Workflows, automation & API
Let the routine run itself
Transcript requests, letters, deferments, expense claims: each passes through several offices. Soma360 routes every request to the right people in order, notifies everyone along the way, and automates the reminders and follow-ups nobody has time for.
Requests never stall
Each step has an owner, and the requester can see where their request is.
Automatic follow-ups
Rules send welcome messages, fee reminders and alerts for you.
Connect anything
A secure API and signed webhooks for your other systems.
Workflows, automation & API
Request workflows
Build multi-step request workflows, or start from ready-made templates. Each step names who acts, and everyone is notified as the request moves on.
- Templates: transcript request, introduction letter, deferment, course completion verification, expense reimbursement, salary advance and general staff request
- Steps such as registrar review, finance confirms payment, then academic office approval
- Students submit requests from the portal; staff from their dashboard
- Attachments and a full history on each request
Workflows, automation & API
Automation rules
Choose a trigger, add conditions, and pick the actions. Soma360 does the rest every time.
- Triggers: new lead, new application, application approved, payment received, low attendance, results published, certificate issued and a daily fee balance check
- Actions: send a message or document, create an invoice, update a lead's status or schedule a follow-up
- A history of every time each rule ran
Workflows, automation & API
API and webhooks
Connect your website, accounting system or other tools with a versioned API using scoped keys, and receive signed webhooks when things happen.
- REST API (v1) with Bearer keys and scopes
- Signed outbound webhooks with delivery history and resend
- Built-in API documentation
- Send leads from your website straight into Soma360
Workflows, automation & API
Enterprise controls
Larger institutions can run Soma360 under their own brand and sign-in.
- Single sign-on with Microsoft, Google or any OpenID Connect provider
- White label: your sender name, email footer and branding
- Your own domain for the portal
- Roles and permissions you can customise, and an audit log
How it works
Workflows, automation & API, step by step
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1
Pick a template
Start from a workflow or automation template, or build your own.
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2
Set the steps
Name who acts at each step, or the conditions and actions for a rule.
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3
Switch it on
Requests and rules run automatically with a full history.
Who uses it
Built for everyone involved
Registrars and HR officers
Handle the requests that reach their step.
Administrators
Configure workflows, automation and integrations.
Developers
Connect other systems with the API and webhooks.
FAQ
Questions about Workflows, automation & API
Can we design our own approval steps?
Yes. Workflows are configurable, with as many steps and approvers as your process needs.
Can students track their requests?
Yes. Students see each request's current step and history in the portal and are notified as it moves.
Is there an API?
Yes. A versioned REST API with scoped keys, plus signed webhooks, documented inside Soma360.
Works together with
Related features
SMS, email & WhatsApp
SMS, email and WhatsApp from one place, with templates and delivery status.
Learn moreHR & staff management
Contracts, leave, shifts, appraisals, CPD and self-service.
Learn moreReporting
Enrolment, collections, balances, attendance and academic reports with export.
Learn moreSee how Soma360 fits your institution
Tell us how your institution works and we will focus the demo on your records, departments and workflows. Prefer to explore alone? Start a 30-day free trial.