This guide helps course providers offer dates for private training, workshops or a particular group. It covers existing dates on courses of the On set dates and Blended course types, sharing the correct booking link, and optionally linking a date to an organisation. Start in the Admin dashboard.
What private dates do
A course date is a scheduled session. A block groups several sessions into one booking. Each date, block and session has its own Visibility setting: Public or Private. Private hides that record from normal customer date lists. It does not make the whole course private or change the visibility of other dates.
A private date is not an invitation-only access restriction. Its date-specific checkout link is not tied to a named recipient. Someone receiving a forwarded link can use it, subject to the course’s other access restrictions and booking rules. Do not use Private alone to protect confidential date information. Saving a private date does not send an invitation or reserve a place.
Course Visibility is a separate setting. You do not need to make the whole course private to offer one private date. An unpublished course is not a substitute for a private, bookable date.
Before you start
To edit a course’s dates, use a System Admin account or Course Owner access to the course. The provider account also needs the Private Course Dates feature. Starter, Pro and Teams include that feature. On an Enterprise plan or an older agreement, check whether Private Course Dates is enabled for your account. A visible but disabled control does not establish that the feature is included. See Understand Cademy Plans, Limits and Fees for plan details.
Linking or creating an organisation also requires System Admin access. An organisation is a company record in your Cademy account. This link is optional; you can make a date private without one.
Make an existing date private
Use this route to change one saved date or session. For a block, check the block and each session you want hidden. Changing one record’s Visibility does not automatically change the others. A public session that can be booked individually can remain listed even when its block is private.
Select Courses and open the course. Select View All Dates if the date list is hidden.
Find the intended date under Upcoming Dates or Past Dates. To edit a session within a block, select Expand sessions and locate that session. Check both tabs if the block spans past and future sessions.
Open the chosen record’s three-dot Date actions menu and select Edit. Check that the editor shows the intended date, block or session.
Under Booking, set Visibility to Private. Linked Organisation is optional. Use the company-linking steps below if you need it.
Select Save. After Date updated, reopen the same record and check that Visibility is Private.
For a block, repeat the check for each session whose listing you want to change.
Edit a saved private date only through Date actions > Edit. The course editor has another dates editor: select Edit Course, then Dates, then tick dates and select Edit 1 date (the number follows your selection), or open a block. Its Visibility setting is under Change Default Settings, Spaces, Location or Price and starts at Public whatever the dates have saved. Saving a change to a private date there can set it to Public and remove its Linked Organisation and Key Contact. If that happens, open the date through Date actions > Edit, set Visibility to Private again, reselect the organisation and key contact, and save.
If you need to create dates first, use Add and Edit Course Dates and Blocks. Check the intended Visibility before saving each new date; the starting value depends on how you create it. In a prepared Selected Dates: list, a row’s inner Save only returns it to that list. You still need the outer Save Date or Save Dates, then reopen the saved record to check it.
If you import dates from a file, a new date is public unless its row sets Visibility to private. See Import Course Dates.
Making a date private does not cancel existing bookings or revoke enrolled learners’ access. In particular, learners already booked on a block can still see its sessions.
Copy and share the date’s booking link
Use the date-specific checkout link for the intended booking. Copying it does not confirm that the course or date is available to book. Capacity, available booking options, date timing, course access restrictions, and application or payment requirements still apply.
In Courses, open the course and locate the saved private date. Use View All Dates if needed, then the appropriate Upcoming Dates or Past Dates tab.
Check the date, time and whether you are selecting a block or one of its sessions. Use Expand sessions only when you intend to share an individual session.
Open that record’s Date actions menu and select Copy Checkout Link.
Share the copied link with the person who will make the booking, through your chosen communication channel. It is the booking link, not the Admin page address or the general course page. On the order, the person who booked is shown as the Order Contact.
If a block’s session cannot be booked individually, use the block’s link. A copied session link does not make that session separately bookable. The date link selects the intended date; it does not guarantee that other dates are hidden throughout checkout.
Treat a forwarded link as shared access to the booking route. Linking an organisation, described next, does not turn it into an employees-only link.
Link a private date to an organisation
A System Admin can use this optional link to group a company’s private dates on its organisation record, for example for an in-house or bespoke training session. It does not add the company’s contacts as participants, select their checkout company details, send invitations or decide who pays.
