This guide is for System Admins who choose their team’s notification settings. It separates emails about delivering course dates from emails about bookings and other course administration.
Facilitators / Owners are people or groups assigned to a course or date. Admin Email Recipients are people or groups selected for administration notifications. A person can be selected for both purposes. Selecting an email recipient does not change their user role.
Control Facilitator Emails and Calendar Invites
These three settings apply across the course provider’s account. You need the System Admin role to change them.
In the Admin dashboard, open Settings, then User Management.
Find Facilitator Emails. The three switches appear in the order below.
Set the switches you need, then select the Save button in the Facilitator Emails section. It becomes available after a change.
Reopen Settings > User Management and check the saved switch positions. If an error appears, do not assume the change was saved.
Setting | What it controls |
Assignment & Date Update Emails | Course-date assignment and removal emails, supported date-detail updates and date deletion notifications. This is not a switch for every edit made to a course. |
24-Hour Reminder Emails | Scheduled facilitator reminders around one day before a course date starts. It is separate from assignment and update emails. |
Calendar Invites | Calendar invitations included with those facilitator emails. It does not send an email on its own. |
All three settings default to on if no setting has been saved. Check the current positions before relying on that default. These switches do not control emails to customers or participants, Admin Email Recipient notifications, quiz submission notifications or course forum digests. For a course’s automatic confirmation, reminder and follow-up emails, see Set Up Automatic Course Confirmation, Reminder and Follow-up Emails.
The image illustrates the three controls. Your account’s saved switch positions can differ.
What happens after changing these settings?
You can turn off assignment and date-update emails while leaving reminders on.
Turning off Calendar Invites does not turn off the emails themselves. It removes calendar invitations, updates and cancellations from these emails.
For assignment and date-update emails, the setting is checked when the action triggers the notification and again while the notification is processed. Turning it off before processing can stop an already-triggered notification.
A notification skipped because its email setting was off is not recovered by turning the setting on later.
The calendar setting is checked when the email is prepared. Turning it back on does not resend earlier calendar invitations.
If a course date is already in someone’s calendar, turning off Calendar Invites does not remove it. Ask the recipient to check their calendar and update or remove an outdated entry. Do not assume that archiving a team member sends a calendar cancellation.
Assign Facilitators / Owners
Use assignments for the people delivering a course. Assignments affect access to course information as well as notifications. If the task is only to choose administration-email recipients, use Admin Email Recipients instead. A user group is a saved set of team members; notification selection uses its members who still have access to this account. An empty group does not provide any recipients. For invitations, user roles and group management, see Invite Team Members and Manage Their Access.
Assign Facilitators / Owners to a course
Open Courses in the Admin dashboard and select the course.
Select Edit Course, then open Settings.
Open Course Owners. If the course uses a different name, this option uses that name instead.
Under Course Facilitators / Owners, select the required people or groups. This heading also follows the course’s configured name.
Select Save at the top of the course editor. Reopen the Owners settings and check the selection.
A course assignment is not a guarantee that the person receives every date-change email. Reminders and date updates use different recipient rules, explained below.
Assign Facilitators / Owners to an existing date
A block is a group of course dates. Check whether you are changing the block’s default assignment or an individual date’s assignment.
Open Courses, select the course and select Edit Course.
Open Dates. Select Show passed dates if you need an earlier date.
For a date inside a block, expand the block with its chevron, then select the individual date’s pencil button, labelled Edit occurrence. For a standalone date, use that date’s pencil button.
In Team, select the people or groups under Facilitators / owners.
Select Save inside the date editor. Reopen the same date to check the selection.
Change a block’s default assignment
Open Courses, select the course and select Edit Course.
Open Dates and find the block. Use the pencil on the block’s row, not an individual date’s pencil. The block editor opens.
Find Facilitators / owners and select the people or groups. This editor does not use the individual date’s Team heading.
Select Save Dates, then reopen the block and check the saved selection.
An individual date with its own selection takes precedence for reminder recipients. Removing that selection can expose the block’s assignment again; it is not a reliable way to stop all notifications for the date.
How facilitator notification recipients are selected
24-hour facilitator reminders
For each scheduled date, Cademy checks these assignments in order:
The individual date’s Facilitators / owners.
