How to set up Automations

Automations let admins set up rules that run automatically when something happens in Edvisor — send an email when a new student is created, notify a counsellor on profile updates, create follow-up tasks, push data to a webhook, or send a reminder before a student's visa expires. This article covers activation, where to find Automations, and how to build your first rule, including choosing when it runs.

Automations let you set up rules that run automatically when something happens in Edvisor. Each automation has an event (what starts it), optional conditions (filters that must be met), and one or more actions (what to do when it runs).

Common uses:

• Send a welcome email when a new student is created.
• Notify a counsellor when a student is updated.
• Create a follow-up task when a student matches a specific nationality.
• Push student data to your own system via a webhook.
• Send a reminder before a student's visa expires.
• Create a hand-off task when a school accepts an enrollment.
• Create onboarding tasks when a sale is created.

Where to find it

Go to Settings → Recruitment → Automations.

Only admins can create, edit, enable, disable, or delete automations. Counsellors can view automations but not modify them.

Activate Automations

The first time you open the Automations section, you'll see an activation screen explaining the feature. Activating it generates an API key pair for your account — Edvisor uses this internally for automation execution. You don't need to manage the keys yourself.

After activation, you're in the Automations list view. The page header shows the total count (e.g. "Automations (21)") and each automation appears as a card with its name, event, condition and action chips, and an enable / disable toggle.

Create an automation

Two ways to start:

• From scratch — click Create automation in the top right.
• From a template — pick a template from the panel on the right side of the list view (for example, "Welcome New Student"). Templates pre-fill an event, conditions, and actions so you only need to customize the details.

The builder

The builder layout has three parts:

• Top — Automation Name, Description, and an "Email me when this automation fails" toggle. Name is required. Leave the toggle on to be emailed whenever a run of this automation fails.
• Left panel — the rule sequence. Three stacked sections, each one a step: EVENT → CONDITIONS → ACTIONS. Click any section to configure it.
• Right panel — current section's configuration. Shows the picker or settings for whichever section you've selected.

You can also navigate forwards and backwards through sections with the Event / Conditions / Actions buttons at the bottom of the right panel.

When you configure the Event, you also choose when the automation runs — Instantly, or Before / On the day / After for events tied to a date (you set a duration in days). See Triggers, conditions, and actions reference for the full list of events and the timing options.

Click Save in the top right when you're done. The Save button is disabled until all required fields are filled.

Manage existing automations

From the Automations list, you can:

• Open an automation by clicking its card. This takes you to Edit Automation, with two tabs: Automation (the builder) and Logs (execution history).
• Enable or disable using the toggle on the card. Disabled automations are kept intact but won't fire.
• Delete an automation from within the edit view. Logs from past runs are retained.