{"id":54108,"date":"2026-02-01T12:16:53","date_gmt":"2026-02-01T18:16:53","guid":{"rendered":"https:\/\/heartbeat.ai\/healthcare\/provider-data-refresh-cadence\/"},"modified":"2026-10-19T10:20:00","modified_gmt":"2026-10-19T15:20:00","slug":"provider-data-refresh-cadence","status":"publish","type":"post","link":"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/","title":{"rendered":"Provider data refresh cadence: a recruiter\u2019s decision guide"},"content":{"rendered":"<section class=\"aeo-key-takeaways\">\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_89 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\r\n<div class=\"ez-toc-title-container\">\r\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">What\u2019s on this page:<\/p>\r\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\r\n<nav><ul class='ez-toc-list ez-toc-list-level-1' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Key_takeaways\" >Key takeaways<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Who_this_is_for\" >Who this is for<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Quick_answer\" >Quick answer<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#The_refresh_triggers_playbook_when_to_re-check_vs_move_on\" >The refresh triggers playbook: when to re-check vs. move on<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#If_leadership_wants_a_calendar_rule\" >If leadership wants a calendar rule<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Three_trigger_types_use_all_three\" >Three trigger types (use all three)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Stop_conditions_when_to_move_on\" >Stop conditions: when to move on<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Recency_vs_refresh_cadence_dont_confuse_them\" >Recency vs. refresh cadence (don&#8217;t confuse them)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Canonical_metric_definitions_use_these_consistently\" >Canonical metric definitions (use these consistently)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Why_cadence_matters_more_than_database_size\" >Why cadence matters more than database size<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Diagnostic_table\" >Diagnostic table<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Step-by-step_method\" >Step-by-step method<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Step_1_Store_the_minimum_fields_that_make_refresh_possible\" >Step 1: Store the minimum fields that make refresh possible<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Step_2_Set_your_refresh_triggers\" >Step 2: Set your refresh triggers<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Refresh_trigger_thresholds_worksheet\" >Refresh trigger thresholds worksheet<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Step_3_Run_a_weekly_and_monthly_routine\" >Step 3: Run a weekly and monthly routine<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Step_4_Automate_the_triggers\" >Step 4: Automate the triggers<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Step_5_Use_refresh_outputs_correctly\" >Step 5: Use refresh outputs correctly<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Weighted_checklist\" >Weighted checklist<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Common_pitfalls\" >Common pitfalls<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-21\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#How_to_improve_results\" >How to improve results<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-22\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Stop_vs_refresh\" >Stop vs. refresh<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-23\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Refresh_ROI_worksheet\" >Refresh ROI worksheet<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-24\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#What_to_tune_first\" >What to tune first<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-25\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Measurement_instructions\" >Measurement instructions<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-26\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Outreach_templates\" >Outreach templates<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-27\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Template_1_Email_first_touch_refreshed_email\" >Template 1: Email (first touch, refreshed email)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-28\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Template_2_Call_voicemail_after_line-tested_number\" >Template 2: Call voicemail (after line-tested number)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-29\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Template_3_Follow-up_after_repeated_no-answer_post-refresh\" >Template 3: Follow-up after repeated no-answer (post-refresh)<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-30\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Legal_and_ethical_use\" >Legal and ethical use<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-31\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Evidence_and_trust_notes\" >Evidence and trust notes<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-32\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#FAQs\" >FAQs<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-33\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#What_is_a_good_provider_data_refresh_cadence_for_recruiting\" >What is a good provider data refresh cadence for recruiting?