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Windmill is always updating in the background to give you a real-time view of team performance. Different systems sync data on different schedules based on their integration type and API limitations.

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Understanding sync schedules

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Sync frequency by type

Real-time (almost immediately available in the platform)
  • Slack messages and interactions with Windy
  • New feedback submissions directly to Windy
Hourly (every 60 minutes)
  • 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
Windmill syncs data in the background automatically. You don’t need to manually trigger syncs or refresh pages to see new data.

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Data visibility 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 1 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

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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 > Integrations to verify all integrations are healthy.

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Checking data freshness

Last sync time Some integrations show the last successful sync time in Settings > Integrations. This helps you verify data is flowing as expected. Activity timestamps In Recaps and citations, 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.

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Troubleshooting sync issues

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Delayed or missing data

If data isn’t appearing in Windmill as expected: 1. Check integration status Go to Settings > Integrations 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, Figma needs access to a TeamID, 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.

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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:
  • Integration health for each integration
  • Sync success rates and failures
  • API errors and rate limits
  • Data volume and processing times
If Windmill detects persistent issues with an integration, our team is automatically notified and will investigate.

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Manual sync requests

Go to Settings > Integrations and within each integration you have the option to Tigger Syncs manually. If you need historical data synced for a specific use case, reach out to support@gowindmill.com and we can assist.

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Historical data

Extended historical data If you’d like historical data from any integration, let us know during onboarding or reach out via your shared support Slack channel. Depending on the system, 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.

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FAQs

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.
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.
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.
Yes, Windmill syncs data 24/7, including nights and weekends.