Workflow Engine · 18 triggers · 25+ actions
Automate the way your
agency already works.
If you can describe a process in a sentence, you can build it in TechUni: your stages, your rules, your people.
If you can describe a process in a sentence, you can build it in TechUni: your stages, your rules, your people.
Every operations event. One workflow.
Applications move stages. Commissions calculate. Invoices chase themselves. Fees come in. Every operations event that happens inside TechUni can trigger a workflow — you set it up once.
Application stages
Offer · CAS · Visa
Commission events
Winning Stage · Slab hit
Invoice events
Sent · Overdue · Paid
Documents
IELTS · Passport · Transcripts
Student services
Fees · Refunds · Withdrawals
Assignment
Add an "Assign to Team" step and pick round-robin. Equal gives each counsellor the next lead in turn. Weighted sends more to the people you choose: give your two senior closers a weight of 10 and new starters a weight of 5, and the leads follow that split. The builder shows a preview of how the split will work out before you publish. You can also select a batch of existing leads and spread them across chosen counsellors, starting with whoever has the fewest.
Drip sequences
A drip is just a workflow with waits in it: send the brochure, wait three days, check whether they've booked, send a reminder, wait a week, hand over to a counsellor. Start it from a trigger (new lead, list joined, stage changed) or fire it across a whole list at a pace you set.
Example
Cold lead → 3-step re-engagement over 7 days
Send a brochure now, wait 3 days, check whether they replied or booked, and stop if they have. If not, send a reminder, then create a counsellor call task on day 7.
Six ways revenue leaks quietly
Six tiny handoffs every agency lives with. TechUni catches all six — while your team sleeps.
Lead sits till Tuesday.
Auto-reply in 60 seconds
Meta lead → on-duty counsellor → WhatsApp
"Forwarded" — never actually submitted.
Nudge on day 2
Escalate to branch manager on day 4
Conditional offer stays unread.
Same-day WhatsApp to student
Full conditions + deadline · counsellor copied
Institute asked. Student never told.
Auto-message + 3-day reminder
What's needed · by when · re-ping if silent
Uploaded — never forwarded on.
Auto-notify counsellor
Untouched 24h → escalate to manager
£3,200 ageing quietly in Draft.
Daily nudge + payment chase
30-day auto-remind · 45-day escalation
Not exotic scenarios. This is Tuesday. Workflows are how you catch all six — without hiring another person to babysit the CRM.
See it live
Two real workflows fired by application status changes. Pick a tab — same drag-and-drop your team uses in the CRM.
Auto-playing the same build sequence as the desktop demo. The full interactive builder is available on desktop.
The difference
Most automation tools stop at "send a WhatsApp." TechUni runs the whole operation — moving applications forward, calculating commissions, chasing invoices, collecting fees. Set it up once. Your CRM handles it.
One system · The whole operations journey
Application
Every stage tracked
Offer
Notify everyone
Visa
Lodged → Granted
Winning Stage
Revenue confirmed
Commission
Slab-aware auto-calc
Invoice
Drafted · Sent · Paid
A student's Conditional Offer lands at 3am. Weeks later, your commission invoice is paid. Every step in between — handled automatically.
How a workflow works
Something happens. The workflow picks a path. Then it acts.
WHEN
Something happens on an application.
A stage changed · An offer arrived · A visa granted.
IF
Route to the right specialist for that application.
Match on destination · level · intake · anything.
THEN
Update the application. Message the student.
Message · Assign · Set reminder · Update stage.
All three, together
When
A student's application gets a conditional offer
If
It's a UK application at PG level
Then
WhatsApp the conditions to the student and assign to Priya
The feature no other CRM has
Every other workflow tool stops at "send an email." TechUni's workflows can set commissions, chase invoices, mark write-offs, and notify counsellors of their bonus — programmatically.
Example · One workflow from enrolment to paid invoice
Application Status Changed
→ Enrolled (Winning Stage)
Set Commission Pending
Amount auto-calculated from slab
Send Commission Notification
Email to Accounts 🎉
30 days
Standard settlement window
Send Invoice Reminder
Auto-email institute if unpaid
£0
Extra tools required — no Zapier, no HubSpot, no middleware
0
Lines of code — every step above is drag & drop
5 min
To build this workflow from scratch
Real operations agencies automate
From offer received to invoice paid — every step of running an agency, on autopilot. All are real workflows TechUni supports today.
WhatsApp student + parent, email the offer letter, log in student portal.
Auto-send financial docs checklist, book mock interview, set a follow-up reminder.
