Syncing and data freshness
When data is synced, how the first backfill works, what Sync now does, and how to read a connection's status.
For: Admins
Every connection syncs automatically every day, plus Sync now whenever you need it.
The first sync
- It starts as soon as you save a key. The connection shows Syncing until it finishes.
- It reads up to the last 90 days. Three tools hold less history in their API: Klenty about 30 days of calls, JustCall 3 months, and Woodpecker only each prospect's latest step.
- A large account does not fit in one run, because every tool limits how fast its API may be called. Each run stops at a safe point and the next run continues from there. Press Sync now to start the next run without waiting.
After that
- Each automatic sync reads what changed since the last successful one.
- Sync now on a connection (admins) starts a sync at any time.
- After every sync, campaign owners are re-detected, replies get their default assignee, duplicate calls are marked and attribution is rebuilt. You never need to trigger those yourself.
Note: Because syncing is periodic, a send or reply from the last few hours may not be on the dashboards yet. Use Sync now before a meeting where it matters.
Reading a connection's status
Settings → Connections. Each connected tool shows its status, last sync and number of senders. Demo data.
| Status | Meaning | What to do |
|---|---|---|
| Connected | The last sync finished without an error. | Nothing. |
| Syncing | A sync is running, or the first sync has not finished. | Wait. A first backfill can need several runs. |
| Needs attention | The last sync failed. The tile shows the short reason, the tool's panel the full one. | Usually the key was revoked, lost a scope, or the tool's plan changed. Fix it in the tool, then use Replace key or Sync now. |
A connection in error also appears on the Overview under "needs attention" and in the weekly report, so a broken key does not go unnoticed.
Why some tools sync slower
| Tool | Limit set by the tool |
|---|---|
| Instantly | 20 requests a minute on its email endpoint |
| Smartlead | 60 requests a minute |
| Lemlist | 20 requests every 2 seconds |
| HeyReach | 300 requests a minute, shared across the workspace |
| Woodpecker | One request at a time per account |
| RingCentral | About one call-log request every 6 seconds |
| JustCall | 30 requests a minute on the Team plan |
OutboundManager paces itself under these limits and retries when a tool asks it to slow down. Your team's own use of the tool is not blocked.
What is never synced
- Opens, clicks, profile views, likes and follows.
- Totals that a tool only reports as an aggregate. They are never turned into made-up individual activity. This is why Klenty emails are not imported: its API only gives email totals.
- Inbound calls.
Removing a connection
Important: Removing a connection deletes its stored key and the senders, campaigns, activity, deals and sync history that came through it. Contacts and enrichment results stay. If you only want a new key, use Replace key.
In read-only mode
When a workspace is read-only (trial or subscription ended), automatic syncs and Sync now are paused and new connections cannot be added. Existing data stays visible. Syncing resumes when the workspace is upgraded.
Something unclear or out of date? Tell us and we will fix this page.