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System Status (what each status means)

Understand sync/detection/collection statuses and what to do when something looks stuck.

Last updated: February 21, 2026

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System Status helps you answer one question:

"Is everything running normally, or is something stuck?"

Estimated time: 5–7 minutes

What you'll accomplish

  • Understand the four system processes StockSweep runs (sync, detection, collection, email)
  • Know what each status value means and when to worry
  • Know exactly what to do when something looks stuck (without guessing)

The 4 system processes

1) Sales history sync

Purpose: imports historical Shopify orders so detection has enough data to produce accurate results.

When it runs:

  • On install: imports the last 90 days of order history in batches of 50 orders
  • Ongoing: new orders are tracked in real time via Shopify webhooks (no re-sync needed)

Status values:

Status Meaning Action needed?
Not started Sync has not been queued yet (very brief state after install) Wait — it will start automatically
Queued Sync is in the job queue, waiting to begin Wait — it starts within minutes
In progress Sync is actively importing orders Wait — check progress (orders processed, variants updated). Large stores take longer due to Shopify rate limits
Completed All historical orders imported successfully None — detection can now run accurately
Failed Sync encountered an error it could not recover from See troubleshooting below

Progress indicators shown during sync:

  • Orders processed (e.g., "2,450 / 5,000 orders")
  • Variants updated (e.g., "1,200 variants")
  • Progress percentage

2) Detection run

Purpose: evaluates every variant with inventory against your threshold and updates the dead stock list.

When it runs:

  • Automatic: daily at 2:00 AM in your store's timezone
  • Manual: when you click "Run Detection" on the Dashboard
  • After threshold change: automatically within 1 hour of changing your threshold setting

Status values:

Status Meaning Action needed?
Queued Detection is in the job queue Wait — it starts within minutes
In progress Detection is evaluating variants Wait — typically completes in seconds to minutes
Completed Detection finished and the dead stock list is updated None — check Dashboard for results
Failed Detection encountered an error See troubleshooting below

Important: manual detection is blocked while sync is in progress. This is intentional — running detection on incomplete sales data would produce inaccurate results. Wait for sync to complete first.

3) Collection sync

Purpose: keeps your clearance/sale collection aligned with tag rules when discounts are applied or reverted.

When it runs:

  • Real-time: when you apply or revert discounts (tags are added/removed immediately)
  • Daily cleanup: a background job at 4:00 AM catches orphaned tags

Status values:

Status Meaning Action needed?
Synced Collection membership matches current tags None
Syncing Tags/collection are being updated Wait — usually completes within seconds
Error A tag operation failed (e.g., Shopify API timeout) The daily cleanup job at 4:00 AM will retry. If persistent, contact support

4) Email notifications

Purpose: sends scheduled digest emails.

Status values:

Status Meaning Action needed?
Enabled Digests are active and will send on schedule None — check "Next scheduled" time
Disabled Digests are turned off Enable in Settings → Notifications if you want digests
Unsubscribed You clicked the unsubscribe link in a digest email Re-enable in Settings → Notifications if this was unintentional

Additional indicators:

  • Next scheduled: the date/time of the next digest send
  • Last sent: when the most recent digest was sent and its delivery status

Quick checklist (when something looks stuck)

  1. Wait and refresh. Large stores take longer for sync and detection. Check progress indicators — if they are advancing, the process is working.
  2. Check the specific process status. Is it Queued, In progress, or Failed? Queued and In progress are normal — just wait.
  3. If "Failed":
    • Note the error message (if shown)
    • Confirm the app is still installed in Shopify (Settings → Apps)
    • Confirm the app has the required permissions
    • Try triggering the process manually (if applicable)
    • Contact support with the error message if retrying does not help
  4. If "In progress" for an unusually long time (2+ hours):
    • Confirm progress indicators are still advancing
    • If progress is stuck at the same number, contact support

Troubleshooting (symptom-first)

"Sales sync is 'In progress' for several hours"

Likely cause: very large store (50,000+ orders) combined with Shopify API rate limits. Fix: check the progress indicators (orders processed, variants updated). If the numbers are still increasing, the sync is working — it just takes time. Avoid restarting or re-triggering. How to confirm: orders processed count increases on each page refresh. Status transitions to Completed when done.

"Sales sync status is 'Failed'"

Likely cause: Shopify API error, permission issue, or the app was temporarily disconnected. Fix: confirm the app is still installed in Shopify Admin → Settings → Apps. Check that it has the required permissions (read orders, read products). Try refreshing the page — some failures trigger an automatic retry. How to confirm: after retry, status transitions to Queued → In progress → Completed. If it fails again with the same error, contact support with the error message.

"Detection status is 'Failed'"

Likely cause: database error, unexpected data format, or a transient system issue. Fix: try running detection manually from the Dashboard. If it fails again, contact support. How to confirm: manual detection run completes successfully and the dead stock list updates.

"Detection won't start (button disabled)"

Likely cause: sales history sync is still in progress. Detection is intentionally blocked during sync. Fix: wait for sync to complete (status: Completed), then the Run Detection button becomes active. How to confirm: sync status shows Completed and the button is clickable.

"Collection sync shows 'Error'"

Likely cause: Shopify API timeout when adding or removing tags. Fix: the daily cleanup job at 4:00 AM will retry automatically. You can also apply/revert the discount again to trigger a new tag operation. How to confirm: after the cleanup job runs (or after manual retry), the collection membership is correct.

"Email status shows 'Unsubscribed' but I didn't unsubscribe"

Likely cause: someone else with access to the email inbox clicked the unsubscribe link, or you accidentally clicked it. Fix: go to Settings → Notifications and change the frequency back to Daily or Weekly. How to confirm: status changes to Enabled and the next scheduled send time appears.

FAQ

How often does System Status update?

The status page reflects real-time data. Refresh the page to see the latest status.

Can I re-trigger the initial sales sync?

The initial sync runs automatically on install. If it completed successfully, there is no need to re-run it — ongoing sales are tracked via webhooks. If it failed, contact support for a manual re-trigger.

What if multiple processes are running at the same time?

Sales sync and detection are sequenced — detection waits for sync to complete. Collection sync and email notifications run independently and can operate in parallel with other processes.