Congratulations WhatsApp, ticket-booking guide, arrival checklist across 3 weeks.
Slab-aware, multi-year aware. Ready for accounts to review and send.
Polite nudge to super-agent contact, firmer follow-up at 60 days, flag the owner at 90.
Continuing UG/PG students? Draft records auto-appear each academic year.
WhatsApp today, follow-up in 48h, then loop in the counsellor.
Notify student sensitively, assign counsellor for reassessment, log refund case.
3-day heads-up, day-of link, day-after nudge if still unpaid.
18 triggers · 25+ actions · unlimited branching.
Book a demo — we'll build one liveEnterprise-grade
Every time you publish, TechUni keeps a version, so you can always see what the workflow looked like before. Pause a workflow in one click while you fix it.
Bulk-fire a workflow across thousands of leads with drip execution: 20 per hour, 100 per day, whatever pace you set. WhatsApp API-safe.
Application Status triggers can target specific Process Timelines (Student Visa SC-500 vs Spouse Visa). Your workflows never cross-contaminate pipelines.
Each branch supports multiple rules with AND / OR logic. City = Mumbai AND Study = PG. Or Country = UK OR Ireland. Real conditional depth, not just if/else.
"None of the above" is built in. Nothing falls through the cracks — every lead is caught by some branch, always.
Fire on the exact sub-status — Conditional Offer Received, Visa Granted, Interview Passed — not just the parent stage. Sibling sub-statuses don't fire.
Why not just use Zapier
Zapier doesn't know what a "Winning Stage" is. Doesn't know your commission slabs. Doesn't know onshore vs offshore. TechUni does.
| Ability | Zapier + your stack | TechUni Workflows |
|---|---|---|
| Trigger on Winning Stage / Enrolled | Custom webhook required | Built in |
| Trigger on commission calculated | Impossible without API glue | One click |
| Action: Set Commission Pending | Not possible | Native action |
| Action: Send Invoice Reminder | Not possible | Native action |
| Compound branching (AND/OR, unlimited branches) | Paid "Paths" upgrade | Included |
| Multi-pipeline aware (visa timelines) | Doesn't understand pipelines | Native |
| Slab-aware retroactive recalculation | Impossible without custom code | Automatic on every threshold hit |
| Multi-year commission auto-generation | Not supported | Every academic year |
| WhatsApp message costs | Third-party BSP plus Meta | Your own WhatsApp Business account, billed by Meta. No TechUni markup |
| Version history | Not available | Every publish |
| Data lives in one place | Split across 4 tools | All in TechUni |
| Cost at 100 workflows | $50–$300/mo | $0 · included |
| Understands your business | Sees generic "events" | Speaks your domain |
Objections, answered
No. If you can drag a card and pick from a dropdown, you can build every workflow on this page. We designed it for agency owners and accounting managers — not engineers.
Unlimited on every paid plan. We don't charge per workflow, per run, or per action. Build 5 or build 500 — pricing is the same.
Every publish creates a version you can look back at. If something isn't right, pause the workflow in one click, fix it, and publish again. Runs already in progress finish cleanly.
Yes. Each branch supports multiple rules with AND / OR logic. Application Status = Offer Received AND Study Level = PG is one branch. Add unlimited branches, each with its own compound rules. And "None of the above" is auto-generated.
Yes. Any custom field on the Contact, Application, or Student — triggers, conditions, and actions all recognise it automatically. No wiring, no republishing.
Yes — the Application Status Changed trigger is timeline-scoped. Pick Student Visa · Spouse Visa · SC-500 (or any pipeline you've defined). The workflow only fires on the timeline you selected. No cross-contamination between visa types.
Yes — this is the killer feature no other CRM has. When an application reaches Winning Stage, workflows auto-trigger commission calculation, respect the institute's slab structure, generate a draft invoice, and notify accounts. Actions include Set Commission Pending, Mark No Commission, Send Commission Notification, and Send Invoice Reminder. Retroactive slab breaches even recalculate previous invoices in the same intake. Zapier / HubSpot can send emails. Only TechUni can control your agency's financial state.
Every run is logged with success / failure / retry status. Failed steps auto-retry three times. If it still fails, an owner-level notification fires — nothing dies silently.
One click to pause. Anything mid-flight completes gracefully. New triggers won't enter the workflow until you resume it.
Yes — official WhatsApp Business API. Send template messages, receive replies, handle media, and auto-tag conversations. Included on every paid plan, no separate WhatsApp integration fee.
Book a 30-minute demo. Bring your top 3 manual processes — we'll build one live during the call. You'll leave with an automation running.