This guide is for course providers using Courses in the Cademy admin dashboard. Choose a layout to find a course, plan its dates or compare sessions on a calendar.
A course is the offering you manage. A course date is a scheduled delivery of that course. A course with several dates appears several times in date layouts. A block groups several sessions into one booking.
System Admins see the account’s courses and dates. Course Owners and Facilitators see those assigned to them directly or through a User Group. Creating, editing, duplicating or moving a date requires Course Owner access, including System Admin. For assignments, see Invite Team Members and Manage Their Access.
Choose a layout for your task
List: course rows, useful for finding and managing an offering.
Dates: individual course dates, useful for checking upcoming delivery and spaces.
Calendar: sessions arranged by Week, Month or Year.
Timeline: dates across a horizontal timeline, with optional facilitator or location rows.
Open Courses and switch layouts
Open the Cademy admin dashboard and select Courses.
Choose List, Dates, Calendar or Timeline in the toolbar. On a narrow screen, open View and choose the option under Layout.
For Calendar, choose Week, Month or Year. For Dates, choose Upcoming or Past. These choices are in the toolbar when there is room and are also available inside View.
The button showing a name such as All Courses or All Dates selects a saved view. A saved view keeps the filters and layout settings you use together. View changes display options, and Filter selects which records match.
List has course filters and saved views. Dates, Calendar and Timeline share a separate set of course-date filters and saved views. Moving between these two sets does not carry the same filters across. Check the selected view and Search text after switching; a filter, search or calendar period can hide a date.
What each layout shows
List
List shows course rows. Open a course or use its three-dot menu for the actions your role can perform. Course Owners and System Admins can use actions such as Edit, Settings, Duplicate and archiving. Prices in these rows are shown to System Admins.
Use View > Sort to order the rows. For example, choose Course Name and A → Z for alphabetical names. The available sort fields are Course Name, Date Created, Date Updated and Date Archived. Use Add Sort for another level; changes apply immediately.
Dates
Dates shows individual course dates. Choose Upcoming or Past using the toolbar’s Show control or View > Show. Within each results page, Upcoming dates run from earlier to later and Past dates from later to earlier. There is no separate Sort control for dates.
Entries show details such as timing, delivery, spaces and facilitators where available. Select an entry to open the date. A session belonging to a block opens its parent block.
Calendar: Calendar’s Week and Month modes
Choose Calendar, then Week to compare session timings and overlaps on a time grid. It shows Monday to Sunday, or Monday to Friday when Show weekends is off. Use the previous and next arrows to move between weeks, or Today to return to the current period.
Choose Month for dates spread across a month, with weeks starting on Monday. Use the previous and next arrows to change months, or Today to return to the current period.
Calendar: Year
Choose Calendar, then Year.
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 for all months.
Use View > Group by to choose facilitator or location rows if needed.
Timeline
Timeline 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. Use View > Group by to compare facilitators or locations in separate rows. A date without an individual facilitator appears in Dates Without a User, including one with no individual assignment inherited from its block or course.
Choose grouping, weekends and holidays
Open Calendar or Timeline, then select View.
Choose the options relevant to the displayed layout. Changes apply immediately.
Check the calendar and use Save View if you want to keep the setup in a saved view.
Group by: in Year and Timeline, choose None, Facilitator or Location. Grouping by course is not offered.
Show weekends: available in Week and Timeline.
Show facilitators without dates: available in Year and Timeline when grouped by Facilitator. If off, each month in Year shows only facilitators with dates in that month. Dates Without a User remains.
Group facilitators by user group: available with the same Facilitator grouping; it uses User Groups already set up on your account.
Highlight public holidays: available in Calendar and Timeline, with USA, England & Wales, Scotland and Northern Ireland choices.
Save a calendar or date setup
Choose the layout, filter conditions and display options you need. Save them as a private or shared view using Filter, Sort and Save Views. For example, a fictional Trainer Schedule view can use Timeline, Group by Facilitator and Show weekends off. Selecting it restores those settings; it does not freeze the dates shown.
You can add the saved view to your own sidebar using Favourite Records and Views in Your Sidebar. Course-list views and course-date views remain separate, but a favourite opens the correct kind of view.
The displayed calendar date or year can be remembered separately in the same browser. It is not saved as part of the view, so check the displayed period when returning or opening a view link.
Open a date and use its details pop-up
Example of the details pop-up. Its buttons are Edit, Duplicate and View Date. 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 Calendar in Week or Month mode, or Timeline 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.
Example of the New Date dialog with a course chosen.
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 Calendar’s Week or Month mode, 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.
Example of the Confirm Event Change dialog after a date was dragged in a Timeline grouped by facilitator.
Read the spaces indicator
Dates example of the three states. In Dates the count is 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 Dates.
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: Calendar’s Week and Month modes can show counts within the event title instead. Use the numbers as well as the colour.
Set a course or date colour
Event colours and spaces indicators are separate. The spaces colour shows how full the date is.
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 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 > Dates 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
Use Export on the toolbar, or the three-dot More Actions menu when there is not room for the button. Course exports contain one row per matching course; date exports contain one row per matching date. Both use their complete set of export columns.
Export courses from List
Important: In List, selecting Export immediately starts preparing the course file. Course exports do not offer scheduling.
Open Courses and choose List. Set the search and filters for the courses you need.
Select Export and wait for completion.
Select Download CSV, then open the file and check its records.
Export dates
Open Courses and choose Dates, Calendar or Timeline. Check the search and filters. In Dates, also choose Upcoming or Past.
Select Export. For a one-off file, choose Now, then Export Now.
Wait for completion, select Download CSV and check the records.
Important: A Calendar or Timeline export does not automatically use the period displayed on the calendar. Add explicit Date: Start Time or Date: End Time filters if you need a limited period. A Dates export also applies its Upcoming or Past selection.
If your plan includes scheduled exports, On Schedule lets you set the schedule and email recipients. Follow Export Data or Schedule an Export for the full schedule and recipient steps.
Frequently asked questions
Why is a course in List but not on a calendar?
List shows courses; a calendar needs scheduled dates in its selected period. Check the period, date view, filters, Search text and your account access. An on-demand course does not appear as a scheduled session merely because it exists.
Why does a course appear several times in Dates?
Each entry represents a course date. A course with several dates can have several entries.
Why are some facilitators missing from a month in Year?
With Group by Facilitator and Show facilitators without dates off, each month keeps only facilitators with dates in that month. Open View to change the setting.
Do coloured events tell me how many spaces are available?
No. Event colours are separate from availability. Read the spaces count: 5 / 10 means five spaces filled out of ten, leaving five.
Why did my calendar reopen at an older date?
The same browser can remember the displayed calendar period. Select Today or choose the period you need. Saved views keep the layout and settings, not a fixed calendar date.
Can I save a preferred calendar setup?
Yes. Set the layout, filters and options, then save a view. You can keep it private or, as a System Admin, share it. See Filter, Sort and Save Views.