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-34\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Should_I_refresh_email_and_phone_on_the_same_schedule\" >Should I refresh email and phone on the same schedule?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-35\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#What_should_I_do_when_an_email_bounces\" >What should I do when an email bounces?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-36\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#What_should_override_refresh\" >What should override refresh?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-37\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Where_do_I_store_recency_and_suppression_fields_in_my_ATS\" >Where do I store recency and suppression fields in my ATS?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-38\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#How_do_I_know_if_my_refresh_process_is_working\" >How do I know if my refresh process is working?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-39\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Can_I_automate_refresh_triggers_into_my_ATS\" >Can I automate refresh triggers into my ATS?<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-40\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#Next_steps\" >Next steps<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-41\" href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/#About_the_Author\" >About the Author<\/a><\/li><\/ul><\/nav><\/div>\r\n<h2><span class=\"ez-toc-section\" id=\"Key_takeaways\"><\/span>Key takeaways<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<ul>\n<li>Use trigger-based refresh rather than applying one calendar schedule to every contact point.<\/li>\n<li>Suppress and stop using an email address after a bounce; refresh it before resuming email outreach.<\/li>\n<li>Set a team-defined threshold for repeated no-answer across call windows before refreshing a phone line.<\/li>\n<li>Check recency before reactivating older records, starting a new sequence, or handing a record to another recruiter.<\/li>\n<li>Opt-outs and do-not-contact flags override refresh; keep suppression status visible and synchronized across outreach tools.<\/li>\n<\/ul>\n<\/section>\n<p class=\"article-last-updated\"><strong>Last updated:<\/strong> August 28, 2026<\/p>\n<p><strong>Ben Argeband, Founder &amp; CEO of Heartbeat.ai<\/strong> \u2014 a simple weekly\/monthly refresh routine recruiters can actually stick to.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Who_this_is_for\"><\/span>Who this is for<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>If you run recruiting ops or you&#8217;re a sourcer carrying a heavy outreach load, this is for you. You&#8217;re not trying to &#8220;collect data.&#8221; You&#8217;re trying to reduce dead ends, protect deliverability, and get to conversations faster.<\/p>\n<p>Phone and email decay is normal; refresh is a workflow, not a project. The real question behind provider data refresh cadence isn&#8217;t &#8220;how often&#8221; \u2014 it&#8217;s <em>when<\/em> to re-check a contact point and <em>when<\/em> to stop spending attempts on it.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Quick_answer\"><\/span>Quick answer<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<dl>\n<dt>Core answer<\/dt>\n<dd>Use trigger-based refresh: re-check contact points when recency is unknown or old, immediately after an email bounce, and after repeated no-answer across multiple call windows.<\/dd>\n<dt>Best for<\/dt>\n<dd>Recruiting leaders and sourcers who want fewer dead ends and cleaner deliverability without a permanent cleanup project.<\/dd>\n<\/dl>\n<blockquote>\n<p><strong>Compliance &amp; safety<\/strong><\/p>\n<p>This method is for legitimate recruiting outreach only. Always respect candidate privacy, opt-out requests, and local data laws. Heartbeat does not provide medical advice or legal counsel.<\/p>\n<\/blockquote>\n<h2><span class=\"ez-toc-section\" id=\"The_refresh_triggers_playbook_when_to_re-check_vs_move_on\"><\/span>The refresh triggers playbook: when to re-check vs. move on<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The useful question is not simply \u201chow often should we refresh?\u201d but \u201cwhich signals should trigger a refresh, and which should make us stop?\u201d Build cadence around outcomes\u2014connects, replies, and deliverability\u2014and the operational cost of each attempt.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"If_leadership_wants_a_calendar_rule\"><\/span>If leadership wants a calendar rule<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Use a calendar rhythm as a backstop for records with no signals\u2014no bounces, call outcomes, or stage changes. Day to day, use event-based triggers: suppress and refresh an email after a bounce, refresh a phone line after your team\u2019s defined threshold for repeated no-answer, and check recency before a recruiter handoff or new sequence.