Background Jobs
Background jobs are the scheduled tasks that keep the platform running without anyone pressing a button: moving sessions through their lifecycle, sending reminders, updating segments and lead scores, syncing to Newsman Marketing and applying retention policies. The Background Jobs page shows when each job last ran, when it runs next and how its recent runs went, and lets you start one early.
Access: admins only. Go to Settings → Background Jobs. Other roles see Admin access required to view background jobs.
Read the page
Each job has a card with its name and a short description. The status refreshes every 30 seconds.
| Field | What it shows |
|---|---|
| Schedule | How often the job runs, for example Every 15 minutes or Daily at 2:00 AM UTC |
| Last run | How long ago the job last ran, or Never |
| Next run | When the next scheduled run starts, in your computer's time zone |
| Status badge | OK if the last run succeeded, failed if it failed, Running while it runs, Disabled if the job is turned off for the platform |
Shared by all organizations
Background jobs run for the whole platform, not for each organization separately. Every run processes all organizations, so the item counts in the history aren't only yours, and Run Now starts a run for everyone.
Last run and the status badge reset when the platform restarts, for example after an update: Last run shows Never until the job runs again. The history keeps every run.
The jobs
The schedules below are the defaults. The Schedule field on each card shows the one in effect.
| Job | What it does for your organization | Default schedule |
|---|---|---|
| Evaluate Segments | Rechecks every rule-based segment: adds contacts who now match the rules and removes the ones the rules added who no longer match. Manually added members stay. Contacts whose processing is restricted are left out. See Segments. | Every 15 minutes |
| Aggregate Channel Stats | Rolls up email, push and SMS delivery records from previous days into daily totals, so channel analytics keep their history when individual send records are removed. | Daily at 1:00 AM UTC |
| Enforce Retention | Deletes records older than your retention policies. See Data Retention. | Daily at 2:00 AM UTC |
| Sync Registration Status | Once the last session of a webinar has closed, marks its registrations that were neither attended nor canceled as no-shows. | Every 30 minutes |
| Send Reminders | Sends each registrant one reminder per channel (email, push, SMS) when their session starts within the reminder time set in your notification settings. Only channels you've turned on are used, and push and SMS also need the contact's consent. Contacts with a flagged email address or restricted processing get no reminders. Because the job runs every 15 minutes, a reminder time shorter than 15 minutes behaves like 15 minutes. See Email Notifications. | Every 15 minutes |
| Sync Session Status | Moves sessions through their lifecycle based on their dates: scheduled, open, live, replay, archived. When a session opens, automations waiting for it continue. When it goes live, it sends the "starting now" notifications. When it moves to replay, it saves the session's statistics and a copy of its chat, polls and offer, and sends the replay notifications. When it's archived, it saves the final statistics and funnel counts. See Sessions & Lifecycle. | Every 5 minutes |
| Compute Lead Scores | Recalculates lead scores for webinars with new behavioral events since the last calculation, both per webinar and overall. Contacts whose processing is restricted are skipped. See Lead Scoring. | Every 6 hours |
| Sync Newsman Marketing | If you use Newsman Marketing, updates your mapped Newsman segments: adds members of the matching platform segments who have email marketing consent and aren't flagged or restricted, removes the ones who no longer qualify, and respects unsubscribes made in Newsman. The results appear in the Webhooks card on System Health. You can also start it from Integrations. | Every 30 minutes |
Several jobs add entries to the audit log under the actor Scheduler, such as Session Status Transition, Sent Reminder Batch and Enforced Retention.
Run a job now
- Find the job's card.
- Click Run Now.
The job starts in the background and the card shows Running at the next refresh. Run Now is unavailable while the job is running and for disabled jobs.
Running a job early does the same work its next scheduled run would do. It doesn't repeat work already done: for example, each registrant still gets only one reminder per channel. Manual runs aren't recorded in the audit log; the job's history lists them with the trigger manual.
See a job's history
Click History on a card to see its most recent runs, 10 at a time (Load More shows older ones):
| Column | What it shows |
|---|---|
| Started | When the run started, in your computer's time zone |
| Duration | How long the run took |
| Status | success, failed, or running |
| Items | How many items succeeded out of how many were processed, with the number that failed. What counts as an item depends on the job, for example segments evaluated, reminders sent or records deleted. |
| Trigger | scheduled or manual |
The history doesn't show why a run failed. If a job keeps failing, contact support.
The history is kept indefinitely, unless a Job Run History retention policy exists (see Data Retention).