Choose the view for your task
This guide is for course providers using Courses in the Cademy admin dashboard. Use List View to find a course, or a date or calendar view to find its scheduled dates and sessions.
A course is the offering you manage. A date is a scheduled delivery of that course; a course can therefore appear several times in date and calendar views. A block groups several sessions into one booking.
Before you start: Your account access determines which courses and dates you can see. System Admin accounts see every course and date. Course Owner and Facilitator accounts see the courses and dates assigned to them, directly or through a User Group. Editing, creating, duplicating or moving dates requires Course Owner access, including System Admin. Opening a view does not require you to change any course or date. For roles and assignments, see Invite Team Members and Manage Their Access.
Open Courses and switch views
Switch views
Open the Cademy admin dashboard and select Courses.
Use the view buttons beside the search and filter controls. Hover over an icon to see its view name.
Choose List View, Date List View, Week View, Month View, Year View or Timeline View.
Search and filters affect the results. List View has course filters; the five date and calendar views share a separate set of date filters. Changing the view does not necessarily clear a search or filter.
What each view shows
List View
Earlier List View example. The details shown under each course name can look different today.
List View shows course rows. Use it to find a course, open its page or use the three-dot menu for the actions available to you. Course Owner and System Admin accounts can access actions such as Edit, Settings, Duplicate and archiving, and see each course’s visibility in its row. Prices in the rows are shown to System Admin accounts. For the steps to duplicate a course, see Change a Course Type.
Use Sort to change the order of course rows. The steps appear later in this guide.
Date List View
Earlier Date List View example. The list now opens under Upcoming Dates and Past Dates, and the spaces count is shown as coloured text.
Date List View shows individual course dates. Use it to plan upcoming dates and check how full each one is. Choose Upcoming Dates or Past Dates. Within each results page, Upcoming Dates are shown by start date from earlier to later; Past Dates run from later to earlier. A course with several dates can have several entries.
The entries show details such as date and time, delivery, spaces, visibility and facilitators where available. Select an entry to open its date page. A session belonging to a block opens the parent block.
Week View
Earlier Week View example with weekends shown. It illustrates the time-grid layout; current event details may look different.
Week View places sessions on a time grid so you can compare timings and overlaps. It shows Monday to Sunday, or Monday to Friday when weekends are hidden. Use the previous and next arrows to move between weeks, or Today to return to the current period.
Month View
Earlier Month View example. In the current calendar, weeks start on Monday.
Month View shows dates across the selected month. Use the previous and next arrows to change months, or Today to return to the current period. It is useful for seeing the spread of sessions over several weeks.
Year View
Choose Year View and use the arrows beside the year to choose the year you need.
Select a month heading to expand or collapse it. Use Expand All or Collapse All to change all months together.
Use Year View Options if you want to group dates by facilitator or location. The options are explained below.
When Year View is grouped by facilitator and Show facilitators not assigned to any date is off, each month keeps the facilitators with dates in that month. A facilitator can therefore appear in one month but not another. The Dates Without a User row always stays.
Timeline View
The picture above is an earlier Timeline View example grouped by facilitator, with empty facilitator rows shown. Its first row is now labelled Dates Without a User. If the picture or the video differs from your screen, follow the steps in this guide.
Timeline View lays dates across a horizontal timeline. Use its previous and next arrows to change the displayed period, or Today to return to the current period. Grouping by facilitator or location helps compare commitments on separate rows. When grouped by facilitator, a date with no individual facilitator, including one inherited from its block or course, appears in the Dates Without a User row.
Choose grouping, weekends and holidays
Open Week View, Month View, Year View or Timeline View.
Select the settings icon beside the view buttons. Its tooltip names the selected view, such as Timeline View Options. The Timeline dialog is headed Timeline Options.
Choose the available settings for that view, then select Save Settings. Check the calendar after the dialog closes. To leave without applying changes, select Cancel.
Group By: In Year and Timeline, choose No grouping, Facilitators / Owners or Location. Grouping by course is not an option.
Show weekends: Available in Week and Timeline.
Show facilitators not assigned to any date: Available in Year and Timeline when grouped by Facilitators / Owners.
Group facilitators by User Group: Available with the same grouping. A User Group is a group of users set up in your account; this option uses existing groups.
Highlight Public Holidays For: Available in all four calendar views, with USA, England & Wales, Scotland and Northern Ireland choices.
Remembered settings
Earlier example of a Timeline grouped by facilitator. Grouping is now chosen in the options dialog described above, not in a drop-down list beside the view buttons.
Calendar options are remembered in the same browser, separately for each view. Do not assume a choice made in Timeline also changes Year View or another device. The calendar can also reopen at a previously selected date, so check the displayed period when returning.
Open a date and use its details pop-up
Earlier example of the details pop-up. Its buttons are now Edit, Duplicate and View Date, and the view buttons above the calendar have changed. Use the steps below.
Hover over an event in a calendar view to see its details pop-up.
Use View Date to open the date page. Clicking the event itself also opens its date page; in Year View it opens in a new browser tab.
If your account has Course Owner or System Admin access, use Edit to open the date editor. Review your changes and select Save when ready.
