuring someone always sees notifications.

Will recipients see my lead pricing or sensitive information? Recipients see the same notification emails you receive. Be aware of what information is included in notifications.