Private Message Settings for Organizations

Quick Answer

Private Message settings control whether visitors can send you messages through your Organization listing. Enable the Message button to receive inquiries directly from your listing page. You can toggle this feature on or off in the Private Messages section.

Overview

The Private Message feature adds a "Message" or "Contact" button to your Organization listing. When visitors click it, they can send you an inquiry without needing your email address or phone number. Messages arrive in your Heritage Web inbox and trigger notifications based on your settings.

Why Enable Private Messages

Benefit	Description
Lead capture	Visitors can contact you directly from your listing
Privacy	Your email isn't exposed to spam
Tracking	All inquiries centralized in your inbox
Convenience	One-click contact for potential clients
Qualification	Message form can capture key details

Step-by-Step Instructions

Step 1: Access Private Messages Section

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

Step 2: Enable or Disable Messages

Find the Enable Private Messages toggle
Toggle On to show the Message button on your listing
Toggle Off to hide the Message button

Step 3: Configure Message Settings

Depending on available options:

Set any required fields for message submissions
Configure auto-response settings (if available)
Review notification preferences

Step 4: Save Your Changes

Click Publish Draft to save
Changes take effect after approval

Message Button Visibility

Setting	Result
Private Messages: On	Message button visible on your listing
Private Messages: Off	No message button; visitors must use other contact methods

Free vs. Sponsor Message Access

How visitors access your contact information differs by tier:

Tier	Message Button	Contact Info Visibility
Free	Available	Behind login wall
Sponsor	Available	Visible to all visitors

With a Free listing, visitors can message you, but must log in to see your direct contact information (phone, email). Sponsor listings show contact info to everyone.

Where Messages Go

Messages sent through your listing arrive in:

Heritage Web Inbox - Access via Dashboard > Inbox
Email Notifications - If email notifications are enabled
SMS Notifications - If SMS notifications are enabled (Sponsor feature)

Managing Incoming Messages

Viewing Messages

Go to your Dashboard
Click Inbox or Messages
View and respond to inquiries

Responding to Messages

Open the message thread
Type your response
Click Send
Client receives your reply via email

Best Practices

Do:

Enable Private Messages to maximize lead capture
Respond promptly to inquiries (within 24 hours ideal)
Set up email notifications so you don't miss messages
Keep responses professional and helpful

Don't:

Disable messages unless you have a specific reason
Let messages sit unanswered for days
Rely solely on inbox—enable notifications
Share sensitive information in initial messages

Private Messages and Other Contact Methods

Private Messages work alongside other contact options:

Contact Method	How It Works
Private Messages	Through Heritage Web inbox
Phone	Displayed on listing (Sponsor: visible to all)
Email	Displayed on listing (Sponsor: visible to all)
Calendly	Direct booking through calendar integration
Website	Link to your external site

Important Notes

Private Messages is a visibility toggle—it shows or hides the contact button
Messages are delivered to your Heritage Web inbox
Enable notifications to be alerted of new messages
You can respond directly through the inbox
Message history is preserved for reference

FAQs

Should I enable Private Messages? Yes, in most cases. It's the easiest way for potential clients to contact you through Heritage Web.

Will I get spam if I enable messages? Heritage Web requires users to log in to send messages, which reduces spam. Occasional irrelevant inquiries are possible but uncommon.

Can I set an auto-response? Check your Dashboard settings for auto-response options. This feature availability may vary.

Where do I see messages? Go to Dashboard > Inbox to view all messages received through your listings.

Can team members see and respond to messages? Yes, team members with appropriate permissions can access and respond to messages.

What if I want messages to go to someone else? Add notification recipients in your Notifications settings to copy others on message alerts.