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Three_trigger_types_use_all_three\"><\/span>Three trigger types (use all three)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><strong>Recency trigger (time-based):<\/strong> refresh because the record is old relative to your outreach cycle.<\/li>\n<li><strong>Signal trigger (event-based):<\/strong> refresh because the channel told you it&#8217;s broken (bounce) or likely wrong (repeated no-answer).<\/li>\n<li><strong>Workflow trigger (stage-based):<\/strong> refresh because you&#8217;re about to spend more effort \u2014 a new sequence, a recruiter handoff, or interview scheduling.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Stop_conditions_when_to_move_on\"><\/span>Stop conditions: when to move on<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><strong>Opt-out:<\/strong> suppress and stop. Refresh never overrides consent or an opt-out request.<\/li>\n<li><strong>Wrong person or role mismatch:<\/strong> stop outreach and correct the record before any new sequence.<\/li>\n<li><strong>Repeated wrong-number or disconnected outcomes:<\/strong> suppress that phone number and refresh before any further dials.<\/li>\n<li><strong>Compliance uncertainty:<\/strong> pause outreach until you can document consent and opt-out handling for the channel you plan to use.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Recency_vs_refresh_cadence_dont_confuse_them\"><\/span>Recency vs. refresh cadence (don&#8217;t confuse them)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><strong>Recency<\/strong> is a property of a specific contact point \u2014 when it was last verified or last successfully used.<\/li>\n<li><strong>Refresh cadence<\/strong> is your operating rule \u2014 which events or stages force you to re-check that contact point.<\/li>\n<li>If you need a shared definition across teams, align on recency first, then build triggers around it. See: <a href=\"http:\/\/heartbeat.ai\/resources\/glossary\/recency\/\">recency definition for recruiting contact data<\/a>.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Canonical_metric_definitions_use_these_consistently\"><\/span>Canonical metric definitions (use these consistently)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><strong>Recency<\/strong> = time since the contact point was last verified or last successfully used (a delivered email or a connected call). Always store a date.<\/li>\n<li><strong>Connect rate<\/strong> = connected calls \/ total dials, per 100 dials.<\/li>\n<li><strong>Answer rate<\/strong> = human answers \/ connected calls, per 100 connected calls.<\/li>\n<li><strong>Deliverability rate<\/strong> = delivered emails \/ sent emails, per 100 sent.<\/li>\n<li><strong>Bounce rate<\/strong> = bounced emails \/ sent emails, per 100 sent.<\/li>\n<li><strong>Reply rate<\/strong> = replies \/ delivered emails, per 100 delivered.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Why_cadence_matters_more_than_database_size\"><\/span>Why cadence matters more than database size<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>In recruiting, you don&#8217;t get paid for having records \u2014 you get paid for connects, conversations, and starts. Stale records create two costs: wasted attempts and downstream workflow drag (duplicate tasks, notes, recruiter frustration). You can refresh aggressively, which raises data-ops cost, or refresh only when signals demand it, which raises wasted-outreach cost. The right balance depends on your throughput and channel mix, not on a universal number.<\/p>\n<p>If you want a broader view of how contact data fits into your sourcing stack, start at the <a href=\"http:\/\/heartbeat.ai\/resources\/provider-contact-data\/\">provider contact data resource hub<\/a>.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Diagnostic_table\"><\/span>Diagnostic table<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Use this table to decide whether to refresh a contact point now, wait until a defined trigger is met, or stop before the next sequence.<\/p>\n<div class=\"table-scroll\" style=\"overflow:auto;-webkit-overflow-scrolling:touch;width:100%\">\n<table class=\"separated-content\">\n<thead>\n<tr>\n<th>What you observe<\/th>\n<th>Likely cause<\/th>\n<th>Refresh trigger<\/th>\n<th>What to do next (workflow)<\/th>\n<th>What to log in ATS\/CRM<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Email bounces<\/td>\n<td>Mailbox removed, domain policy change, typo, role-based address retired<\/td>\n<td><strong>Immediate<\/strong> (signal trigger)<\/td>\n<td>Suppress bounced email; refresh email; switch to phone\/SMS only if you have appropriate consent where required, a clear opt-out path, and your outreach complies with applicable laws and employer policy<\/td>\n<td>Bounce type + date; suppression flag; new email source + verified date<\/td>\n<\/tr>\n<tr>\n<td>Repeated no-answer across multiple call windows<\/td>\n<td>Wrong number, gatekeeper line, clinic hours mismatch, voicemail-only line<\/td>\n<td><strong>After repeated no-answer<\/strong> (signal trigger)<\/td>\n<td>Refresh phone; try alternate line; adjust call windows; keep opt-out available<\/td>\n<td>Attempts count; call windows tried; outcome codes; new phone + verified date<\/td>\n<\/tr>\n<tr>\n<td>Low connects but normal email delivery<\/td>\n<td>Phone line quality issue or wrong line type<\/td>\n<td><strong>Before next call sequence<\/strong> (workflow trigger)<\/td>\n<td>Refresh