Triggers, conditions, and actions reference

Reference for the building blocks available inside an Automation: the 3 student-lifecycle triggers, 2 conditions, 4 action types, and the default variables you can use in email and webhook content. Use this article when building or editing an automation.

This article covers the building blocks you use inside an automation: events, conditions, actions, and the variables you can drop into action content.

Events

The event is what starts the automation. Each automation has exactly one event.

Conditions

Conditions filter when the automation should run. If conditions are set, the automation only fires when all conditions match (AND logic).

Currently one condition field is available:

• Student Nationality — supports operators like is any of to match against one or more nationalities.

If you don't set any conditions, the automation runs for every matching event.

Actions

Actions are what the automation does when the event fires and conditions are met. You can add one or more actions; they run sequentially in the order you set. Each action runs independently — if one fails, the others still run.

Actions are grouped into two categories in the action picker.

Communication

Email student

Sends an email to the student. Configure:

• Student Email — auto-populated with the student's email (the Student Email variable).
• Subject (required) — the email subject. Supports variables.
• Body (required) — the email body. Supports variables.

Email Counselor

Sends an email to the counsellor assigned to the student. Useful for internal notifications. Configure subject, body, and variables the same way as Email student.

Integrations

Create Task

Creates a task linked to the student. Configure:

• Task name — what the task is.
• Due date — when it's due.
• Assignee — typically the assigned counsellor, configurable.

Note: variables in Create Task fields are stored as literal text — they aren't substituted with student data at run time.

Send Webhook

Pushes data to an external URL of your choice (HTTP POST). Configure:

• URL — the endpoint to call.
• Payload — the body content. Supports variables.

Webhook safety: outbound webhook requests are restricted to public addresses (no calls to internal or private IP ranges), and follow at most 5 redirects. This protects against accidental calls to internal infrastructure.

Variables

In email subjects, bodies, and webhook payloads, you can use variables that get replaced with real values when the automation runs. Click a variable chip in the Insert a variable section to drop it at your cursor.

Available variables are grouped:

Student:

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

Agency:

• Agency Name
• Office Name

If a variable can't be resolved at run time (for example, the student has no date of birth on file), the placeholder is stripped — no raw {{ }} text leaks into the outgoing email or webhook.