Immediately after hiring
step 1 Go to a website; do a specific search for names; copy the name, company, phone number into an excel spreadsheet
Step 2 figure out how their email address is configured per each company. some will be email@example.com; some will be jsmith@... etc... Add the email to the database
Step 3 to be discussed after step 1& 2 are done; research the names to see if they have websites.