A Registration is one participant’s place on a course or course date. Use Registrations to find the place, review its details and choose the relevant action. An Order records a purchase; a Contact records the person. One person can have several Registrations.
Start in the intended provider account. A System Admin can open Registrations from the Admin Dashboard, or use admin.cademy.io/registrations. Course Owners and Facilitators use the courses and dates assigned to them; their account role alone does not grant every course place.
For one course, open Courses, select the course and open Registrants. For a course with dates or blended content, choose the intended date or block from the date list; select View All Dates if the list is hidden. Check the selected date before acting. A block is a bookable group of sessions. A System Admin can also open Organisations, select an organisation and use its Registrations tab, which follows the participant Contact’s organisation.
Cademy has two toolbars for lists, and your whole account has one or the other on Registrations. This guide calls them the View toolbar, which has a button named View beside Filter, and the Saved Filter toolbar, which has no View button. Where a step differs between them, this guide says so.
Check which records an action will use.
Search narrows the table and the Select All selection. On the Saved Filter toolbar, the text in Search is not applied to an export; on the View toolbar, it is. Row checkboxes do not limit an export on either toolbar. Before exporting or acting on several people, check the course/date or organisation, filters and selection count.
Choose which Registrations to view
Active Registrations: places with Active or Pending status.
All Registrations: all statuses within your access and the page’s course/date or organisation scope. Deleted records are excluded.
Saved filters created on your account, and views that you can see, appear in the same menu as these two.
System views start with the most recently created Registrations. Search, filters and sorting can change what you see. Status describes the place’s lifecycle; Completion describes whether the course was completed. To find people who finished, start with All Registrations and filter by Completion. Older records can still have a historical Completed status, but Completed is no longer a choice in the Status filter. See Understand Course Completion Status for the Completion values.
A Registration created by an Order takes its Status from that Order: it is Pending while the Order’s status is in the Pending group, and Active when the Order’s status is in the Active group. For example, a new Order for a course that requires approval starts in the Pending group. Whether the learner can open lessons depends on the Order’s approval and payment. A System Admin can open the Order to check both. See Managing bookings, requests & applications for approving an Order, and Accept Bookings and Collect Payment Outside Cademy for the setting that allows course access before a manual payment is marked paid.
The original illustration below shows an older Registrations layout. Use the current labels in these instructions; newer columns and actions may differ.
Search for a Registration
Choose the intended saved filter or view and page scope.
Select Search and enter part of the participant’s first name, last name, email, Registration Code or Registration ID.
Wait for the list to finish loading, then check the participant and course/date before opening a row.
Every word you enter must match one of those fields. Search does not find a course title, Order or invoice reference, whatever hint text the Search box shows. Use Filter for a course, date range, status or other field; a System Admin uses Orders for purchase records.
If the list is empty, clear Search and check the view, filters, date and account. Unable to load registrations is a loading error, not proof that there are no places. Use the button under the message to try again; contact Cademy Support if it continues.
Filter, sort and save views
The steps for filtering, sorting and saving depend on which toolbar the list shows. Filter, Sort and Use Saved Filters gives the steps for both. This section covers what is particular to Registrations.
Filter Registrations
Both toolbars have a Filter button. You can filter Registrations by these fields:
Registration: Status, Role, Course, Course Collection, Course Start Date, Course End Date, Registered At, Last Updated, Access Expires, Lesson Progress, Lesson Progress Status, Completion, Completion Date and Registration Tags. On the View toolbar, Status, Course, Course Start Date and Completion are listed first, under Suggested.
Certificate: Certificate Issue Date and Certificate Expiry Date.
Contact: First Name, Last Name, Email, Contact Tags and supported Contact fields.
Registration Fields: supported custom fields for the course place.
Feedback: an additional Registration filter where the provider has this feature enabled.
The conditions depend on the field. For example, combine a particular Course with Completion set to Completed to find completed places on that course. A Course Start Date range narrows results, but does not select one specific date for marking attendance. For the steps, including how to combine rules with And and Or, see Filter, Sort and Use Saved Filters.
Sort Registrations
On the Saved Filter toolbar, sorting is under Sort. On the View toolbar, it is under View. See Filter, Sort and Use Saved Filters for the steps. Exported CSV order can differ from the table and from its sorting.
