How to set up Automations

Last updated: July 23, 2026

Automations are rules that run automatically when something happens in Edvisor — for example emailing a new student, notifying a counsellor, creating a follow-up task, pushing data to a webhook, or reminding before a visa expires. This article explains what an automation is, lists the available events (Students, Proposals, Enrollments, Sales), and covers where to find Automations, activating the feature, and building your first rule.

Automations are rules that run by themselves when something happens in Edvisor. Each rule has an event (what starts it), optional conditions (filters), and one or more actions (what to do). This article covers where to find Automations, how to activate the feature, and how to build your first rule.

What it is

An automation is a rule that runs automatically when something happens in Edvisor. Each automation has:

  • An event — what starts it.
  • Optional conditions — filters that must be met.
  • 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.

Available events

An automation is triggered by an event. These are the events available at the moment, grouped by area.

Students

  • A new student is created
  • A student is updated
  • A student is deleted
  • It is a student's birthday
  • A student's visa is about to expire

Proposals

  • A proposal (quote) is created
  • A proposal is issued or sent to the student

Enrollments

  • A new enrollment is created for a student
  • An enrollment is accepted by the school

Sales

  • A sale is started
  • An accommodation sale is started
  • A sale is created

Note: New events will be added over time, to expand the range of events that can trigger an automation.

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 change them.

Activate Automations

The first time you open the Automations section, you see an activation screen explaining the feature. Activating it generates an API key pair for your account, which Edvisor uses internally to run automations. You do not need to manage the keys yourself.

After activation, you land in the Automations list view. The header shows the total count (for example, "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

There are 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 customize the details.

The builder

The builder has three parts:

  • Top — Automation Name (required), Description, and an "Email me when this automation fails" toggle. Leave the toggle on to get an email whenever a run of this automation fails.
  • Left panel — the rule sequence, shown as three stacked steps: EVENT > CONDITIONS > ACTIONS. Click any step to configure it.
  • Right panel — the configuration for the step you selected.

You can also move forward and back through the steps 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).

Click Save in the top right when you are done. Save stays disabled until all required fields are filled.

Manage existing automations

From the Automations list, you can:

  • Open an automation by clicking its card. This opens 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 but do not run.
  • Delete an automation from within the edit view. Logs from past runs are kept.

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