\n| Email bounces<\/td>\n | Mailbox removed, domain policy change, typo, role-based address retired<\/td>\n | Immediate<\/strong> (signal trigger)<\/td>\n| 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 | Bounce type + date; suppression flag; new email source + verified date<\/td>\n<\/tr>\n | \n| Repeated no-answer across multiple call windows<\/td>\n | Wrong number, gatekeeper line, clinic hours mismatch, voicemail-only line<\/td>\n | After repeated no-answer<\/strong> (signal trigger)<\/td>\n| Refresh phone; try alternate line; adjust call windows; keep opt-out available<\/td>\n | Attempts count; call windows tried; outcome codes; new phone + verified date<\/td>\n<\/tr>\n | \n| Low connects but normal email delivery<\/td>\n | Phone line quality issue or wrong line type<\/td>\n | Before next call sequence<\/strong> (workflow trigger)<\/td>\nRefresh phone; prioritize numbers that are line tested<\/strong><\/td>\n| Line type + test date; connect outcomes<\/td>\n<\/tr>\n | \n| Low email delivery (high bounces)<\/td>\n | List aging, poor domain hygiene, sending practices<\/td>\n | Before next email sequence<\/strong> (workflow trigger)<\/td>\nRefresh emails that are deliverability tested<\/strong>; tighten suppression; review sending domain health<\/td>\n| Deliverability status + date; suppression reason; sending domain used<\/td>\n<\/tr>\n | \n| Record hasn\u2019t been touched in a while<\/td>\n | Normal decay + job changes + practice moves<\/td>\n | Time since last touch<\/strong> (recency trigger)<\/td>\n| Refresh before re-activating; don\u2019t restart sequences on unknown recency<\/td>\n | Last verified date; last outreach date; channel used<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n Operational rule:<\/strong> if you can\u2019t explain why a contact point is \u201cfresh\u201d (method + date), treat it as unknown and refresh before you spend recruiter time on it.<\/p>\n<\/span>Step-by-step method<\/span><\/h2>\nThis is the routine I\u2019d put in place for a recruiting team that needs fewer dead ends and faster connects. It\u2019s built around refresh cadence, recency, and suppression.<\/p>\n <\/span>Step 1: Store the minimum fields that make refresh possible<\/span><\/h3>\n\n- Last verified date<\/strong> for email and phone (separately).<\/li>\n
- Last successful use date<\/strong> (delivered email date; connected call date).<\/li>\n
- Suppression flags<\/strong>: opt-out, bounced email, wrong number, do-not-contact.<\/li>\n
- Consent notes<\/strong> where applicable (how\/when consent was obtained) and an opt-out<\/strong> mechanism for each channel you use.<\/li>\n<\/ul>\n
<\/span>Step 2: Set your refresh triggers (your actual cadence)<\/span><\/h3>\nInstead of a single calendar rule, use three triggers:<\/p>\n \n- Time since last touch:<\/strong> if you\u2019re re-opening a record after it\u2019s been idle, refresh before you restart outreach.<\/li>\n
- Bounced email:<\/strong> treat as a hard stop for that address; suppress and refresh immediately.<\/li>\n
- Repeated no-answer:<\/strong> after you\u2019ve tried multiple call windows and still can\u2019t connect, refresh the phone line before more dials.<\/li>\n<\/ul>\n
| | | | | | | |
![\"54107\"](\"http:\/\/hc.heartbeat.ai\/wp-content\/webp-express\/webp-images\/uploads\/2026\/02\/provider-data-refresh-cadence-2a5945ac.png.webp\")
<\/p>\n