phone; prioritize numbers that are <strong>line tested<\/strong><\/td>\n<td>Line type + test date; connect outcomes<\/td>\n<\/tr>\n<tr>\n<td>Low email delivery (high bounces)<\/td>\n<td>List aging, poor domain hygiene, sending practices<\/td>\n<td><strong>Before next email sequence<\/strong> (workflow trigger)<\/td>\n<td>Refresh emails that are <strong>deliverability tested<\/strong>; tighten suppression; review sending domain health<\/td>\n<td>Deliverability status + date; suppression reason; sending domain used<\/td>\n<\/tr>\n<tr>\n<td>Record hasn&#8217;t been touched in a while<\/td>\n<td>Normal decay, job changes, practice moves<\/td>\n<td><strong>Time since last touch<\/strong> (recency trigger)<\/td>\n<td>Refresh before re-activating; don&#8217;t restart sequences on unknown recency<\/td>\n<td>Last verified date; last outreach date; channel used<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<p><strong>Operational rule:<\/strong> if you can&#8217;t explain why a contact point is &#8220;fresh&#8221; \u2014 method and date \u2014 treat it as unknown and refresh before you spend recruiter time on it.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Step-by-step_method\"><\/span>Step-by-step method<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>This is the routine to put in place for a recruiting team that needs fewer dead ends and faster connects. It&#8217;s built around refresh cadence, recency, and suppression.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Step_1_Store_the_minimum_fields_that_make_refresh_possible\"><\/span>Step 1: Store the minimum fields that make refresh possible<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><strong>Last verified date<\/strong> for email and phone, tracked separately.<\/li>\n<li><strong>Last successful use date<\/strong> \u2014 delivered email date, connected call date.<\/li>\n<li><strong>Suppression flags:<\/strong> opt-out, bounced email, wrong number, do-not-contact.<\/li>\n<li><strong>Consent notes<\/strong> where applicable, plus an <strong>opt-out<\/strong> mechanism for each channel you use.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Step_2_Set_your_refresh_triggers\"><\/span>Step 2: Set your refresh triggers<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Use three triggers instead of relying on a single calendar rule:<\/p>\n<ul>\n<li><strong>Time since last touch:<\/strong> refresh before you restart outreach on a record that&#8217;s been idle.<\/li>\n<li><strong>Bounced email:<\/strong> treat as a hard stop for that address \u2014 suppress and refresh immediately.<\/li>\n<li><strong>Repeated no-answer:<\/strong> after multiple call windows with no connection, refresh the phone line before more dials.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Refresh_trigger_thresholds_worksheet\"><\/span>Refresh trigger thresholds worksheet<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Use this worksheet to make cadence consistent across the team without inventing &#8220;universal&#8221; numbers. Pick thresholds that match your workflow and document them.<\/p>\n<div class=\"table-scroll\" style=\"overflow:auto;-webkit-overflow-scrolling:touch;width:100%\">\n<table class=\"separated-content\">\n<thead>\n<tr>\n<th>Trigger<\/th>\n<th>Threshold (your team)<\/th>\n<th>Action<\/th>\n<th>Owner<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Recency (reactivation)<\/td>\n<td>Refresh if last verified date is older than: ______<\/td>\n<td>Refresh email + phone before sequence restart<\/td>\n<td>Ops \/ Sourcer<\/td>\n<\/tr>\n<tr>\n<td>Email bounce<\/td>\n<td>Any bounce event<\/td>\n<td>Suppress email; refresh email; do not retry bounced address<\/td>\n<td>Automation<\/td>\n<\/tr>\n<tr>\n<td>No-answer<\/td>\n<td>After ______ attempts across ______ call windows<\/td>\n<td>Refresh phone; add alternate line; adjust call windows<\/td>\n<td>Sourcer<\/td>\n<\/tr>\n<tr>\n<td>Stage change<\/td>\n<td>Before recruiter handoff \/ scheduling<\/td>\n<td>Check recency; refresh if unknown\/old<\/td>\n<td>Recruiter<\/td>\n<\/tr>\n<tr>\n<td>Opt-out<\/td>\n<td>Any opt-out request<\/td>\n<td>Suppress across channels; stop outreach<\/td>\n<td>Automation \/ Ops<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<h3><span class=\"ez-toc-section\" id=\"Step_3_Run_a_weekly_and_monthly_routine\"><\/span>Step 3: Run a weekly and monthly routine<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Keep it simple so it survives busy weeks.<\/p>\n<div class=\"table-scroll\" style=\"overflow:auto;-webkit-overflow-scrolling:touch;width:100%\">\n<table class=\"separated-content\">\n<thead>\n<tr>\n<th>Cadence<\/th>\n<th>Queue<\/th>\n<th>What you do<\/th>\n<th>Output<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Weekly<\/td>\n<td>Bounces<\/td>\n<td>Suppress bounced emails; refresh email; re-queue only refreshed addresses<\/td>\n<td>Cleaner deliverability metrics; fewer repeat bounces<\/td>\n<\/tr>\n<tr>\n<td>Weekly<\/td>\n<td>No-answer threshold<\/td>\n<td>Refresh phone; add alternate line if available; adjust call windows<\/td>\n<td>Higher connect efficiency; fewer wasted dials<\/td>\n<\/tr>\n<tr>\n<td>Monthly<\/td>\n<td>Reactivation pool<\/td>\n<td>Refresh contact points before restarting sequences on older records<\/td>\n<td>Less recruiter time spent on stale records<\/td>\n<\/tr>\n<tr>\n<td>Monthly<\/td>\n<td>Compliance review<\/td>\n<td>Audit opt-outs and suppression logic; confirm consent notes where required<\/td>\n<td>Lower compliance risk; fewer repeat contacts after opt-out<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<h3><span class=\"ez-toc-section\" id=\"Step_4_Automate_the_triggers\"><\/span>Step 4: Automate the triggers<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>You don&#8217;t need a custom engineering project \u2014 you need event-driven refresh tasks and consistent field updates. For implementation patterns, see <a href=\"http:\/\/heartbeat.ai\/resources\/integrations-automation\/ats-enrichment-workflows\/\">ATS enrichment workflows for automation<\/a>.