System Admin
Operational controls for the WFM data warehouse: WorkflowMax connection, sync status, Parquet rebuilds, backups, restores.
Admin-only. Visible to WFM Administrator accounts and bootstrap
admins. These actions touch the live warehouse — proceed
deliberately.
System Status
- WFM token expiry — when the current OAuth token expires. If red / soon, click Connect WFM to re-authorise.
- Last sync — timestamp of the last successful nightly sync, plus counts of synced staff / clients / jobs / timesheets.
WFM Connection
Generates a WorkflowMax OAuth authorisation URL. Open it, sign in with the WFM service account, approve — the warehouse stores the refreshed credentials in Secrets Manager. The dashboard's nightly sync then runs against the new token.
Operations
| Button | What it does | When to use |
|---|---|---|
| Sync | Fetches all data from WorkflowMax and rebuilds the warehouse. ~20–30 min. | Manual catch-up after a WFM outage, or after a token re-auth. |
| Rewrite Parquet | Rebuilds Parquet files from cached raw JSON without re-fetching from WFM. | Schema change in our code without WFM data movement — much faster than a full Sync. |
| Backup | Creates a full backup ZIP of all S3 data + DynamoDB tables. | Before risky changes. Backups also run on a schedule. |
| Backup list | Lists available backups in S3 with timestamps. | To pick a target before restore. |
| Import from Backup | Restores from a selected backup (destructive — overwrites). | Disaster recovery. Confirmation required. |
Common runbooks
Token expired → System Status shows red expiry → click "Generate WFM auth URL" → sign in as the service account → sync resumes on the next nightly run (or click Sync to catch up now).
Numbers wrong after a schema change → first try Rewrite Parquet (fast). Only fall back to Sync if the issue is upstream of the Parquet rebuild.
Bad deploy → list backups, pick the last good timestamp, Import from Backup. Confirm in the modal.