Enterprise Onboarding: Bulk Creating Listings for Your Team

Quick Answer

Heritage Web offers bulk listing creation for enterprises through a template-based process. Your organization provides professional information via Excel/CSV, and our team creates all listings within 3-5 business days. Each listing still requires individual review and approval, but the creation process is streamlined for efficiency.

Overview

Managing listings for multiple professionals doesn't have to mean hours of manual data entry. Our enterprise onboarding service helps law firms, medical groups, real estate brokerages, and other organizations establish their entire team's presence quickly. While bulk creation speeds up the initial setup, each listing maintains individual quality standards through our standard review process.

The Bulk Creation Process

Step 1: Initial Consultation

Contact your account manager or [email protected]
Discuss your organization's needs:
- Number of professionals
- Listing types needed (Profile, Organization, or both)
- Timeline requirements
- Special considerations
Receive custom Excel/CSV template
Review template structure and requirements

Step 2: Prepare Your Data

Required information for each professional:

Full name (exactly as it should appear)
Professional credentials and titles
Email addresses (for account creation)
License numbers and states
Up to 7 specialties per person
Languages spoken (including staff languages)
Office locations (multiple allowed)
Community affiliations

Optional but recommended:

Professional bio/description
Education credentials
Years of experience
Professional associations
Insurance accepted
Contact preferences

Step 3: Template Completion

Best practices for data entry:

Use consistent formatting across all entries
Verify license numbers before submission
Include complete addresses for each location
Specify languages with proficiency levels
List genuine community connections only
Double-check email addresses (critical for access)

Step 4: Heritage Web Processing

Our team's process:

Receives completed template
Creates individual accounts for each professional
Populates listings with provided data
Submits all listings for review
Assigns appropriate publications
Configures team access if requested

Step 5: Review and Approval

Standard timeline:

Bulk creation: 3-5 business days
Individual review: 1 day (sponsor) or 2-3 days (free)
Total process: 5-10 business days typically
Large volumes may require additional time

Important Considerations

No Automatic Pre-Approval

Every listing undergoes standard review
Same quality standards apply
Common rejections still possible
No bypass of verification process

Individual Listing Management

After bulk creation:

Each professional can edit their own listing
Team members can manage based on permissions
Changes require standard review process
Pending version system applies normally

Account Structure Options

Option 1: Individual Accounts

Each professional owns their listing
Full individual control
Separate billing if needed
Maximum autonomy

Option 2: Centralized Management

Single account owns all listings
Team members added for management
Consolidated billing
Centralized control

Option 3: Hybrid Approach

Department-level accounts
Regional management structure
Balanced autonomy and control

Template Requirements

Critical Data Points

Must be accurate for approval:

Professional license numbers
Legal names (not nicknames)
Valid email addresses
Active phone numbers
Current office addresses

Common Bulk Creation Issues

Watch out for:

Expired licenses in dataset
Inconsistent name formats
Missing required fields
Invalid email addresses
Duplicate entries
Wrong listing type selection

Pricing and Billing

Bulk Creation Fees

Setup assistance: Often included with enterprise agreements
No per-listing creation fee typically
Standard sponsor rates apply if upgrading
Custom pricing for large volumes

Sponsor Considerations

Bulk sponsor upgrades available
Volume discounts negotiable
Consolidated billing option
Annual prepayment incentives

Team Access Setup

During Bulk Creation

We can configure:

Team member assignments
Role designations
Department groupings
Access permissions

Post-Creation Management

Add team members individually
Adjust roles as needed
3 members per sponsor listing
Custom limits negotiable

FAQs

Q: Can we pre-approve listings before they go live? A: No. All listings must go through standard review to ensure quality and compliance. However, we can coordinate timing for simultaneous publication.

Q: What if some professionals don't want listings? A: Submit data only for those who want listings. You can add more professionals later through additional bulk uploads or individual creation.

Q: Can we update listings in bulk after creation? A: Yes, through your account manager. Bulk updates require a new template submission and each change still requires review.

Q: How do we handle professionals joining or leaving? A: New additions can be done via bulk upload (for multiple) or individually. Departing professionals' listings can be paused or transferred.

Q: Is there an API for automated creation? A: Not currently. API access is planned for late 2025. Until then, bulk creation uses the template process.