Understanding Listing Statuses (Never Published, Pending, Active, Rejected)
Quick Answer
Your listing moves through different statuses during its lifecycle: Never Published Before (brand new, never submitted), Pending Review (awaiting Heritage Web approval), Active (approved and live), Rejected (needs corrections), and Paused (temporarily hidden by your choice). Each status tells you exactly where your listing stands and what action is needed.
Overview
Listing statuses help you track your listing's progress from creation through publication. Understanding these statuses ensures you know when to take action, how long to wait, and what to expect at each stage. This guide explains all possible statuses, what triggers status changes, and how to manage your listings effectively through each phase.
The Five Main Listing Statuses
Status Flow Diagram
Never Published Before → Pending Review → Active (Approved) ↓ Rejected → (Fix) → Pending Review Active → Paused → Active (Can toggle anytime)
Never Published Before
What It Means
Definition: A brand new listing that has never been submitted for review or gone live.
Characteristics:
Just created in your dashboard
Still in draft form
Not visible to public
Can be edited unlimited times
No review process started
What You See
Dashboard Display:
Status: Never Published Before Created: January 15, 2025 Visibility: Draft Only Action Needed: Complete and submit
What You Can Do
Available Actions:
Edit all fields freely
Save drafts repeatedly
Add/remove content
Delete if needed
Submit when ready
When This Status Appears
Triggers:
Click "+ Free [Type] Listing"
System creates blank listing
Immediate status assignment
Remains until first submission
Next Steps
Complete all required fields
Add optional information
Upload images/logos as needed
Click "Publish Draft" to submit
Status changes to "Pending Review"
Pending Review
What It Means
Definition: Your listing is in Heritage Web's review queue awaiting manual approval.
Characteristics:
Submitted for review
Being verified by staff
Cannot be edited during review
Third-party verification in progress
1-3 business day timeline
What You See
Dashboard Display:
Status: Pending Review Submitted: January 15, 2025, 2:30 PM Expected Review: 1-3 business days Visibility: Under Review Action Needed: Wait for review
What Happens During Review
Heritage Web Verifies:
Verification Type | What's Checked | Tools Used |
Identity | Name matches user | Government databases |
Licenses | Valid and active | State boards |
Contact Info | Phone, email, address | Verification services |
Content | Appropriate and accurate | Manual review |
Images | Correct type and quality | Visual inspection |
Compliance | Terms of service | Policy check |
What You Cannot Do
Restrictions During Review:
Cannot edit listing
Cannot delete listing
Cannot change information
Must wait for decision
Cannot expedite review
Review Timeline
Standard Processing:
Sponsor listings: 1 business day
Free listings: 2-3 business days
Weekends: Not counted
Holidays: Not counted
Complex cases: May take longer
Possible Outcomes
Approved → Active Status
Rejected → Rejected Status
Active (Approved)
What It Means
Definition: Your listing has been approved and is live on Heritage Web's network.
Characteristics:
Publicly visible
Appearing on assigned publications
Receiving leads (if applicable)
Searchable by visitors
Full functionality enabled
What You See
Dashboard Display:
Status: Active Approved: January 17, 2025 Live on: HeritageWeb.com + 5 publications Lead Matching: Enabled Visibility: Public
What Happens When Approved
Immediate Actions:
Listing goes live instantly
Appears on HeritageWeb.com
Staff assigns to community publications
Enters lead matching system
Begins receiving inquiries
Publication Assignment
Your Listing Appears On:
HeritageWeb.com (always)
Community-specific sites based on:
Languages specified
Community connections
Industry selection
Geographic location
Example Assignments:
Iranian lawyer speaking Farsi: - HeritageWeb.com - LegalGlobal.com - IranianLawyers.com - FarsiSpeakers.com
Managing Active Listings
What You Can Do:
Edit (creates pending version)
Pause temporarily
Hide from specific publications
Update team access
Track performance
Important: Any edit triggers re-review
Rejected
What It Means
Definition: Your listing has issues that must be corrected before approval.
Characteristics:
Not published
Specific issues identified
Requires corrections
Can be resubmitted
Clear feedback provided
What You See
Dashboard Display:
Status: Rejected Reviewed: January 17, 2025 Reason: Business name in Profile name field Action Required: Correct and resubmit Visibility: Not Published
Rejection Notification
Email Content:
Subject: Your Heritage Web Listing Needs Corrections Your [Type] listing was reviewed and requires changes: Issue: Using business name "Smith Law Firm" in Profile name field Solution: Use your personal name only (e.g., "John Smith") Please log in, make corrections, and resubmit.
