Triggers, conditions, and actions reference

Reference for the building blocks inside an automation: the 18 events across five groups (Students, Proposals, Enrollments, Sales, Insurance), the 'When it runs' timing options, the conditions builder (date/text/yes-no field types, all-or-any logic, reusing the same field), action types, and the variables you can use in email and webhook content. Use this article when building or editing an automation.

This is the reference for the building blocks you use to build an automation: the event that starts it, the conditions that decide if it runs, and the actions it performs. Use it alongside How to set up Automations.

What it is

Every automation is made of three parts:

• Event — the thing that happens in Edvisor that starts the automation (for example, a new student is created).
• Conditions (optional) — extra rules that must be true for the automation to run.
• Actions — what the automation does when it runs (for example, send an email).

You choose these in the automation builder. This article lists every option you can pick.

Events

An event is the trigger that starts an automation. There are 18 events, grouped into 5 categories: Students, Proposals, Enrollments, Sales, and Insurance.

Students (5 events)

• 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 (5 events)

• A proposal is created
• Proposal Issued — the proposal is issued or sent to the student. This event was previously called Proposal Published; it has been renamed to match the rest of the product.
• Proposal Viewed — the first time the student opens the proposal. It fires once only, and never again on later views.
• Proposal Accepted — fires on the actual transition to accepted. If a student accepts option A and then option B, that is one event, not two.
• Proposal expiry date — date-based. It can run before, on, or after the day the proposal expires.

Enrollments (2 events)

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

Sales (4 events)

• A sale is started
• An accommodation sale is started
• A sale is created
• Pipeline Stage Change — a student moves between stages in a pipeline. You choose the stages with the Moved to stage and Moved from stage conditions (see Conditions below). Bulk reassignments do not trigger this event.

Insurance (2 events)

• Policy start date
• Policy end date

Both Insurance events are date-based, and they apply to confirmed bookings only — a policy on an unconfirmed booking will not trigger them.

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

When it runs

For each event you set the timing:

• Instantly — the automation runs as soon as the event happens.
• Before — it runs a set number of days before a date.
• On the day — it runs on the date itself.
• After — it runs a set number of days after a date.

Date-based events (like a student's visa expiry, a proposal expiry date, or an insurance policy start or end date) ask you to enter a Duration in days for Before or After. Date-based events cannot run "Instantly", because they depend on a future date.

As you build a date-based trigger, the builder restates the rule back to you in plain language, so you can check that the timing reads the way you intended before you save.

Conditions

Conditions are optional rules that must be true for the automation to run.

Combining conditions

• You can combine conditions with all logic (every condition must be true) or any logic (at least one condition must be true).
• The automation's card in the list view shows a summary of what you set, for example "3 conditions · any".
• The same field can be used more than once in one automation, so you can build ranges and multi-part rules from a single field.

Field types

Alongside the original list-style fields, conditions now support:

• Date fields.
• Text fields.
• Yes/no fields.

Known condition fields

• Student Nationality — with operators such as "is any of". For example, run an automation only for students of a specific nationality.
• Insurance destination country — for insurance-related rules.
• Insurance provider — for insurance-related rules.
• Moved to stage and Moved from stage — used with the Pipeline Stage Change event. The pickers list the available pipelines and their stages, so you choose the pipeline first and then the stage.

Recent changes

• Two proposal conditions that were previously hidden are now available. They were not named in the release notes, so check the condition picker on a proposal event for the current list.
• One operator has been retired because it never made sense for the field it applied to. It was not named in the release notes. If you cannot find an operator you used before, this is the likely reason — reopen the condition and pick the closest remaining operator.

Actions

Actions are what the automation does when it runs. You can add more than one. Actions run one after another and each runs independently — if one action fails, the others still run.

Actions are grouped into two categories.

Communication

• Email student — sends an email to the student. The student's email is filled in automatically. You set the Subject and Body (both required), and you can use variables (see below).
• Email Counselor — sends an email to the student's assigned counsellor.

Integrations

• Create Task — creates a task. You set the task name, due date, and assignee.
• Send Webhook — sends data to a URL you choose. You set the URL and the Payload. For safety, webhooks can only be sent to public addresses, and they follow a maximum of 5 redirects.

Variables

Variables let you insert real student and agency details into an email. When the automation runs, each variable is replaced with the real value.

Student

• Student ID
• First Name
• Last Name
• Email
• Date of Birth

Agency

• Agency Name
• Office Name

If a variable cannot be filled (for example, the student has no date of birth), the placeholder is removed from the message.

Language

The automation builder, including events, conditions, and actions, is fully translated into 22 languages and follows your account language.

Related

• How to set up Automations — activation, the builder, creating your first rule, and searching or duplicating automations.
• Monitoring automation runs — execution logs, statuses, and troubleshooting.