<\/p>\n<div class=\"table-scroll\" style=\"overflow:auto;-webkit-overflow-scrolling:touch;width:100%\">\n<table class=\"separated-content\">\n<thead>\n<tr>\n<th>Event source<\/th>\n<th>Trigger<\/th>\n<th>Automation action<\/th>\n<th>Fields to update<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Email tool<\/td>\n<td>Bounce logged<\/td>\n<td>Create &#8220;Refresh Email&#8221; task; add email to suppression list<\/td>\n<td>Email suppression = true; bounce date; refresh_queue = email<\/td>\n<\/tr>\n<tr>\n<td>Dialer<\/td>\n<td>Repeated no-answer outcomes<\/td>\n<td>Create &#8220;Refresh Phone&#8221; task; pause call sequence until refreshed<\/td>\n<td>Phone status = needs_refresh; last_attempt_date; refresh_queue = phone<\/td>\n<\/tr>\n<tr>\n<td>ATS\/CRM<\/td>\n<td>Stage change to recruiter review \/ scheduling<\/td>\n<td>Check recency; if unknown\/old, create refresh task before handoff<\/td>\n<td>last_verified_date check; refresh_queue = email\/phone; owner assigned<\/td>\n<\/tr>\n<tr>\n<td>ATS\/CRM<\/td>\n<td>Opt-out captured<\/td>\n<td>Suppress across channels; close open outreach tasks<\/td>\n<td>opt_out = true; suppression_reason; do_not_contact = true<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<h3><span class=\"ez-toc-section\" id=\"Step_5_Use_refresh_outputs_correctly\"><\/span>Step 5: Use refresh outputs correctly<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><strong>Keep history:<\/strong> store old values as &#8220;previous&#8221; with dates. It helps with compliance, troubleshooting, and avoiding re-adding suppressed data.<\/li>\n<li><strong>Prefer tested channels:<\/strong> prioritize contact points that are <strong>deliverability tested<\/strong> (email) and <strong>line tested<\/strong> (phone).<\/li>\n<li><strong>Respect opt-out:<\/strong> suppression beats refresh. Refreshing a contact point never overrides consent.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Weighted_checklist\"><\/span>Weighted checklist<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Score a record before you spend more attempts. This keeps refresh cadence consistent across sourcers and recruiters.<\/p>\n<div class=\"table-scroll\" style=\"overflow:auto;-webkit-overflow-scrolling:touch;width:100%\">\n<table class=\"separated-content\">\n<thead>\n<tr>\n<th>Factor<\/th>\n<th>Weight<\/th>\n<th>Score (0\u20132)<\/th>\n<th>How to score it<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Email status<\/td>\n<td>3<\/td>\n<td><\/td>\n<td>2 = deliverability tested with a date; 1 = unknown; 0 = bounced\/suppressed<\/td>\n<\/tr>\n<tr>\n<td>Phone status<\/td>\n<td>3<\/td>\n<td><\/td>\n<td>2 = line tested with a date; 1 = unknown; 0 = wrong number\/suppressed<\/td>\n<\/tr>\n<tr>\n<td>Recency<\/td>\n<td>2<\/td>\n<td><\/td>\n<td>2 = recent verified\/used; 1 = older; 0 = no date<\/td>\n<\/tr>\n<tr>\n<td>Outreach signals<\/td>\n<td>2<\/td>\n<td><\/td>\n<td>2 = recent connect\/reply; 1 = neutral; 0 = repeated no-answer or bounce<\/td>\n<\/tr>\n<tr>\n<td>Compliance readiness<\/td>\n<td>3<\/td>\n<td><\/td>\n<td>2 = consent\/opt-out path documented; 1 = partial; 0 = unclear<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<p><strong>Decision rule:<\/strong><\/p>\n<ul>\n<li><strong>High score:<\/strong> proceed with outreach.<\/li>\n<li><strong>Mid score:<\/strong> refresh the weakest channel \u2014 email or phone \u2014 before the next sequence.<\/li>\n<li><strong>Low score:<\/strong> stop and refresh first, or move on if the req is time-sensitive and you have better leads.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Common_pitfalls\"><\/span>Common pitfalls<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The most common mistake is treating refresh as a one-time cleanup project. Teams go right back to working stale records because nothing in the day-to-day workflow forces a re-check.<\/p>\n<ul>\n<li><strong>Overwriting without suppression:<\/strong> skip suppression on bounced emails and opt-outs, and you&#8217;ll re-import bad addresses and keep hurting deliverability.<\/li>\n<li><strong>One cadence for every channel:<\/strong> email and phone fail differently. Triggers should be channel-specific.<\/li>\n<li><strong>Ignoring repeated no-answer:<\/strong> dialing the same line at the same call windows repeatedly just pays for the same outcome again.<\/li>\n<li><strong>&#8220;Fresh&#8221; with no timestamp:<\/strong> without a last-verified date, you can&#8217;t manage recency at all.<\/li>\n<li><strong>No owner for the refresh queue:<\/strong> if nobody owns it, or it isn&#8217;t automated, the cadence collapses the first time the team gets busy.