Understanding Lead Matching & Distribution
Quick Answer
Heritage Web uses a six-filter matching engine to connect client requests with qualified professionals and businesses who have approved listings in the system. When someone submits a request through any publication in our extensive network of 300+ publications, the system automatically identifies suitable matches based on publication source, professional license, specialty, language, geographic distance, and experience. Leads are distributed, with sponsors receiving 24-hour exclusive access before becoming available to free listings. They can be purchased via email notification or the dashboard.
Prerequisites: Approved Listings Required
Before Receiving Any Leads
All users must have at least one approved listing to receive matched leads:
Profile Listing: Professional/personal listing (one per account)
Organization Listing: Business or nonprofit (multiple allowed)
Job Listing: Employment opportunities (multiple allowed)
Event Listing: Conferences, workshops, events (multiple allowed)
Approval Process
Sponsor listings: 1 business day
Free listings: 2-3 business days
Status: Check approval status in your dashboard
Important: No leads match until approval is complete
Pending Changes
When users update an existing listing, the changes become "Pending" and don't affect lead matching until they are approved. The current approved version continues to receive matches during the review process.
System Architecture
Lead Generation Flow
Prerequisite: Professional/business has approved listing(s) in the system
Client Submission: Users complete free intake forms on specific publications (e.g., BlackLawyers.com, WomenAgents.com)
Manual Review: Heritage Web team vets each submission within 24 hours using third-party verification tools
Automated Matching: System applies a 6-filter matching engine to approved listings
Distribution: Matched professionals and businesses receive notifications
Purchase: First-come, first-served exclusive access via email or dashboard
The Six-Filter Matching Engine
Filter | Description | Implementation Details |
Publication | Prioritizes relevance | First matches professionals on same publication, then network-wide if not exclusive |
License | Verifies credentials | State-specific for most services; national practices (Immigration, Bankruptcy) need only one valid license |
Specialty | Aligns expertise | Up to 7 specialties per listing, hierarchical matching |
Language | Ensures communication | Matches languages spoken by professional or team members (staff, colleagues) |
Distance | Geographic proximity | Default 75-mile radius, adjustable via [email protected] |
Experience | Prioritizes seniority | Tiebreaker when multiple professionals qualify |
Special Matching Considerations
Publication Matching Logic:
Primary: Professionals listed in the same publication get priority
Secondary: If the client hasn't requested a publication-exclusive referral, the system matches qualified professionals network-wide
Benefit: Listing on multiple publications increases both direct and network matches
National Practice Areas:
Immigration and Bankruptcy lawyers need only one valid bar license
Can serve clients nationwide with "No Limit" radius setting
Foreign Law category for international expertise (e.g., "Foreign Law > Italy")
Non-Licensed Services:
Translation, consulting, and coaching don't require license verification
Matched based on the other five filters
Lead Distribution Process
Step 1: Client Request Submission
A potential client completes an intake form on one of 300+ publications in the Heritage Web network, providing details about their needs, location, and preferences.
Step 2: Manual Quality Review
Our team reviews each submission within 24 hours to:
Verify legitimacy using third-party tools for email and phone validation
Block spam and duplicate submissions
Ensure proper categorization
Identify urgent requests
Separate pro bono from paid referrals
Step 3: Automated Matching to Approved Listings
The six-filter engine instantly identifies all approved listings that meet the criteria. Only approved listings are considered; pending listings or pending changes are excluded from the matching process.
Step 4: Priority Distribution
Matched leads are distributed based on listing status:
Sponsors: Receive immediate notification and 24-hour exclusive access
Free Listings: Gain access after the sponsor exclusivity window
Step 5: Purchase Options
Professionals and businesses can purchase leads through two methods:
Email Purchase: Click link in notification → Stripe checkout → Receive contact info
Dashboard Purchase: Click in dashboard → Pop-up payment → Instant access
Step 6: Exclusive Sale
Once purchased, the lead is immediately removed from all other dashboards. The purchaser receives complete contact information via email and the dashboard.
