Automations

Set up "when this happens, do that" rules, such as a task when an enquiry has waited a day, starting from ready-made recipes.

Updated 18 October 2026

Why this exists

Following up an enquiry after a day, noticing three absences in a row or chasing an overdue invoice all depend on someone remembering, and on a busy week they slip. For admin and the centre owner, an automation watches for these moments and makes the task, note or message for you, so the follow-up happens every time. You start from ready-made recipes and stay in control of what each one does.

An automation watches for something to happen, then does up to five things: tell a person, make a task, add a note, or email or text a family.

Before you start

You need settings.edit. Switching automations on asks for two-step sign-in.
The page is Settings > Automations. If it says "Automations are not switched on yet", a database update is still to come for your centre.

Switch them on

Open Settings > Automations.
Press Switch automations on. Switch all automations off stops every one at once.

Start from a recipe

The gallery has ready-made recipes, such as: welcome a new family, an enquiry not followed up in 24 hours, three absences in a row, a low lesson rating, a late cancellation, an invoice 7 days overdue, a student's birthday (a note for the tutor), a new tutor's onboarding task, a working with children check expiring in 30 days, and a first lesson done.

Press Turn on, or customise it first, or start from scratch with New automation.
When this happens: choose what starts it.
Only when (optional): limit it by campus, year level, service, where it is taught or family type. Leave everything unticked to apply to all.
Do this: add up to five actions. A message to a family must say whether it is about their lessons, account or invoices (transactional) or a promotion.
Save. Saving switches the automation off. Switch it on from the list.

Test and dry run

Test: show who would get what uses the latest real event and sends nothing.
When an automation is first switched on it runs a dry run, so nothing is sent until the dry run ends.
Recent automation runs shows what each one did, with counts only, never names.

Built-in limits

Events from before you switched on, or older than three days, are never used.
Each person gets at most three messages a day from automations, and the same automation reaches a person at most once a week.
A centre has a daily limit.
Anyone who opted out of marketing is skipped for promotions, and a child's sign-in address is never messaged.

Already built

Some things already run elsewhere, such as pack-low reminders, win-back and new family check-ins. Those cards link to the existing feature.