Campaign Metrics Refresh Automation

How Metrics Are Collected

ILLIXIS pulls campaign metrics from connected platforms via their APIs. Each platform sync fetches different data:

Advertising Platforms:

• Google Ads: Impressions, clicks, cost, conversions, CTR, CPC
• Meta Ads: Reach, impressions, clicks, spend, conversions
• LinkedIn Ads: Impressions, clicks, engagement, conversions

Email Service Providers:

• Klaviyo: Sends, deliveries, opens, clicks, unsubscribes, revenue
• Mailchimp: Sends, deliveries, opens, clicks, bounces

Social Campaign Metrics:

• Social publishing integration: Likes, comments, shares, impressions, reach (aggregated across platforms)

Automatic Refresh Schedule

Metrics sync automatically via scheduled background tasks. All times are UTC.

| Data Type | Sync Time | Frequency |
|-----------|-----------|-----------|
| GA4 content metrics | 6:00 AM | Daily |
| Google Search Console | 2:00 AM | Daily |
| Klaviyo email metrics | 7:30 AM | Daily |
| Social campaign metrics | 6:30 AM | Daily |
| Cross-channel aggregation | 8:00 AM | Daily |
| Email suppressions | 4:00 AM | Daily |

Why this order matters: Each sync builds on the previous. GSC runs first (search data), then GA4 (site analytics), then email/social metrics, and finally cross-channel aggregation combines everything into unified dashboards.

Manual Refresh Options

When you need fresher data, you can trigger manual refreshes from several locations:

For Email Campaigns:

1. Go to Email > Campaigns
2. Open the sent campaign
3. Click Refresh Metrics in the campaign detail view

For Social Campaigns:

1. Go to Campaigns > Campaign Planner
2. Select an active campaign
3. Click the refresh icon in the metrics section

For Cross-Channel Analytics:

1. Go to Analytics dashboard
2. Scroll to the data source you need
3. Click Sync Now (available on Intelligence page)

Understanding Data Freshness Indicators

Throughout ILLIXIS, you will see timestamps indicating when data was last updated:

• "Last synced: 3 hours ago" — Data is fresh
• "Last synced: 2 days ago" — Data may be stale; consider manual refresh
• Sync in progress — A refresh is currently running

On cluster and audience pages, look for:

• last_synced_at timestamp showing when platform data was pulled
• last_updated showing when ILLIXIS last processed the data

Why Metrics Are Not Real-Time

ILLIXIS does not show real-time metrics for three reasons:

1. API Rate Limits Ad platforms impose strict rate limits. Google Ads allows limited requests per day. Hitting these limits would block syncs for hours. Scheduled batching stays within limits.

2. Cost Management Some API calls have costs attached. Constant polling would increase monthly platform fees. Daily syncs balance freshness with cost efficiency.

3. Data Processing Lag Platforms themselves have delays. Google Analytics 4 data can take 24-48 hours to finalize. Klaviyo reports may lag by several hours. Syncing too frequently returns incomplete data.

Practical impact: For campaign optimization decisions, daily data is sufficient. If you need real-time feedback for a launch, use the platform's native dashboard alongside ILLIXIS.

Troubleshooting Stale Metrics

Metrics have not updated in 24+ hours

1. Check connection status — Go to Settings > Integrations and verify the platform shows "Connected"
2. Re-authorize if needed — OAuth tokens expire. Click "Reconnect" to refresh credentials
3. Check for errors — Look for error badges on the integration card
4. Trigger manual sync — Use the "Sync Now" option on the Intelligence page

Metrics show zero after sending a campaign

1. Wait 2-4 hours — Platforms need time to aggregate initial data
2. Verify campaign ID — Ensure the Klaviyo/Mailchimp campaign ID is correctly linked in ILLIXIS
3. Check platform directly — Confirm data appears in the native platform dashboard

Social metrics are missing

1. Confirm social connection — Go to Settings > Social and verify the social publishing integration is connected
2. Check post status — Only published posts with platform IDs receive metrics
3. Wait for next sync — Social metrics sync daily at 6:30 AM UTC

Cross-channel totals seem wrong

The cross-channel aggregation runs at 8:00 AM UTC, after individual channel syncs complete. If you see inconsistencies:

1. Check if individual channel data is current
2. Wait for the 8 AM aggregation to run
3. Or trigger a manual cross-channel sync from Analytics

Related Features

• Cross-Channel Analytics — Unified dashboard combining all metrics
• Klaviyo Integration — Email platform setup
• Campaign Planner — Social campaign management with metrics tracking