Automations Manager

Build automations that routinely carry out complex actions when certain processes run.

Dom Yeadon avatar
Written by Dom Yeadon
Updated over a week ago

The Automations Manager (AMM) app is used by your recruitment teams to configure and manage automations that routinely carry out specified actions when certain processes run.

Whenever AMM runs the process that you have chosen, in the occurrences you have chosen, as long as your conditions are met, it will carry out the actions every time, without fail. This saves you from having to carry out these actions manually.

For example:

  1. You want: to assign the correct Team to each student arriving in the Student Database.

  2. Background: you have 4 separate teams in the UK - North Team, South Team, East Team and West Team. Each team is responsible for recruiting the students in their part of the country, so you have allocated postcodes accordingly. You are using the Postcode Area field (the 'BH' part of 'BH2 5BD').

These are the settings you would use to build this automation:

  • Process: whenever a Rapid Response web form is submitted

  • Occurrences: in both Domestic and International occurrences

  • Conditions: if the student's Postcode Area starts with "BA, BH, etc..."

  • Actions: update the student's 'Responsible Team' field on their Record Card with "South Team".


Processes available:

  • "If an API creates a record"

  • "If an API updates a record"

  • "If a web form creates a record"

  • "If a web form updates a record"

  • "If IEM creates a record"

  • "If a user updates a record"

  • "If a student record is created"

  • "If a student record is updated"

  • "If a student creates or updates a booking"


Occurrences in the following apps are (live and available now):

  • Applicant Open Days (AOD)

  • Applications (APS & APV)

  • Enquiries (ENQ)

  • Event Manager (EVM)

  • Mobile Event Capture (MEC)

  • Pre-Applicant Open Days (POD)

  • Prospectus Requests (PRQ)

  • Rapid Response (RAP)

  • Student Database (SDB)

  • Surveys (SRV)


Fields that can be used to set conditions (live and available now):

Applicant Open Days (AOD)
AOD - Event date
AOD - Event name
AOD - Booking status
AOD - Level of Study
AOD - Year of entry
AOD - Course code
AOD - Course name
AOD - Course tag
AOD - Special Requirements
AOD - UCAS Course Code

Applications (APS & APV)
APS - Application Date
APS - Course Title
APS - Deferred
APS - Enrolled
APS - Entry Source
APS - Form
APS - Intake Month
APS - Intake Year
APS - Interview Status
APS - Last Status
APS - Residency Status
APS - Status
APS - Year of Entry

Enquiries (ENQ)
ENQ - Category
ENQ - Channel
ENQ - Enquiry Call Back
ENQ - Forwarded From
ENQ - Message Content
ENQ - Owner
ENQ - Priority
ENQ - Status
ENQ - Subject

Event Manager (EVM)
EVM - Event Date
EVM - Event Name
EVM - Event ID
EVM - Booking Status
EVM - Level of Study
EVM - Year of Entry
EVM - Course Code
EVM - Course Name
EVM - Course Tag
EVM - Special Requirements
EVM - UCAS Course Code

Mobile Event Capture (MEC)
MEC - Year of Entry
MEC - Level of Study
MEC - Course ID
MEC - Consent Pack
MEC - Current School
MEC - Enquiry Source
MEC - Subject
MEC - Created

POD - Event date
POD - Event name
POD - Booking status
POD - Level of Study
POD - Year of entry
POD - Course code
POD - Course name
POD - Course tag
POD - Special Requirements
POD - UCAS Course Code

Prospectus Requests (PRQ)
PRQ - Year of Entry
PRQ - Level of Study
PRQ - Course ID
PRQ - Consent Pack
PRQ - Current School
PRQ - Enquiry Source
PRQ - Subject
PRQ - Created
PRQ - Campus
PRQ - Intake

Rapid Response (RAP)
RAP - Year of Entry
RAP - Level of Study
RAP - Course ID
RAP - Consent Pack
RAP - Current School
RAP - Enquiry Source
RAP - Subject
RAP - Created
RAP - Campus
RAP - Intake
RAP - Event Date
RAP - Event Name

Student Database (SDB)
SDB - Title
SDB - First Name
SDB - Last Name
SDB - Email Address
SDB - Engagement Score
SDB - Date of Birth
SDB - Mobile Number
SDB - Telephone Number
SDB - Nationality
SDB - Occupation
SDB - Persona
SDB - Stage
SDB - Address line 1
SDB - Address line 2
SDB - Address line 3
SDB - Town
SDB - County
SDB - Postcode
SDB - Country
SDB - Gender
SDB - Postcode Area
SDB - Postcode Outcode

Surveys (SRV)
SDB - Survey


Actions currently available:

  • "Add to field content" - used to add another value into a field that can contain multiple values, such as SDB - Tag. This does not affect the existing tags, it just adds an extra tag to them. It is also used to update the Engagement Score.

  • "Create a record in" - used to create a RAP record (great for adding students to RAP Workflows)

  • "Replace field content" - used to completely replace the existing value with your new one.

  • "Send Notification (SMS)" - used to send an SMS to an officer when something happens, for example: telling an Admissions Officer when an offer has been declined.

  • "Send Notification (email)" - used to send an email to an officer when something happens, for example: telling an Enquiries Officer that a student just said that they have done something noteworthy.

Fields that actions work on:

Add to field content
SDB - Tag

Replace field content
ENQ - Category
ENQ - Owner
ENQ - Priority

SDB - Consent
SDB - Death/Fraud
SDB - Disability
SDB - Ethnicity
SDB - Faculty
SDB - Level of Study
SDB - Marketing Unit
SDB - Mobile
SDB - Nationality
SDB - Occupation
SDB - Opt_in_email
SDB - Opt_in_phone
SDB - Opt_in_postal
SDB - Opt_in_sms
SDB - Persona
SDB - Responsible team
SDB - Responsible user
SDB - Source
SDB - Stage
SDB - Telephone
SDB - Year of Entry


Q. Is there a limit to the number of automations I can set up?

A. No.

Q. Is there a limit to the number of conditions each automation has?

A. No.

Q. What if I set an automation to update a field with a value that is different to the one that the student entered on the webform?

A. the Automation over-rules the student's data entry. The automation runs after the web form because all Student CRM processes follow the data rule 'Latest is Greatest" AKA 'Newest is Truest'.

Q. How do I pause an automation?

A. Set the status to 'inactive'.

Q. When I resume a paused automation, will it backfill all the records it missed since deactivating it?

A. No, automations work on real-time data transactions and have no memory.

Q. How do I know if my automation is running?

A. See the Step '3 - Performance' Chart. Also, look in the student's Record Card as each automation run is recorded in their Activity Log.

Q. Why didn't my Automation run?

A. There are a number of common reasons:

  1. Was the automation is set to Active?

  2. Did the conditions of the automation match any students?

  3. Has the automation already run on that student? (Some actions, such as adding a tag, will not apply multiple times to a single student)

  4. Still not working - get in touch with CS.

Q. What happens if I create several automations and accidentally create an impossible loop?

A. We haven't managed to do this yet, but please tell us if you do as we want to see it, and fix it for you.

Q. If I delete an automation and then regret it, can I get it back?

A. No.


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