Duplicate creates a date immediately: The pop-up’s Duplicate action creates the copy without a separate confirmation step. Choose it only when you intend to create another date. Check the resulting date before using it for bookings.
Create or move a date from the calendar
Create a date
As a Course Owner or System Admin, open Week View, Month View or Timeline View and select an empty calendar cell.
In New Date, use Select a course for the new date to choose the course, then select Next. On-demand courses are not offered here.
In the date editor, check the prefilled date, start and end times, time zone, delivery, location and facilitators. Complete the required details; do not assume the clicked cell supplied every setting you need.
Select Save, then check the saved date in the calendar.
Move an existing date
Dragging changes the actual date: It is not just a display preference. In a grouped Timeline, moving to another facilitator row replaces the facilitator assignment with that individual; moving to Dates Without a User clears the date-specific assignment, but facilitators inherited from the block or course can still appear. Moving between location rows can change the location and online or in-person delivery. Check these consequences before confirming.
As a Course Owner or System Admin, drag the event in Week, Month or Timeline, checking the intended time and destination row before dropping it.
The Confirm Event Change dialog gives a general warning, not a before-and-after summary. Select Cancel if you are unsure about the position or assignment you chose. To inspect exact fields before saving, cancel the move and use Edit in the date’s pop-up instead.
Select Confirm only when the change is correct. Open the resulting date and check its timing, delivery, location and facilitator assignments.
Read the spaces indicator
Earlier Date List View example of the three states. In Date List View the count is now coloured text without a pill background, and it is orange when no spaces are filled.
A count such as 5 / 10 means five spaces filled out of ten spaces in total. It does not mean five bookings or five spaces remaining.
No spaces filled: A yellow pill in calendar details or Timeline, or orange text in Date List View.
Some spaces filled, with capacity remaining: Green.
Full or above capacity: Red.
The indicator is hidden when both numbers are zero. Not every calendar view uses the same coloured pill: Week and Month can show counts within the event title instead. Use the numbers as well as the colour.
Set a course or date colour
Earlier example showing different event background colours. The colour of each spaces pill follows how full that date is, not the event colour. Event colour and availability are separate.
Custom event colours help distinguish courses or sessions. They are separate from the spaces indicator and do not change capacity or bookings.
Set the course colour
Open Courses → List View and open the course’s three-dot menu.
Select Settings → Advanced Settings.
Choose Calendar View Color, then select Save. Check the course’s dates in a calendar view.
Set a date-specific colour
Open Courses → Date List View and find the date.
Open its three-dot menu and select Edit Date.
Under Other, choose Calendar color, then select Save. Check the date in a calendar view.
A date’s own colour takes priority. If none is set, Cademy uses its block colour where applicable, then the course colour, then a fallback colour.
Export courses or dates
Exports are available from List View and Date List View. Week View, Month View, Year View and Timeline View have no Export button. Check your search and filters first: these affect the records included. The course file has one row per matching course; the date file has one row per matching date. Both exports use their complete set of columns.
Export courses from List View
Export starts immediately: In List View, selecting Export begins preparing the course file. Course exports do not offer scheduling.
Open Courses → List View and set the search and filters for the courses you need.
Select Export and wait for the export to finish.
When the file is ready, select Download CSV. Open the downloaded file and check its records.
Export dates from Date List View
Open Courses → Date List View. Choose Upcoming Dates or Past Dates, then check your search and filters.
Select Export. For a one-off file, choose Now, then Export Now.
Wait for completion, select Download CSV, then check the downloaded records.
If your plan includes scheduled exports, On Schedule lets you choose a daily, weekly or monthly schedule and email recipients. Follow Export Data or Schedule an Export for the full schedule, recipient and management steps before selecting Schedule Export. For plan information, see Understand Cademy Plans, Limits and Fees.
Sort courses in List View
Open Courses → List View and select Sort beside the filter controls.
Under Sort by, choose the field you need.
Under Direction, select Ascending or Descending, then select Apply. Check the resulting course order.
The course choices include Name, Level, Published, Is Public, Delivery, Price, Date Created, Date Archived, Collection and, where available, Owner / Facilitator. The selector also offers Last updated time and Created time. For example, use Course: Name with Ascending for alphabetical course names.
This Sort control is for List View. Date List View uses the Upcoming/Past ordering described above; calendar views position events by their dates and times.
Frequently asked questions
Why can I see a course in List View but not in a calendar?
List View shows courses; a calendar needs scheduled dates in the selected period. Check the period, search, date filters and your account access. An on-demand course does not appear as a scheduled session merely because it exists.
Why does the same course appear several times in Date List View?
Each entry represents a course date. A course with several scheduled dates can therefore have several entries.
Why are some facilitators missing from a month in Year View?
When grouped by facilitator with unassigned facilitators hidden, each month shows facilitators with dates in that month. Review Year View Options if you need to show empty facilitator rows.
Do coloured events tell me how many spaces are available?
No. Custom event colours are separate from availability. Read the spaces count and its indicator: 5 / 10 means five spaces filled out of ten.
Why did the calendar reopen at an older date or with different grouping?
The same browser can remember the selected calendar date and separate options for each view. Check the displayed period and that view’s options, as well as the active search and filters.