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"How_to_improve_results\"><\/span>How to improve results<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Improvement comes from measuring the cost of stale data and tightening triggers until wasted attempts drop without slowing submissions.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Stop_vs_refresh\"><\/span>Stop vs. refresh<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<div class=\"table-scroll\" style=\"overflow:auto;-webkit-overflow-scrolling:touch;width:100%\">\n<table class=\"separated-content\">\n<thead>\n<tr>\n<th>Situation<\/th>\n<th>Decision<\/th>\n<th>Why<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Opt-out request received<\/td>\n<td>Stop<\/td>\n<td>Consent overrides data quality; suppression must win.<\/td>\n<\/tr>\n<tr>\n<td>Email bounced<\/td>\n<td>Refresh<\/td>\n<td>The address is unusable; suppress and replace before emailing again.<\/td>\n<\/tr>\n<tr>\n<td>Repeated no-answer across call windows<\/td>\n<td>Refresh<\/td>\n<td>Likely wrong line or wrong window; refresh phone before more dials.<\/td>\n<\/tr>\n<tr>\n<td>Wrong person \/ role mismatch<\/td>\n<td>Stop<\/td>\n<td>Continuing outreach wastes attempts and increases complaint risk.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<h3><span class=\"ez-toc-section\" id=\"Refresh_ROI_worksheet\"><\/span>Refresh ROI worksheet<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>This worksheet turns refresh cadence into a margin decision. Fill it in with your own numbers \u2014 don&#8217;t borrow someone else&#8217;s benchmarks for a decision this specific to your workflow.<\/p>\n<div class=\"table-scroll\" style=\"overflow:auto;-webkit-overflow-scrolling:touch;width:100%\">\n<table class=\"separated-content\">\n<thead>\n<tr>\n<th>Input<\/th>\n<th>How to get it<\/th>\n<th>Your value<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Attempts per placement<\/td>\n<td>From your ATS: total outreach attempts \/ placements<\/td>\n<td><\/td>\n<\/tr>\n<tr>\n<td>Connect rate (per 100 dials)<\/td>\n<td>Connected calls \/ total dials<\/td>\n<td><\/td>\n<\/tr>\n<tr>\n<td>Recruiter minutes per failed attempt<\/td>\n<td>Time study: logging + follow-up + task switching<\/td>\n<td><\/td>\n<\/tr>\n<tr>\n<td>Cost per recruiter minute<\/td>\n<td>Fully loaded cost \/ working minutes<\/td>\n<td><\/td>\n<\/tr>\n<tr>\n<td>Refresh cost per record<\/td>\n<td>Your vendor\/tooling cost or internal ops cost<\/td>\n<td><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<p><strong>Compute:<\/strong><\/p>\n<ul>\n<li><strong>Wasted attempt cost<\/strong> = failed attempts \u00d7 minutes per failed attempt \u00d7 cost per minute.<\/li>\n<li><strong>Refresh investment<\/strong> = records refreshed \u00d7 refresh cost per record.<\/li>\n<li><strong>Net impact<\/strong> = wasted attempt cost avoided \u2212 refresh investment.<\/li>\n<\/ul>\n<p>Run the worksheet for one specialty or one req family over 30 days, then compare it to the prior 30 days once trigger-based refresh and suppression are in place.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"What_to_tune_first\"><\/span>What to tune first<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><strong>Suppression discipline:<\/strong> opt-outs and bounces should prevent repeat attempts on bad contact points.<\/li>\n<li><strong>Reactivation hygiene:<\/strong> refresh before you restart sequences on older records.<\/li>\n<li><strong>Phone quality for speed:<\/strong> if your team lives on the phone, prioritize better first dials. Heartbeat.ai supports workflows that include <strong>ranked mobile numbers by answer probability<\/strong> so first attempts are more likely to connect.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Measurement_instructions\"><\/span>Measurement instructions<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li><strong>Track by channel and cohort:<\/strong> new leads vs. reactivated leads. Stale data shows up hardest in reactivation.<\/li>\n<li><strong>Log outcomes consistently:<\/strong> for calls \u2014 connected, no-answer, voicemail, wrong number; for email \u2014 delivered, bounced, replied, opt-out.<\/li>\n<li><strong>Compute weekly:<\/strong> connect rate, answer rate, deliverability rate, bounce rate, and reply rate as defined above.<\/li>\n<li><strong>Review suppression health monthly:<\/strong> confirm opt-outs are honored across tools and bounced emails stay suppressed.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Outreach_templates\"><\/span>Outreach templates<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>These templates assume refreshed contact points, a clear opt-out, and documented consent where required. Customize by specialty and role.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Template_1_Email_first_touch_refreshed_email\"><\/span>Template 1: Email (first touch, refreshed email)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Subject:<\/strong> Quick question about your next move<\/p>\n<p><strong>Body:<\/strong><\/p>\n<p>Hi Dr. [Last Name] \u2014 I&#8217;m recruiting for [Role] in [Market]. Are you open to a brief call this week to see if it&#8217;s relevant?<\/p>\n<p>If not, reply &#8220;no&#8221; and I&#8217;ll close the loop. If you&#8217;d rather not hear from me again, reply &#8220;opt out.