Save a filter
What you save is called a saved filter on the Saved Filter toolbar and a view on the View toolbar. Who can save, who sees the result and what it stores differ between the two toolbars, so follow Filter, Sort and Use Saved Filters. On either toolbar, Active Registrations and All Registrations cannot be overwritten, and the text in Search is not saved.
Choose and arrange table columns
On the Saved Filter toolbar, select Columns to show or hide available fields. You can drag columns into another order and resize them, and the current browser remembers column visibility, order, widths and page size separately from saved filters. On the View toolbar, select View and use its Columns section; the columns shown are part of the view. See Filter, Sort and Use Saved Filters.
Name, Email, Registration Code, Status, Role, Registered At and Access Expires.
Course, Course Code, Occurrence Code, Course Start Date and Course End Date.
Organisation, Registration Tags, Contact Tags and supported custom Contact/Registration fields.
Lesson Progress, Completion, Completion Date, Certificate Issue Date and Certificate Expiry Date.
Offer, line-item, Order and payment fields for System Admins who can view Orders.
Feedback, Rating and Review where the provider’s feedback feature is enabled.
The main Registrations page and organisation table do not show Attendance. The organisation table also hides its repeated Organisation column. A course’s Registrants table shows Attendance and hides the repeated Course column. CPD (continuing professional development) points and hours are export fields, not table columns. Use All Columns or the CPD group under Choose Columns when exporting.
Open, add or import Registrations
Select a row to open the registration panel. Check the person, course and date before changing anything. The panel offers details and actions for that individual place.
For online lessons, expand Lesson Progress to review the learner’s progress. Corrections can affect completion and related outcomes; use Correct a Learner’s Lesson Progress before changing a lesson.
If the learner submitted a form inside a lesson, that lesson under Lesson Progress shows a Form Submission entry with a Submitted badge. Hover over Submitted to see the form’s name and the submission date. For a System Admin or Course Owner, Form Submission is a link that opens the response in Forms. See Add Forms to Lessons.
For the Access Expires field and changes to a participant’s course access, see Setting an Access Limit on On-Demand and Blended Courses.
New Registration on the main page or a course’s Registrants tab adds one place without creating an Order, invoice or payment. Follow Add Someone to a Course Without Creating an Order for the complete procedure and consequences.
To move a place to another date or course, or to replace the person attending, follow Move a Participant or Replace the Person Attending.
On a course’s Registrants tab, Import opens the Registration import for that course. On the View toolbar, Import can sit in the menu marked with three dots, as Import Registrations…. If you selected a specific date, the import carries that date scope. Check the displayed course/date and mappings before continuing; importing can create or update records. Do not use an import just to test a filter.
Export Registrations
Use Filter to define your export.
Checked rows do not restrict this file. On the Saved Filter toolbar, the text in Search does not restrict it either; on the View toolbar, it does. The file can contain personal and purchase information for every matching Registration you are allowed to access, including rows on other pages.
Open the main Registrations page, an organisation’s Registrations tab or the course/date’s Registrants table.
Choose the saved filter or view and apply the required Filter. Use available Filter fields, such as participant name or Email, to define the intended records. On the Saved Filter toolbar, clear Search and check the filter-only results before continuing, because the text in Search is not applied to the export. On the View toolbar, the text in Search is applied to the export, so leave in Search only what should limit the file.
Select Export. On the View toolbar, Export can sit in the menu marked with three dots, as an item that starts with Export and gives the number of Registrations.
Choose All Columns, Visible Columns or Choose Columns. Visible Columns includes the exportable fields represented by visible table columns; Choose Columns requires at least one field.
Select Now, then Export Now.
Wait for the file, then select Download CSV. Open it and check the course/date, records and columns before using or sharing it.
There is no Registration Code or Registration ID field in Filter. On the Saved Filter toolbar, a Search for one of those identifiers therefore cannot be carried into Export by recreating it as a filter. Use other available fields only if they identify the intended records; ask Cademy Support if you cannot define the required export scope.
The file uses the filters and page scope, not just the current page. Its row order can differ from the table and its sorting. A copy is also prepared for email; that does not guarantee it reached your inbox. Closing the dialog does not cancel generation. A System Admin can check Settings → Exports. If the file remains unavailable or looks wrong, check that history or contact Cademy Support before starting repeated exports.