Multiple Listings & Priority Rules
When You Have Multiple Listings
If you have multiple approved listings under your account:
Unified Dashboard: All matched leads appear in one Leads Dashboard
No Duplicates: Each lead appears only once, even if matched to multiple listings
Single Notification: One alert per lead, regardless of multiple matches
Priority Order for Matching
When a lead matches multiple listings in your account:
Sponsor Listings First: Any sponsor listing (profile, organization, job, or event) gets priority
Oldest Free Listing: If no sponsor match, your oldest approved free listing is matched
Type Doesn't Matter: A sponsor event listing has priority over a free profile listing
Different Listing Types Receive Different Leads
Listing Type | Typical Leads Received |
Profile | Professional service requests (legal, medical, financial, consulting) |
Organization | Business inquiries, B2B opportunities, service requests |
Job | Job applications, candidate interests, and recruitment inquiries |
Event | Attendee registrations, sponsorship inquiries, vendor requests |
Distribution Priority Rules
Sponsor Advantages
24-Hour Head Start: See new leads before free listings
Applies to ANY Listing Type: Profile, organization, job, or event
Account-Wide Benefit: One sponsor listing gives priority for all your matches
Email Notifications: Instant alerts when matched
Pro Bono Access: Unlimited pro bono opportunities
Free Listing Access
Delayed Access: Leads become visible after the sponsor window
Same Quality: Identical lead information as sponsors
Fair Distribution: Equal opportunity once available
No Purchase Limits: Can buy unlimited paid leads when available
Factors Affecting Your Matches
Profile Completeness
Complete all required fields for approval
Add all relevant specialties (up to 7)
Include all languages you and your team speak
Ensure licenses are current and accurate
Remember: Pending changes don't affect matching until approved
Geographic Settings
Default Radius: 75 miles from your listing location
Adjustment: Email [email protected] to change
Options: Specific mileage or "No Limit" for maximum reach
Urban vs. Rural: Cities typically generate more leads
Multiple Locations: Each listing can have different locations
License Requirements: "No Limit" still requires appropriate state licensing
Publication Presence
List on multiple relevant publications for more matches
Captures both direct publication matches and network-wide opportunities
Each publication requires separate listing approval
More publications = more potential matches
Language Capabilities
Include the languages spoken by you
Add languages spoken by staff and colleagues
High-level language matching (e.g., "Spanish", not specific dialects)
Expands your match potential significantly
Listing Status
Approved: Receives matches immediately
Pending: No matches until approved (1-3 days)
Pending Changes: Current approved version continues matching
Multiple Types: Having a profile + organization, + job listings increases opportunities
Important Notes
Each lead is sold exclusively to one professional or business
Leads expire after 60 days if not purchased
The matching engine runs continuously as new leads arrive
Manual review with third-party verification ensures quality, but may delay distribution by up to 24 hours
Geographic distance is calculated from ZIP code centers
Experience is used as a tiebreaker, not a primary filter
You must have at least one approved listing to receive any matches
Leads can be purchased via email (Stripe) or dashboard (pop-up)
FAQs
Q: Why am I not receiving any matches despite having a profile? A: Check that your listing shows "Approved" status, not "Pending." New listings take 1-3 business days for approval. Also, verify your specialties are selected and your radius isn't too restrictive.
Q: I just updated my specialties. Why haven't my matches changed? A: Changes to existing listings require approval before affecting matching. Your current approved version continues receiving matches while updates are pending review.
Q: How does the 24-hour sponsor window work with multiple listing types? A: If you have ANY sponsor listing (profile, organization, job, or event), you get 24-hour priority on ALL leads matched to any of your listings.
Q: What if I have listings in different publications? A: You'll get priority for leads from publications where you're listed, plus you can receive network-wide matches when clients don't request publication exclusivity.
Q: Can I receive leads while waiting for my first listing approval? A: No, you must have at least one approved listing to enter the matching system. You can browse dashboards, but you won't see matched leads until approval is complete.
Q: Do I need to email support every time I want to change my radius? A: Yes, currently radius adjustments require emailing [email protected]. The default is 75 miles, but they can set any distance or remove the limit entirely.
Q: Should I list the languages my receptionist or paralegal speaks? A: Yes! Include all languages spoken by your team members. This significantly expands your matching opportunities for clients needing language-specific assistance.
Next Steps
Submit your first listing for approval (profile or organization)
Ensure all fields are complete for faster approval
Include languages spoken by you and your team
Consider sponsor status for 1-day approval and 24-hour priority
Email [email protected] to adjust your radius if needed
Add multiple listing types to maximize match opportunities
Enable email notifications for instant lead alerts
Related Articles
Quick Start: Your First Lead Purchase
Creating Your Professional Profile
The Six-Filter Matching System Explained
Setting Your Referral Radius for Optimal Results
Sponsor vs Free Listing: Lead Access Comparison
Why Am I Not Receiving Referrals?