&#8221;<\/p>\n<p>\u2014 [Name], [Title], Heartbeat.ai<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Template_2_Call_voicemail_after_line-tested_number\"><\/span>Template 2: Call voicemail (after line-tested number)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Hi Dr. [Last Name], this is [Name] with Heartbeat.ai. I&#8217;m calling about a [Role] opportunity in [Market]. If you&#8217;re open to a quick conversation, call me at [Number]. If you&#8217;d rather not receive outreach, tell me and I&#8217;ll opt you out.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Template_3_Follow-up_after_repeated_no-answer_post-refresh\"><\/span>Template 3: Follow-up after repeated no-answer (post-refresh)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Hi Dr. [Last Name] \u2014 I tried reaching you and may have had the wrong line earlier. If you&#8217;re open to a quick chat about [Role], what&#8217;s the best number or time window? If not interested, reply &#8220;no,&#8221; and if you want no further outreach, reply &#8220;opt out.&#8221;<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Legal_and_ethical_use\"><\/span>Legal and ethical use<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<ul>\n<li><strong>Consent and opt-out:<\/strong> always provide a clear opt-out path and honor it quickly. Suppression lists should override refresh outputs.<\/li>\n<li><strong>Data minimization:<\/strong> store only what you need to recruit and to document outreach outcomes \u2014 dates, channel status, suppression flags.<\/li>\n<li><strong>Purpose limitation:<\/strong> use contact data for legitimate recruiting outreach only, not unrelated marketing.<\/li>\n<li><strong>Local laws and policies:<\/strong> align with your organization&#8217;s compliance guidance and applicable data laws. Heartbeat.ai does not provide legal counsel.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Evidence_and_trust_notes\"><\/span>Evidence and trust notes<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Deliverability and list hygiene are measurable and worth treating like production metrics. If you monitor domain and IP reputation as part of your refresh review, check Google\u2019s current Postmaster Tools reporting and guidance rather than relying on legacy dashboards.<\/p>\n<ul>\n<li><a href=\"https:\/\/postmaster.google.com\/\">Google Postmaster Tools (deliverability monitoring)<\/a><\/li>\n<li><a href=\"https:\/\/support.google.com\/a\/answer\/81126?hl=en\">Google Workspace email best practices<\/a><\/li>\n<\/ul>\n<p>For how Heartbeat.ai evaluates and communicates data trust signals, see our <a href=\"http:\/\/heartbeat.ai\/resources\/trust-methodology\/\">trust methodology and verification approach<\/a>. If you&#8217;re standardizing how you validate records, pair this page with <a href=\"http:\/\/heartbeat.ai\/resources\/data-quality-verification\/\">data quality verification for recruiting contact data<\/a>.<\/p>\n<section class=\"aeo-faq\">\n<h2><span class=\"ez-toc-section\" id=\"FAQs\"><\/span>FAQs<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"What_is_a_good_provider_data_refresh_cadence_for_recruiting\"><\/span>What is a good provider data refresh cadence for recruiting?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>A good cadence is trigger-based: refresh when time since last touch is high, when an email bounces, or when you see repeated no-answer on calls. That prevents repeated waste.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Should_I_refresh_email_and_phone_on_the_same_schedule\"><\/span>Should I refresh email and phone on the same schedule?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>No. Email and phone fail differently. Use channel-specific triggers: bounces force immediate email suppression + refresh; repeated no-answer forces phone refresh and call-window adjustment.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"What_should_I_do_when_an_email_bounces\"><\/span>What should I do when an email bounces?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Suppress that email address immediately, refresh the email, and only resume email outreach once you have a new address with a verification date. Keep opt-out suppression in place.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"What_should_override_refresh\"><\/span>What should override refresh?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Opt-out and do-not-contact flags should override everything. If someone opts out, you suppress and stop. Refreshing contact points doesn&#8217;t change consent.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Where_do_I_store_recency_and_suppression_fields_in_my_ATS\"><\/span>Where do I store recency and suppression fields in my ATS?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Store them where they&#8217;re visible to the people doing outreach and where automation can update them reliably. At minimum, keep: last verified date (email\/phone), last successful use date (delivered email\/connected call), and suppression flags (opt-out, bounced email, wrong number). If your ATS can&#8217;t store these cleanly, use a connected CRM table and sync the key fields back to the ATS record.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"How_do_I_know_if_my_refresh_process_is_working\"><\/span>How do I know if my refresh process is working?