Where your account includes scheduled exports, On Schedule offers Daily, Weekly and Monthly with recipient settings. This creates recurring delivery, so use Export Data or Schedule an Export for the complete procedure. Do not assume that a date value saved in a filter moves forward automatically.
CPD export fields.
CPD must be included in the account and enabled under Settings → CPD. All Columns includes its points and hours, or select them under Choose Columns → CPD. Column labels follow your saved CPD labels.
Each row uses the active CPD award for that Registration. A blank means there is no active award or that unit was not awarded; the course’s current values are not substituted. Contact exports do not provide per-contact CPD totals. See Set Up and Award CPD Points and Hours. After a plan or setting change, refresh the page and reopen Export; contact Support if the fields still disagree with the account.
Select Registrations for bulk actions
Wait for the current list to finish loading. Check the view, Search, filters and course/date or organisation.
Tick the checkbox beside each intended Registration and check the action-bar count.
For actions that support the full matching selection, Select All selects beyond the current page, including Search matches. Deselect All clears it; on the View toolbar, the button is Clear.
Changing Search, views, sorting or page can clear the selection. Check it again before opening an action. Email is available across courses. In these lists, Mark Attendance and Issue Certificates appear only on a course’s Registrants table. Other actions can depend on enabled features and your permissions.
Check attendance selection with care.
Selecting every matching row can behave like Select All, even when you tick the rows individually. Do not rely on Search or additional filters to protect the scope of a bulk attendance update. If those conditions determine who should be marked, ask Cademy Support before using Apply. Check the intended course, session and named Registrations.
Email selected Registrations
Select the intended Registrations and choose Email. On the View toolbar, the button is Send Email.
Choose a template or enter the Subject and Email body. Check any template wording and attachments.
Use Add Attachments if needed, then Preview to inspect the message and available recipient examples. With Select All, this is a sample from the current page, not a review of every recipient.
Check the audience/count again. Only when ready to email them, select Send.
Read the result or error. A sending message means the job was requested, not that every recipient received it. If an error leaves the outcome uncertain, check the relevant message records or ask Support before sending the same batch again.
If emailing is disabled, email records can be prepared while delivery is blocked. One person with several selected Registrations can receive several messages. Missing addresses, account limits and delivery failures can also affect results. Follow Send Emails to Orders, Registrations and Contacts for message-history and delivery checks.
Mark attendance
On a course’s Registrants table, select the intended Registrations and then Mark Attendance. Without one date or one block selected, Mark Attendance is disabled with Filter by a single date to mark attendance. Read the attendance selection warning above, then follow Record Attendance for the steps.
Issue certificates
Only issue certificates when the selected participants should receive them. Issuing a certificate is a separate action from filtering by Completion, and choosing an email delivery option contacts people.
For certificate delivery, primary contacts are the Contacts on the linked Orders; they can be different from the participants. Primary-contact delivery emails links to certificate ZIP files grouped by Order. It requires an Order-linked Registration and an active Order Contact with an email address. A place without that contact cannot receive this delivery option. Check the linked Order and its Contact before choosing primary-contact delivery; ask a System Admin or Cademy Support if you cannot establish who will receive it.
Open a course’s Registrants table and select up to 500 intended Registrations.
Select Issue Certificates.
If your account includes Custom Certificates, check Template. The course template is preselected and marked Course Template; Cademy Default and available custom templates can also be chosen. One template applies to the job.
Choose Delivery. Issue only (no email) creates the certificates and a ZIP download. Other choices email registrants, primary contacts, both, or a manual address. Check the exact recipients; for a manual address, fill Email address.
Check the selection, template and delivery choice, then select Issue Certificates.
Wait for the result. Read the issued, already issued and failed totals and any failure reason. Use Download ZIP when available and check the files. If the job fails or its outcome is uncertain, check existing certificates before retrying or contact Support.
An active certificate using the selected template is reused rather than issued again, and is included in the requested ZIP and emails. Choosing another template can issue an additional certificate. Without Custom Certificates, there is no Template selector; Cademy uses the course’s assigned template or its default. Closing the dialog does not cancel a job already submitted. Job completion and issued totals are not proof of email delivery. See Set Up and Issue Course Certificates for the full certificate rules and delivery options.
