How to set up Automations

Last updated: September 2, 2026

Automations are rules that run automatically when something happens in Edvisor — for example emailing a new student, following up when a proposal is viewed or accepted, notifying a counsellor on a pipeline stage change, creating a task, pushing data to a webhook, or reminding before a visa or insurance policy date. This article explains what an automation is, lists the 18 available events across five areas (Students, Proposals, Enrollments, Sales, Insurance), and covers where to find Automations, activating the feature, building your first rule, searching the list, and duplicating a rule (the copy arrives switched off).

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, find, duplicate, and manage your rules.

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.
  • Follow up when a student views or accepts a proposal, or before a proposal expires.
  • Create a hand-off task when a school accepts an enrollment.
  • Create onboarding tasks when a sale is created.
  • Nudge the counsellor when a student moves into a particular pipeline stage.
  • Remind the student before an insurance policy starts or ends.

Available events

An automation is triggered by an event. There are 18 events, grouped into 5 areas. For the full detail on each one, see Triggers, conditions, and actions reference.

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 is created
  • Proposal Issued — issued or sent to the student. Previously called Proposal Published; renamed to match the rest of the product.
  • Proposal Viewed — the first time the student opens the proposal, once only.
  • Proposal Accepted — fires on the transition to accepted.
  • Proposal expiry date — before, on, or after the day the proposal expires.

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
  • Pipeline Stage Change — with Moved to stage and Moved from stage conditions. Bulk reassignments do not trigger it.

Insurance

  • Policy start date
  • Policy end date

Insurance events apply to confirmed bookings only.

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.

Each card shows:

  • The automation name.
  • The event that triggers it.
  • A condition summary chip, for example "3 conditions · any", so you can see how many conditions there are and whether they use all or any logic without opening the rule.
  • Action chips.
  • An enable / disable toggle.
  • A card menu, which is where you duplicate an automation.

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). For date-based events, the builder restates the rule back to you in plain language as you build it, so you can check the timing before saving.

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

Find an automation

Once you have more than a handful of rules, use search on the Automations list to find one by name:

  • Type in the search box and the list filters as you type.
  • You get a result count for the matches.
  • If nothing matches, you see a dedicated no-results state. This is different from the "create your first automation" empty screen, which now only appears when you genuinely have no automations at all.

Duplicate an automation

To reuse a rule instead of rebuilding it, open the card menu on the automation and choose Duplicate. It is one click.

The copy arrives switched off, and it shows a banner telling you so. This is deliberate: nothing runs until you have reviewed it. Open the copy, edit the name and whatever else needs to change, then enable it with the toggle.

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.
  • Duplicate an automation from the card menu (see above).
  • Delete an automation from within the edit view. Logs from past runs are kept.

Language

Automations are fully translated into 22 languages and follow your account language.

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