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Track Deliverability Rate (delivered emails \/ sent emails per 100 sent), Bounce Rate (bounced \/ sent per 100 sent), and Connect Rate (connected calls \/ total dials per 100 dials) by cohort (new vs reactivated). Improvement should show up first in reactivation.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Can_I_automate_refresh_triggers_into_my_ATS\"><\/span>Can I automate refresh triggers into my ATS?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Yes. Use bounce events, call outcomes, and stage changes to create refresh tasks and suppression updates automatically. Start with <a href=\"http:\/\/heartbeat.ai\/resources\/integrations-automation\/ats-enrichment-workflows\/\">ATS enrichment workflows<\/a>.<\/p>\n<\/section>\n<h2><span class=\"ez-toc-section\" id=\"Next_steps\"><\/span>Next steps<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<ul>\n<li><strong>Implement the triggers:<\/strong> time since last touch, bounced email, repeated no-answer.<\/li>\n<li><strong>Write down your thresholds:<\/strong> fill in the trigger worksheet so the whole team runs the same play.<\/li>\n<li><strong>Stand up a refresh queue:<\/strong> weekly for signals, monthly for reactivation.<\/li>\n<li><strong>Standardize verification:<\/strong> align with <a href=\"http:\/\/heartbeat.ai\/resources\/data-quality-verification\/\">data quality verification<\/a> so &#8220;fresh&#8221; has a timestamp and a method.<\/li>\n<li><strong>Operationalize it in Heartbeat.ai:<\/strong> <a href=\"https:\/\/heartbeat.ai\/signup\">start free search &amp; preview data<\/a> and build a refresh workflow that fits your ATS and outreach stack.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"About_the_Author\"><\/span><b>About the Author<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><a href=\"http:\/\/heartbeat.ai\/resources\/author\/ben-argeband\"><span style=\"font-weight: 400;\">Ben Argeband<\/span><\/a><span style=\"font-weight: 400;\"> is the Founder and CEO of Swordfish.ai and Heartbeat.ai. With deep expertise in data and SaaS, he has built two successful platforms trusted by over 50,000 sales and recruitment professionals. Ben&#8217;s mission is to help teams find direct contact information for hard-to-reach professionals and decision-makers, providing the shortest route to their next win. Connect with Ben on <\/span><a href=\"https:\/\/www.linkedin.com\/in\/ben-m-argeband-2427a8a3\/\"><span style=\"font-weight: 400;\">LinkedIn<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><br \/>\n<script type=\"application\/ld+json\">{\"@context\":\"https:\/\/schema.org\",\"@type\":\"Article\",\"author\":{\"@type\":\"Person\",\"jobTitle\":\"Founder & CEO of Heartbeat.ai\",\"name\":\"Ben Argeband\"},\"headline\":\"Provider data refresh cadence: a recruiter\u2019s decision guide\",\"inLanguage\":\"en\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/heartbeat.ai\/resources\/provider-contact-data\/provider-data-refresh-cadence\/\",\"@type\":\"WebPage\"},\"publisher\":{\"@type\":\"Organization\",\"name\":\"Heartbeat.ai\"}}<\/script><\/p>\n<p><script type=\"application\/ld+json\">{\"@context\":\"https:\/\/schema.org\",\"@type\":\"FAQPage\",\"mainEntity\":[{\"@type\":\"Question\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"A good cadence is trigger-based: refresh when time since last touch is high, when an email bounces, or when you see repeated no-answer on calls. That prevents repeated waste.\"},\"name\":\"What is a good provider data refresh cadence for recruiting?\"},{\"@type\":\"Question\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"No. Email and phone fail differently. Use channel-specific triggers: bounces force immediate email suppression + refresh; repeated no-answer forces phone refresh and call-window adjustment.\"},\"name\":\"Should I refresh email and phone on the same schedule?\"},{\"@type\":\"Question\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"Suppress that email address immediately, refresh the email, and only resume email outreach once you have a new address with a verification date. Keep opt-out suppression in place.\"},\"name\":\"What should I do when an email bounces?\"},{\"@type\":\"Question\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"Opt-out and do-not-contact flags should override everything. If someone opts out, you suppress and stop. 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Start with ATS enrichment workflows.\"},\"name\":\"Can I automate refresh triggers into my ATS?\"}]}<\/script><\/p>","protected":false},"excerpt":{"rendered":"<p>A trigger-based refresh cadence\u2014recency, bounces, repeated no-answer\u2014cuts dead ends and protects deliverability without endless cleanup.<\/p>","protected":false},"author":5,"featured_media":54107,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_custom_permalink":"provider-contact-data\/provider-data-refresh-cadence","footnotes":""},"categories":[1],"tags":[],"class_list":["post-54108","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-news"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.7 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\r\n<title>Provider data refresh cadence (recruiting decision guide) | Heartbeat.ai<\/title>\r\n<meta name=\"description\" content=\"Set provider data refresh cadence using recency + bounce + no-answer triggers. 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