Related guides
Frequently asked questions
Finding Registrations
What is a Registration?
One participant’s place on a course or course date. It is separate from the person’s Contact and any purchase Order.
Why can I not see a cancelled or completed Registration?
Start with All Registrations, then check Search, filters, date and your access. Active Registrations includes Active and Pending lifecycle statuses only. Use Completion to find completed courses; historical Completed lifecycle values are not a current Status filter choice.
Can Search find a course, order or invoice reference?
No. It matches participant names, email and Registration identifiers. Use Filter for a course; a System Admin uses Orders for purchases. The hint text in the Search box does not change these matching fields.
Can I search for other participants on an Order as well as the person who booked?
Yes, if they have their own Registration. Search by that participant’s details. A person who booked only for others may own the Order without having an attending Registration.
Why can I not see a field in the table?
Check the column choices (Columns on the Saved Filter toolbar, View on the View toolbar), the table’s scope and your permissions. Supported Contact and Registration fields are separate. CPD points/hours are export fields; use All Columns or Choose Columns → CPD.
Views and exports
What does a saved filter or view remember?
A saved filter on the Saved Filter toolbar remembers its filter rules and sorting. Column visibility, order, widths and page size are remembered separately in the current browser. A view on the View toolbar also stores which columns are shown. Neither stores the text in Search or checkbox selections.
Does an export include only the current table page?
No. It uses all matching, accessible Registrations in the page’s course/date or organisation scope. Checked rows do not limit it.
Why did my export include more records than Search?
On the Saved Filter toolbar, exports do not include the text in Search. Use available Filter fields such as participant name or Email, clear Search and check the filter-only results before exporting. Filter has no Registration Code or Registration ID field, so an identifier-only Search has no equivalent filter. Ask Support if you cannot define the required records. On the View toolbar, the export uses the text in Search as well as the filters.
Why can I not see the CPD columns in the export?
The account must include CPD and have it enabled under Settings → CPD. Choose All Columns or select the fields in Choose Columns → CPD. Refresh and reopen after an account change; choices may not update immediately. Ask a System Admin or Support if they remain missing.
Why is a CPD value blank in the export?
There is no active award for that Registration, the award was revoked, or that unit was not awarded. Current course CPD values do not fill the gap.
Bulk actions
Does Select All include records on other pages?
Yes. The table selection includes all matching results, including Search. On the Saved Filter toolbar this differs from an export, which ignores Search. Selecting every matching row individually can have the same effect. Read the attendance warning above before applying an attendance change; its selection may not follow every search or filter condition.
Can I email Registrations from more than one course?
A System Admin can do this from the main Registrations page. Check the matching selection and preview sample before Send; account email restrictions and delivery conditions still apply.
Why is Mark Attendance disabled?
On a course’s Registrants table, Mark Attendance is disabled until one specific course date or block is selected. A date-range filter alone does not establish that scope. See Record Attendance for the steps.
Where can I issue certificates in bulk?
In a course’s Registrants table: select up to 500 places, then Issue Certificates. The main Registrations page does not offer that bulk action. Check Template and Delivery before the final Issue Certificates action.
Can I choose a certificate template for one Registration?
Yes, when Custom Certificates is available, but ask Support before using individual issuing if this learner has places on different courses within the same Order. The individual action can select a different entitled course on that Order; choosing a template does not select the course. For a Registration outside that situation, open the registration panel and expand Certificate or Certificate & CPD. Choose Issue Certificate, or Issue Another if an active certificate exists. Choose Template and review Email the certificate to the participant, which starts checked, before the final Issue Certificate action. Check the resulting certificate. Without Custom Certificates, there is no template choice; the course template or default is used.
What does “already issued” mean when bulk issuing certificates?
The Registration already has an active certificate using the selected template. The job can reuse that certificate in its ZIP and requested emails; it is not necessarily omitted. Choose a different template only when an additional certificate is intended.
Can I issue certificates to more than 500 Registrations at once?
No. Select up to 500 for each job. Check existing certificates and delivery choices before another batch, especially after a partial failure.