Managing Multiple Professionals Under One Account
Quick Answer
Organizations can manage multiple professionals' listings through centralized accounts using the Teams feature, strategic account structuring, and role-based permissions. Whether you have 5 or 500 professionals, Heritage Web provides flexible management options with scalable team access based on sponsor status.
Overview
Law firms, medical practices, real estate brokerages, and other organizations need efficient ways to manage their professionals' online presence. This guide covers account structuring strategies, team management at scale, and best practices for maintaining consistency while allowing appropriate autonomy.
Account Structure Strategies
Centralized Model (Single Account)
Best for: Small to medium firms with central marketing
Structure:
One master account owns all listings
All professionals are team members
Central billing and control
Marketing team manages everything
Advantages:
Maximum control and consistency
Single billing relationship
Unified brand management
Simplified administration
Limitations:
Individual professionals have less autonomy
Team slot limits (3 per sponsor listing)
All notifications to central account
Single point of failure
Distributed Model (Individual Accounts)
Best for: Independent professionals sharing resources
Structure:
Each professional owns their account
Optional team coordination
Individual billing
Self-management
Advantages:
Maximum professional autonomy
Direct relationship with platform
Individual notification control
Professionals manage own presence
Limitations:
Harder to maintain consistency
No consolidated billing
Distributed management overhead
Difficult to track firm-wide metrics
Hybrid Model (Department Accounts)
Best for: Large organizations with divisions
Structure:
Department heads own accounts
Regional or practice-area based
Team members within departments
Balanced control
Advantages:
Balanced autonomy and control
Department-level management
Scalable structure
Regional customization
Considerations:
Multiple billing relationships
Cross-department coordination needed
More complex initial setup
Team Management at Scale
Calculating Team Slots
Formula: Team Slots = (Number of Sponsor Listings × 3) or 1 if all free
Examples:
10 professionals, each listing sponsored = 30 team slots
5 sponsored Organization listings = 15 team slots
Mixed free and sponsor = Count sponsors only
Strategic Sponsorship
Approach 1: Sponsor Everything
Every listing upgraded
Maximum team slots
All get priority benefits
Higher cost, maximum features
Approach 2: Strategic Sponsorship
Sponsor key listings only
Sufficient team slots for managers
Balance cost and benefits
Focus on high-value professionals
Approach 3: Rotating Sponsorship
Rotate sponsored listings monthly
Maintain minimum team slots
Test ROI across professionals
Cost-effective experimentation
Role Assignment Strategy
For Marketing Teams:
Content Manager role
Edit all listings
Handle rejections
No financial access
For Office Managers:
Admin role
Purchase leads
Accept pro bono
Full operational control
For Partners/Owners:
Admin or View-Only
Strategic oversight
Financial monitoring
Performance tracking
Managing Listing Consistency
Brand Standards
Maintain Consistency:
Create bio templates
Standardize taglines
Uniform contact display
Consistent specialties
Allow Flexibility:
Individual achievements
Personal community connections
Language capabilities
Local market adaptation
Quality Control
Review Process:
Internal review before submission
Consistent formatting check
License verification
Contact information audit
Submit for Heritage Web review
Team Training:
Document best practices
Create style guide
Regular training sessions
Share common rejections
Update Coordination
Systematic Updates:
Annual license reviews
Quarterly bio updates
Monthly sponsor evaluation
Weekly performance review
Change Management:
Coordinate bulk updates
Stagger review submissions
Track pending changes
Monitor approval status
Performance Tracking
Individual Metrics
Track per professional:
Lead volume
Response rates
Conversion metrics
Pro bono participation
ROI calculation
Firm-Wide Analytics
Aggregate measurements:
Total lead flow
Department performance
Geographic coverage
Language utilization
Publication effectiveness
Comparative Analysis
Top performers
Best practices identification
Resource allocation
Investment optimization
Communication Workflows
Notification Management
Centralized Approach:
All notifications to marketing
Single inbox management
Unified response team
Consistent communication
Distributed Approach:
Professionals get own notifications
Individual inbox management
Direct client relationships
Autonomous communication
Lead Distribution
Manual Distribution:
Central team reviews leads
Assigns to appropriate professional
Tracks acceptance
Monitors outcomes
Automated Matching:
System matches to listings
Direct notification to professional
Central oversight only
Efficiency at scale
Important Notes
No bulk editing through dashboard currently
Each listing requires individual review
Team members cannot see each other
API access coming late 2025
Custom agreements available for large organizations
Common Challenges and Solutions
Challenge: Team Slot Limitations
Solution:
Negotiate custom limits
Strategic sponsorship
Department-based accounts
Rotate team access
Challenge: Maintaining Consistency
Solution:
Create templates
Document standards
Regular training
Internal review process
Challenge: Tracking Performance
Solution:
Manual tracking spreadsheets
Regular reporting cadence
Assign metrics ownership
Wait for 2026 analytics
Challenge: Managing Turnover
Solution:
Document access credentials
Maintain admin redundancy
Quick offboarding process
Listing pause procedure
FAQs
Q: Can we have more than 3 team members per listing? A: Standard limit is 3 per sponsor listing, but enterprise agreements can negotiate higher limits. Contact your account manager.
Q: How do we transfer listings when professionals leave? A: Listings cannot be transferred between accounts currently. You can pause the listing or maintain it under the firm account.
Q: Can different departments have different billing? A: Yes, with multiple account structure. Each department account can have separate billing while coordinating management.
Q: Is there a firm-wide dashboard view? A: Not currently. Each account is separate. Consolidated analytics are planned for late 2025 with enterprise features.
Q: Can we restrict team members to specific listings? A: No. Team member access is account-wide. They can edit all listings under that account or none (view-only).
Next Steps
Audit your current professional roster
Decide on account structure
Calculate team slot needs
Develop internal guidelines
Contact [email protected] for enterprise options
Related Articles
Enterprise Onboarding: Bulk Creating Listings
Custom Team Limits and Permissions
Understanding Team Member Roles
Enterprise Billing Options