Giving Team Members Access to Edit Listings

Quick Answer

Grant listing edit access by inviting team members with Content Manager or Admin roles. These roles have full editing capabilities — the same as the account owner — including managing pending versions, handling rejections, and submitting changes for review.

Overview

Team members can fully manage your listings when given appropriate roles. Content Managers and Admins can edit all listing fields, create multi-language content, submit for review, and handle rejections. This enables true collaborative management without requiring the account owner's constant involvement.

Step-by-Step Instructions

Step 1: Check Your Team Slots

Log into your Heritage Web dashboard
Note your available slots:
- Free accounts: 1 team member
- Each sponsor listing: 3 team members
- Multiple sponsors stack (2 sponsors = 6 slots)

Step 2: Navigate to Team Management

Go to Dashboard > Account Settings
Click "My Team"
See current team members and available slots
Click "Add Team Member" button

Step 3: Choose the Right Role

Select based on needs:

View-Only: Can see but not edit listings
Content Manager: Full editing rights, no financial access
Admin: Full editing rights plus financial permissions

For listing management, choose Content Manager or Admin.

Step 4: Send the Invitation

Enter team member's email address
Select their role from dropdown
Choose access duration:
- "Until Canceled" (permanent)
- Set specific expiration date
Click "Send Invitation"

Step 5: Team Member Accepts

Team member receives email invitation
They have 72 hours to accept
Must create/verify Heritage Web account
Upon acceptance, access is immediate

Step 6: Verify Access

Team member appears in your team list
They can now switch to your account
Full editing capabilities enabled
Can start managing listings immediately

What Team Members Can Edit

Content Managers and Admins Can:

Edit ALL listing fields (Profile, Organization, Event, Job)
Add/remove sections
Upload images and logos
Update contact information
Modify languages and specialties
Change hours and locations
Create multi-language content sets
Submit listings for review
Edit pending versions during review
Handle rejected listings
Resubmit after corrections

What They CANNOT Do:

Delete your Profile listing (no one can)
Add/remove other team members
Change account owner information
Override staff publication assignments
Approve their own submissions

Important Notes

Full editing rights — Content Managers and Admins have the same editing capabilities as you
Pending version access — Team members can edit listings even while under review
No separate permissions — Either full edit access or view-only, no partial editing
Account-wide access — Team members can edit ALL your listings, not just specific ones
Activity tracking — All team member actions are logged

FAQs

Q: Can I limit a team member to editing only certain listings? A: No. Team member access is account-wide. They can edit all your listings or none (view-only).

Q: What's the difference between Content Manager and Admin for listing editing? A: Both have identical listing editing capabilities. Admins can additionally purchase leads and accept pro bono cases.

Q: Can team members see and edit each other's changes? A: Team members cannot see each other (privacy by design), but they can see and edit the same pending versions. Latest edits replace previous ones.

Q: Will I be notified when team members edit listings? A: You'll receive notifications when team members submit listings for review or when listings are approved/rejected.

Q: Can team members create new listings? A: Yes. Content Managers and Admins can create new listings and submit them for review, just like the account owner.