Understanding sync schedules
Sync frequency by type
Real-time (immediate)- Slack messages and interactions with Windy
- New feedback submissions directly to Windy
- Meeting transcripts (Zoom, Google Meet, Roam)
- Development tools (GitHub, Jira, Linear)
- Collaboration tools (Google Workspace activity, Notion, Figma)
- Customer tools (Salesforce, HubSpot, Zendesk, Front)
- HRIS data (employee roster, org chart updates, reporting structure)
- Profile pictures from Slack
- Some CRM activity depending on the platform
Windmill syncs data in the background automatically. You don’t need to manually trigger syncs or refresh pages to see new data.
Data freshness expectations
Responses to Windy When team members respond to Windy in Slack, those responses populate in the Windmill Dashboard within an hour of being sent. Integration activity Most integration activity (commits, issues, documents, meetings) appears in Windmill within one to two hours of occurring in the source system. HRIS updates Changes to your org chart or employee roster typically sync within 24 hours of being updated in your HRIS. Meeting transcripts Transcripts sync hourly, but there’s typically a one-hour delay after a meeting ends before the transcript becomes available in the source system (Zoom, Google Meet, etc.). Factor in both delays:- Meeting ends at 2:00 PM
- Transcript available in Zoom/Meet by 3:00 PM
- Transcript syncs to Windmill by 4:00 PM
What affects sync timing
API rate limits Some integrations have rate limits that affect how quickly we can fetch data. We optimize sync schedules to stay within these limits while providing timely updates. Data volume Organizations with high activity volumes (hundreds of commits per day, thousands of messages) may experience slightly longer sync times during peak periods. Integration health If an integration loses its connection or authentication expires, data stops syncing until the connection is restored. Check Settings > Connections to verify all integrations are healthy.Checking data freshness
Last sync time Some integrations show the last successful sync time in Settings > Connections. This helps you verify data is flowing as expected. Activity timestamps In Recaps and Reports, each activity shows when it occurred in the source system (not when it synced to Windmill). This gives you an accurate picture of when work happened.Troubleshooting sync issues
Delayed or missing data
If data isn’t appearing in Windmill as expected: 1. Check integration status Go to Settings > Connections and verify the integration is connected and healthy. Look for error messages or authentication issues. 2. Verify permissions Make sure Windmill has the necessary permissions in the source system. For example, GitHub needs read access to repositories, and Slack needs access to channels. 3. Confirm data exists in the source system Check that the data appears in the source tool (GitHub, Jira, Slack, etc.) before expecting it in Windmill. If it’s not in the source system, Windmill can’t sync it. 4. Wait for the next sync If data is recent, wait for the next hourly sync. Most activity appears within one to two hours. 5. Contact support If data still isn’t appearing after checking these items, reach out to support@gowindmill.com with details about what’s missing.Sync reliability
Windmill monitors integration health and automatically retries failed syncs. If a sync fails due to a temporary issue (like API downtime), Windmill will retry on the next scheduled sync. What we monitor:- Connection health for each integration
- Sync success rates and failures
- API errors and rate limits
- Data volume and processing times
Manual sync requests
Windmill doesn’t currently support manual “refresh” or “sync now” buttons. All syncs happen automatically on their scheduled intervals. If you need data synced immediately for a specific use case, reach out to support@gowindmill.com and we can assist.Historical data
When you first connect an integration, Windmill syncs historical data to provide context. Default historical data: One week Most integrations pull the last seven days of activity when first connected. This gives Windmill enough context to start generating Recaps and identifying collaboration patterns. Extended historical data If you need more than one week of historical data, let us know during onboarding or reach out via your shared support Slack channel. We can configure longer lookback periods for specific integrations.The more historical data Windmill has, the better Windy becomes at understanding collaboration patterns. If you’re setting up a new integration, consider requesting extended historical data.
FAQs
Why do some integrations sync hourly while others sync daily?
Why do some integrations sync hourly while others sync daily?
Sync frequency depends on how often the data changes and how time-sensitive it is. Activity data (commits, messages) changes frequently and needs hourly syncs. Employee data (org chart, titles) changes less frequently and can sync daily.
Can I change how often data syncs?
Can I change how often data syncs?
Sync schedules are configured at the integration level and can’t be customized per customer. If you have specific timing requirements, reach out to support@gowindmill.com to discuss options.
What happens if an integration goes down?
What happens if an integration goes down?
If a source system (like GitHub or Slack) experiences downtime, Windmill will retry syncs when the system comes back online. Historical data won’t be lost—Windmill will backfill any missed activity on the next successful sync.
Does Windmill sync data overnight or on weekends?
Does Windmill sync data overnight or on weekends?
Yes, Windmill syncs data 24/7, including nights and weekends. This ensures Monday morning Recaps include Friday afternoon activity.