Running Syncs
BETA

This section covers the day-to-day sync operations that keep Zentra synchronized with your PMS.

Manual Sync

Manual sync allows you to trigger an on-demand synchronization with your PMS at any time. Use this when you need to import new residents or apply changes immediately rather than waiting for the next scheduled sync.
When to Use Manual Sync
  • A new resident needs immediate access
  • Lease information was just updated in your PMS
  • You want to verify sync is working correctly
  • Troubleshooting data discrepancies
Procedure
  1. Navigate to the
    Everyone
     page and identify the
    Sync queue
     button on the top of the screen.
  2. Click
    Sync Now
    .
  3. Wait for the sync to complete.
  4. Review the results.
Sync Results
After sync completes, you see a summary of changes:
  • New residents
     – Residents added from PMS
  • Updated residents
     – Existing records with changes
  • Move-outs
     – Residents no longer in PMS
If any items require review, you are directed to the Sync queue.
Applying Changes
When auto-apply is disabled, changes appear in a review list:
  1. Review the pending changes.
  2. Click
    Apply Changes
     to process all pending updates.
Changes are applied immediately. Residents are created, updated, or deactivated as appropriate.
Concurrent Sync Prevention
Only one sync can run at a time. If you click
Sync Now
 while a sync is already in progress, you will see a message indicating sync is already running.
Sync Duration
Sync duration depends on:
  • Number of residents in your PMS
  • Number of changes since last sync
  • Network connectivity
Typical syncs complete within a minute. Large properties with many residents may take longer.

Automatic Daily Sync

Automatic sync runs once per day at your configured time, keeping Zentra synchronized with your PMS without manual intervention.
How Automatic Sync Works
  • Runs at the scheduled time each day
  • Uses your property’s local timezone
  • Adjusts automatically for daylight saving time
  • Processes all changes since the last sync
  • Applies changes according to your auto-apply settings
Configuring Sync Time
To change the automatic sync time:
  1. Navigate to
    Settings > PMS Integrations
    .
  2. Click
    Settings
    .
  3. Select a new time from the
    Daily Sync Time
     dropdown.
  4. Click
    Save
    .
What Happens During Automatic Sync
  1. The system connects to your PMS
  2. Retrieves all current resident data
  3. Compares to existing Zentra records
  4. Identifies:
    • New residents (not yet in Zentra)
    • Updated residents (changes to existing records)
    • Move-outs (residents no longer in PMS)
  5. Processes according to your settings:
    • Auto-apply: Changes applied immediately
    • Manual review: Changes routed to Sync queue
Viewing Automatic Sync Results
After each automatic sync:
  • Any items requiring review appear in the Sync queue
  • The full record of the sync is available in the system’s history
Disabling Automatic Sync
Automatic sync is enabled by default. To disable automatic processing and require manual review for all change types, turn off all three data synchronization toggles:
  1. Navigate to
    Settings > PMS Integrations
    .
  2. Click
    Settings
    .
  3. Toggle
    Create New Residents
    ,
    Auto-Update Existing Residents
    , and
    Deactivate Former Residents
     to off.
  4. Click
    Save
    .
With automatic processing disabled, all changes from your PMS will be routed to the Sync queue. You must review and click
Apply Changes
 to process them manually.
If you disable automatic processing, you must actively review the Sync queue to keep Zentra current with your PMS. Automatic sync still runs at the scheduled time, but changes will queue for your approval instead of applying immediately.