Common Rejection Reasons
Issue | Frequency | Quick Fix |
Wrong name type | 30% | Use personal name for Profile |
Missing logo | 25% | Upload required logo |
Invalid license | 20% | Verify license number |
Wrong listing type | 15% | Create correct type |
Contact info in description | 10% | Move to proper fields |
What to Do When Rejected
Read rejection email carefully
Log into dashboard
Open rejected listing
Make specified corrections
Click "Publish Draft" to resubmit
Returns to "Pending Review"
Paused
What It Means
Definition: You've temporarily hidden your listing from public view.
Characteristics:
Hidden from all publications
Not receiving new leads
Maintains all data
Can reactivate anytime
You control this status
What You See
Dashboard Display:
Status: Paused Paused Since: January 20, 2025 Visibility: Hidden Lead Matching: Disabled Action Available: Reactivate
When to Pause
Common Reasons:
At capacity for new clients
Vacation or leave
Updating major information
Seasonal business closure
Personal reasons
Effects of Pausing
What Happens:
Immediately hidden from public
No new lead matches
Existing leads still accessible
SEO impact if extended
Team access continues
What Remains:
All listing data
Historical leads
Dashboard access
Publication assignments
Sponsor benefits (if applicable)
How to Pause/Unpause
To Pause:
Edit your listing
Find "Listing Status" section
Click "Pause Listing"
Confirm action
Takes effect immediately
To Reactivate:
Edit paused listing
Click "Reactivate Listing"
Confirm action
Immediately visible again
Lead matching resumes
Special Status Situations
Pending Version (During Edits)
How It Works:
Edit approved listing
Creates "pending" version
Current version stays live
Pending awaits review
No service interruption
What You See:
Live Version: Active (public sees this) Pending Version: Under Review (your edits)
Expired License
Internal Status:
Listing remains published
Marked as expired license
Excluded from lead matching
Requires license update
Not user-visible status
Multiple Listings, Different Statuses
Account Example:
Profile Listing: Active Organization 1: Pending Review Organization 2: Active Event Listing: Rejected Job Listing: Never Published
Each listing maintains independent status.
Status Change Timeline Examples
New Listing Journey
Day 1: Create listing → Never Published Before Day 1: Submit for review → Pending Review Day 3: Approved → Active Month 2: Edit listing → Pending Version Month 2 + 2 days: Edit approved → Active
Rejection and Resubmission
Day 1: Submit listing → Pending Review Day 3: Issues found → Rejected Day 4: Fix issues, resubmit → Pending Review Day 6: Approved → Active
Status Management Best Practices
For Fastest Approval
Do's: ✅ Complete all required fields accurately
✅ Use correct listing type
✅ Upload required logos/images
✅ Verify license numbers
✅ Review before submitting
During Review Period
Do's: ✅ Wait full timeline before inquiring
✅ Check spam folder for emails
✅ Have payment method ready (sponsors)
✅ Prepare team access list
Don'ts: ❌ Don't submit duplicate listings
❌ Don't try to edit during review
❌ Don't panic if it takes full timeline
Managing Active Listings
Maintenance Tips:
Review quarterly for accuracy
Update licenses before expiration
Refresh content annually
Track which generates leads
Pause instead of deleting
Understanding Review vs. Status
Review Status (Internal)
Used by Heritage Web staff:
Approved
Pending
Rejected
Expired License
Listing Status (Your View)
What you see in dashboard:
Never Published Before
Pending Review
Active
Rejected
Paused
FAQs
Can I expedite the review process? Sponsor listings get priority (1 business day vs. 2-3 days). Otherwise, the timeline is fixed.
Why can't I edit during Pending Review? Editing during review would restart the process and create confusion about which version to review.
What if my status seems stuck? If review exceeds timeline (excluding weekends), contact [email protected].
Can I have different statuses for different listings? Yes, each listing maintains its own independent status.
Does Paused status affect my sponsor benefits? No, sponsor benefits remain active even when listings are paused.
How long can I keep a listing paused? Indefinitely, but extended pausing may impact SEO rankings.
Next Steps
Check your current listing statuses
Complete any "Never Published" drafts
Address any rejected listings
Consider pausing inactive listings
Set reminders for license renewals
Monitor status changes via email