Cademy does not email the organisation or the key contact when you save the date. Emails that Cademy sends to team members assigned to the date can name the organisation and show the key contact’s name, email address and phone number. See Choose Team Notifications and Calendar Invitations.
Creating an organisation saves that company record immediately. Saving the date is a separate action that keeps its link. Abandoning the date afterwards does not undo an organisation you already created.
Select Courses, open the course and locate the saved date. Select View All Dates if needed, find it under Upcoming Dates or Past Dates, then open Date actions > Edit. For an individual block session, use Expand sessions first.
Under Booking, check that Visibility is Private. This shows the optional Linked Organisation field.
Open Linked Organisation. Use Search organisations... to find and select an existing company. The initial list is not a complete list of every organisation. If you select an existing company, continue at step 6.
If you need a new company record, clear the search text and select Create Organisation. Typing a name in the search only searches; it does not create a record.
If you opened New Organisation, enter Organisation Name and any other details you need, then select Create Organisation. After Organisation created, the new organisation is selected in the date editor. Your pending date details remain there.
Check the selected organisation. Key Contact is a separate optional field; choosing an organisation does not select a contact for you. If you change the organisation, check any Key Contact already selected.
Select the date editor’s Save. After Date updated, reopen the date and check Linked Organisation.
Open Organisations, select that company and open Private Courses to find its linked date. This tab groups linked private dates; its name does not mean the whole course has private course visibility.
If you close New Organisation without creating it, the date editor keeps its previous organisation selection and pending date details. To remove a date’s company link, open the saved date through Date actions > Edit, clear Linked Organisation, then Save and reopen it to check. This does not delete the company record or remove its contacts.
See Manage Organisations and Their Contacts for the broader company-record guide. The steps above provide the complete private-date linking route.
Where private dates appear
Public course pages and minisites: private dates are hidden from normal date lists. The course and its other public dates can remain listed.
Standard course and date embeds: the normal date lists exclude private dates. Check separately any custom integration used on your website.
Checkout: private dates are excluded from the normal date selector. A date-specific checkout link can select a private date, subject to the course’s access and booking rules.
Course search: normal date listings use eligible public dates. A private date does not make the entire course disappear, and a saved change is not confirmation that every external listing or cached page has refreshed.
Make a private date public again
Choosing Public clears Linked Organisation and Key Contact from the date. Selecting Private again does not automatically restore them. Check those fields before saving if you change your mind.
Select Courses and open the course. Select View All Dates if needed, then find the record under Upcoming Dates or Past Dates. For an individual block session, select Expand sessions first. Open that record’s Date actions menu and select Edit.
Under Booking, set Visibility to Public. Check that this is the date, block or session you intend to list.
Select Save. After Date updated, reopen the record and check that Visibility is Public. Linked Organisation and Key Contact are no longer shown while the date is Public.
For a published course, return to its course dashboard and select Open in new tab beside Share to inspect its public date list. Check your own website separately if it displays a course or date embed. Public date visibility does not override the course’s other publication, timing or booking conditions. Check other block sessions separately.
Frequently asked questions
Does Private restrict booking to people I invite?
No. Private hides a date from normal listings. Its checkout link is not tied to named invitees. A recipient of a forwarded link can use the booking route, subject to separate course access restrictions and booking rules.
Why can I not change Visibility?
The account needs Private Course Dates, and you need a System Admin account or Course Owner access to the course. If the control is unavailable, ask a System Admin to check your access and the account’s feature entitlement. A disabled control is not evidence that the date is missing.
Why can I not find Create Organisation?
Clear the search text in Linked Organisation to show Create Organisation. Typing a company name only searches. Organisation search and creation require System Admin access; a failed or empty search does not prove the company record does not exist.
Why is my date not on the organisation’s Private Courses tab?
Reopen the saved date and check that Visibility is Private and Linked Organisation is the intended company. Creating the company does not save the date’s link. Also check that you opened the same company record in Organisations. Choosing Public clears the date’s organisation and key-contact links, and so can saving the date in the Edit Course > Dates editor.
What if the date or organisation link does not save?
Reopen the existing date to check what was saved before trying again. For Linked organisation not found, check that the selected company still belongs to this provider account. If the problem continues, contact Cademy Support with the course, affected date, selected organisation and exact error message. If organisation creation had already succeeded, check the existing company record before creating another.