> For the complete documentation index, see [llms.txt](https://docs.aohwv.dev/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.aohwv.dev/features/scheduling.md).

# Scheduling

CloudSync allows you to automate identity synchronization through flexible scheduling. This guide covers setting up, managing, and monitoring scheduled sync jobs.

## Accessing the Scheduler

{% stepper %}
{% step %}

#### Sign in

Log in to CloudSync.
{% endstep %}

{% step %}

#### Open Settings

Navigate to **Settings** → **Scheduler** from the sidebar.
{% endstep %}

{% step %}

#### View dashboard

You'll see the schedule dashboard with all configured jobs.
{% endstep %}
{% endstepper %}

## Understanding Sync Types

Before scheduling, understand the available sync types:

| Sync Type            | Description                               | When to Use                           |
| -------------------- | ----------------------------------------- | ------------------------------------- |
| **Full Sync**        | Processes all records from HR system      | Initial setup, after major HR changes |
| **Incremental Sync** | Processes only changed records            | Daily/hourly routine sync             |
| **Delta Sync**       | Uses change tracking from Microsoft Graph | Efficient ongoing sync                |

{% hint style="info" %}
Tip: Full syncs are resource-intensive. Schedule them during off-hours (e.g., 2 AM) to minimize impact.
{% endhint %}

## Creating a Schedule

{% stepper %}
{% step %}

#### Click "New Schedule"

From the Scheduler dashboard, click the **+ New Schedule** button in the top right.
{% endstep %}

{% step %}

#### Configure Basic Settings

| Field         | Description                  | Example           |
| ------------- | ---------------------------- | ----------------- |
| **Name**      | Descriptive name for the job | "Daily User Sync" |
| **Type**      | Sync type to perform         | Incremental Sync  |
| **Source**    | HR system to sync from       | Workday HR        |
| {% endstep %} |                              |                   |

{% step %}

#### Set the Schedule

Choose from preset schedules or create a custom one.

Preset Options:

* Every hour
* Every 6 hours
* Daily at midnight
* Weekly (Sunday at 2 AM)

Custom Schedule:

Use cron expression format for custom schedules:

```
┌───────────── minute (0-59)
│ ┌───────────── hour (0-23)
│ │ ┌───────────── day of month (1-31)
│ │ │ ┌───────────── month (1-12)
│ │ │ │ ┌───────────── day of week (0-6, Sun=0)
│ │ │ │ │
* * * * *
```

Common Patterns:

| Pattern       | Cron Expression | Description              |
| ------------- | --------------- | ------------------------ |
| Hourly        | `0 * * * *`     | Every hour at minute 0   |
| Daily 2 AM    | `0 2 * * *`     | Every day at 2:00 AM     |
| Weekdays 8 AM | `0 8 * * 1-5`   | Mon-Fri at 8:00 AM       |
| Weekly Sunday | `0 0 * * 0`     | Every Sunday at midnight |
| {% endstep %} |                 |                          |

{% step %}

#### Configure Options

| Option               | Description                     |
| -------------------- | ------------------------------- |
| **Email on failure** | Send alert if sync fails        |
| **Email summary**    | Send daily summary of all syncs |
| **Retry on failure** | Automatically retry failed jobs |
| **Max retries**      | Number of retry attempts (1-5)  |
| {% endstep %}        |                                 |

{% step %}

#### Save and Enable

* Click **Save Schedule**
* Toggle the **Enabled** switch to activate
  {% endstep %}
  {% endstepper %}

## Managing Schedules

### Viewing Schedule Status

The Scheduler dashboard shows:

* ✅ **Active** - Schedule is running as configured
* ⏸️ **Paused** - Manually paused by admin
* ⚠️ **Warning** - Recent job had warnings
* ❌ **Failed** - Last run failed

### Editing a Schedule

1. Click the schedule name or the **Edit** (pencil) icon
2. Make changes
3. Click **Save Changes**

{% hint style="info" %}
Note: Changes take effect from the next scheduled run.
{% endhint %}

### Pausing and Resuming

To pause:

1. Click the three-dot menu (⋮) on the schedule row
2. Select **Pause Schedule**

To resume:

1. Click the three-dot menu (⋮)
2. Select **Resume Schedule**

### Running Manually

Need to sync immediately without waiting for the schedule?

1. Click the three-dot menu (⋮)
2. Select **Run Now**
3. Confirm the action

The job starts immediately and runs in addition to the regular schedule.

### Deleting a Schedule

1. Click the three-dot menu (⋮)
2. Select **Delete Schedule**
3. Type the schedule name to confirm
4. Click **Delete**

{% hint style="danger" %}
Warning: This action cannot be undone. Consider pausing instead of deleting.
{% endhint %}

## Monitoring Scheduled Jobs

### Job History

View past executions from the schedule detail page:

| Column        | Description                 |
| ------------- | --------------------------- |
| **Started**   | When the job began          |
| **Duration**  | How long it took            |
| **Status**    | Success, Warning, or Failed |
| **Processed** | Number of records synced    |
| **Errors**    | Count of errors (if any)    |

Click any row to see detailed logs.

### Setting Up Alerts

Configure notifications for important events:

1. Go to **Settings** → **Notifications**
2. Enable desired alerts:
   * Sync failures
   * Sync warnings (>5% error rate)
   * Daily summary
3. Add recipient email addresses
4. Save changes

## Best Practices

### Recommended Schedule Configurations

| Use Case               | Recommended Schedule   | Why                           |
| ---------------------- | ---------------------- | ----------------------------- |
| Small org (<500 users) | Every 6 hours          | Low volume, frequent updates  |
| Medium org (500-5000)  | Every hour             | Balance of freshness and load |
| Large org (5000+)      | Every 15-30 min        | High volume, critical updates |
| Initial deployment     | Once daily (off-hours) | Full sync during rollout      |

### Avoid Overlapping Syncs

CloudSync prevents concurrent syncs, but scheduling overlaps can cause queue buildup:

* Space schedules at least 15 minutes apart
* Use different times for different source systems
* Monitor queue depth in the dashboard

### Handle Maintenance Windows

During planned maintenance:

{% stepper %}
{% step %}
Pause schedules

Pause all schedules before maintenance begins.
{% endstep %}

{% step %}
Perform maintenance

Complete maintenance on HR or identity systems.
{% endstep %}

{% step %}
Catch up

Run a manual sync to catch up.
{% endstep %}

{% step %}
Resume schedules

Resume schedules once verified.
{% endstep %}
{% endstepper %}

## Troubleshooting

### Schedule Not Running

Symptom: Job shows as enabled but never executes.

Solutions:

1. Check the time zone setting matches your expectations
2. Verify the cron expression is valid
3. Check that no other long-running job is blocking
4. Review system logs for errors

### Jobs Taking Too Long

Symptom: Sync jobs take longer than expected.

Solutions:

1. Switch to incremental sync instead of full
2. Check network connectivity to HR system
3. Review rate limits on Microsoft Graph
4. Consider scheduling during off-hours

### Missed Schedules

Symptom: Expected jobs didn't run.

Possible causes:

* System was down during scheduled time
* Concurrent job was still running
* Schedule was inadvertently paused

Resolution:

1. Check system uptime for the period
2. Review job history for overlaps
3. Run manual sync to catch up

## Related Topics

* [Monitoring Syncs](/features/monitoring.md) - Real-time monitoring
* [Data Mapping](/features/data-mapping.md) - Configure what fields sync
* Troubleshooting - Common sync problems


---

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