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

1

Sign in

Log in to CloudSync.

2

Open Settings

Navigate to Settings → Scheduler from the sidebar.

3

View dashboard

You'll see the schedule dashboard with all configured jobs.

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

Tip: Full syncs are resource-intensive. Schedule them during off-hours (e.g., 2 AM) to minimize impact.

Creating a Schedule

1

Click "New Schedule"

From the Scheduler dashboard, click the + New Schedule button in the top right.

2

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

3

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

4

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)

5

Save and Enable

• Click Save Schedule
• Toggle the Enabled switch to activate

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

Note: Changes take effect from the next scheduled run.

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

Warning: This action cannot be undone. Consider pausing instead of deleting.

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:

1

Pause schedules

Pause all schedules before maintenance begins.

2

Perform maintenance

Complete maintenance on HR or identity systems.

3

Catch up

Run a manual sync to catch up.

4

Resume schedules

Resume schedules once verified.

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 - Real-time monitoring
• Data Mapping - Configure what fields sync
• Troubleshooting - Common sync problems