Overview
A sync is how Tenant Manager copies data from a Microsoft 365 tenant into Turbo360. Every page in Tenant Manager reads that copy, so what you see is only as current as the last sync.
A sync only reads from Microsoft 365. It never changes anything in the tenant.
Business value
Pages read stored data, so a Microsoft rate limit or a missing Microsoft Graph permission does not break the page you are looking at. Knowing when the data was last refreshed also tells you how far to trust a figure, an alert, or a recommendation.
How it works
A sync runs for one tenant at a time. This section covers when syncs run, what each one reads, and what happens when something goes wrong.
The schedule is automatic. Each connected tenant syncs every 6 hours, and the first sync starts right after you connect the tenant. Each sync, automatic or manual, sets the next automatic sync for 6 hours after it starts. A sync starts on a schedule or when someone starts one from Sync on the tenant page, or Sync now in the tenant's context menu in the tree view. Both need the Manage tenants permission. While a sync is queued or running, the Sync button reads Syncing. If a sync is already running, Tenant Manager does not start a second one.
Data freshness is visible on the tenant page. The header shows Last synced with the date and time, or Never synced for a tenant that has not synced yet. A tenant group has no sync time and no Sync button, because tenant group totals add up the last sync of each tenant inside it.
What a sync reads
A sync reads the data below from Microsoft 365 and stores it in Turbo360.
| Data | How Tenant Manager uses it |
|---|---|
| Users | Each user's licenses, account status, last sign-in, and multi-factor authentication (MFA) registration. Used on Explore, Optimization, and Alerts. |
| Microsoft Entra ID groups | Members, owners, the licenses a Microsoft Entra ID group assigns, and the admin roles it holds. |
| Licenses and purchases | Seats purchased, assigned, and idle, with the renewal date and purchase status. |
| Change tracking | License and group changes from the Microsoft Entra ID audit log. |
| Usage reports | Microsoft 365 usage data. Usage reports feed last activity (inactivity), and they are used for Idle Copilot and Swap license recommendations. |
| Seat prices | Seat prices billed on a Microsoft Customer Agreement (MCA) billing account. A custom price you set in the Global price catalog takes precedence over it. |
Change tracking needs the AuditLog.Read.All permission. Without Microsoft Entra ID P1, Microsoft returns about 7 days of audit history instead of 30. A tenant without P1 is not marked as failing because of it.
A sync doesn't check the expiry date you enter for a client secret, so it still runs after that date passes. The sync stops working once Microsoft rejects the secret, and it shows Microsoft's own error. The date drives the Client secret expiry alert and the Expired badge.
How stored data is kept consistent
Tenant Manager applies a few rules while it stores data, so figures match what you can act on.
- A license or purchase that Microsoft no longer reports is deleted. It is not kept with zero seats.
- Trial licenses that Microsoft adds regardless of what you purchased are shown as Trial. They are never counted in cost.
- License names follow Microsoft's published product names. A custom name that you set in Tenant Manager is never overwritten by a sync.
When a sync has a problem
A failed sync keeps the data from the last successful sync, so pages keep showing the last good picture. Last synced still shows the last success, and an icon next to it holds the issue text. The icon is an amber warning icon on the tenant page and a red error icon on the Tenants list.
| Situation | What happens |
|---|---|
| Microsoft throttles the requests | Tenant Manager retries, waits longer between each retry, and honors the wait time Microsoft gives. If the tenant is still throttled, the sync stops and says so. The tenant is marked failing, and the next scheduled sync tries again. |
| The sign-in to Microsoft fails | Common failures get a plain-English message. For example, a wrong client secret reports that the secret ID was probably copied instead of the secret value. Other messages say that the client secret has expired, that the client ID does not exist in that Microsoft Entra ID or admin consent was never granted, that the Microsoft Entra ID is wrong, or that the app registration is disabled. |
| The client secret belongs to a different directory | The sync fails with an explicit error and imports nothing, so another directory's users are never filed under the tenant. |
| The members of one Microsoft Entra ID group cannot be read | That Microsoft Entra ID group keeps its saved members and the rest of the sync continues. The sync issue says the saved members were not changed. |
| A sync logs any issue, such as an audit log, billing prices, Microsoft Entra ID group owners, sign-in activity, or MFA data it cannot read | The tenant is treated as failing, not only when the sync stops. A report on it is abandoned and nothing is sent, and automation is blocked for it. This includes a tenant that is missing only AuditLog.Read.All or RoleManagement.Read.Directory. A missing Reports.Read.All or CallRecord-PstnCalls.Read.All does not make a tenant failing. A tenant without Microsoft Entra ID P1 is not failing because of it, and reports include the tenant. |
Other features build on the same stored data. Alerts are evaluated against it, so checking an alert more often than the tenant syncs finds nothing new. A report on a tenant whose sync is failing is abandoned and nothing is sent. Generation history says why. Automation is blocked for a failing tenant, and automations remove nothing when the last good sync is older than 24 hours.
A page read error is not a sync problem. If a page reports that Turbo360 could not read the stored data, running a sync again does not help. Reload the page, and contact support with the time it happened if the error continues.
FAQs
-
Can I get the latest data sooner than the next scheduled sync?
Yes. Select Sync on the tenant page, or Sync now in the tenant's context menu. You need the Manage tenants permission. Without it, the control is disabled and shows a tooltip. -
Why does a change I made in Microsoft 365 not appear in Tenant Manager yet?
Tenant Manager shows the data from the last sync. The change appears after the next sync. This is also why a task you mark as done shows its effect only after a sync. -
Why does a warning or error icon appear next to Last synced?
The last sync logged one or more issues. Hover over the icon to read them, fix the cause, and then run a sync.