The parent block’s assignment, if the date belongs to a block and has no assignment of its own.
The course’s Facilitators / Owners, if neither the date nor its block has an assignment.
If no assignment is selected at any of these levels, no facilitator reminder is queued. Cademy chooses the first non-empty selection before resolving its people and groups. If that selection contains only an empty group or users without access to this account, it does not fall through to a different assignment.
Reminders are selected by an hourly check for dates starting in the corresponding hour on the following day. They are not individual timers guaranteed to send exactly 24 hours before the start. Set up the date, assignments and reminder setting before the previous day’s check. If they are added after that check has passed, do not rely on a late reminder being generated.
The reminder setting is also checked during processing. Turning it off after selection can stop the queued reminder. A reminder being prepared or sent does not prove that the recipient received it.
Other course-date notifications
Assignment and removal notifications target the person or group whose assignment changes.
Detail updates use assignments saved directly on the date or block being changed. They do not use the reminder’s date-to-block-to-course fallback. For an individual date inside a block, an inherited block assignment alone does not supply its detail-update recipients.
Supported detail changes include start or end time, delivery method, address, joining URL and key contact. A notes-only edit is not one of these update triggers.
Date deletion notifications
When a deletion succeeds and assignment/date-update emails are enabled, recipients are selected as follows:
Deleting a standalone date uses that date’s own assignment. An empty assignment does not fall back to the course owners or all admins.
Deleting one date from a block uses that date’s own assignment if it has one; otherwise it uses the block’s assignment.
Deleting an entire block creates a notification for the block’s assigned people and separate notifications for child dates with their own assignments. The block notification can include calendar cancellations for its child dates. Do not assume that each person receives only one email.
Only selected group members or users who still have access to this account are resolved as recipients. Calendar cancellations also require Calendar Invites to be on and valid date times. This section explains staff notifications, not how to cancel a customer’s booking or refund their payment.
These course-date messages are separate from notifications to Admin Email Recipients. For the access and assignment effects of archiving a person, see Archive and Reactivate a User or Facilitator. Archiving does not undo emails already sent.
Use Private / internal note for staff instructions
Saved locations have a Public note for information shown to participants and a Private / internal note for staff information. Use Locations to create or edit a saved location.
For in-person or hybrid dates, facilitator email templates use the loaded location’s internal note as Location Notes. They do not copy the Public note into that staff-note section. Online-only dates do not show a physical location or location note there.
Calendar invitations also support location notes. A session at a different saved location or address does not reuse another session’s internal note. Assignment, update and reminder messages do not all resolve inherited block details in the same way. If a date depends on a block’s location, check the actual message before relying on its location instructions.
Put participant arrival instructions in the Public note as well when participants need them. Do not assume that a private staff note has reached either participants or facilitators just because it was saved.
Configure Admin Email Recipients
Use this selection for people handling bookings, requests, payments and other administration. It is separate from facilitator assignments and does not grant a new user role.
Set account-level defaults
In the Admin dashboard, open Settings, then User Management.
Find Admin Email Recipients, below Facilitator Emails.
Select the people or groups who should receive administration notifications by default. Check that selected groups contain the intended members.
Select the Save button in the Admin Email Recipients section.
Reopen Settings > User Management and check the saved selection.
Override Admin Email Recipients for one course
Open Courses, select the course and select Edit Course.
Open Settings, then Course Owners, or the Owners option using the course’s configured name.
Under Admin Email Recipients, select the required people or groups. If the field says it is using account-level defaults, changing the selection creates a course-specific override.
Select Save at the top of the course editor. Reopen the Owners settings and check the selection.
For notifications using the course’s recipient selection, a non-empty course list replaces the account defaults. If the course list is empty, the account defaults are used. Changing account defaults does not replace a course-specific list. Check existing courses individually: a course created without account defaults can already have its creator saved as a course-specific recipient.
Leaving both lists empty does not turn administration emails off. Every System Admin of the account then receives them. Choose explicit recipients when only named people should receive these messages. A selected empty group is different from an empty list: it can leave no recipients, without falling back to the account defaults.
Which notifications use these selections?
Administration messages include order and payment updates, booking cancellations, requests and enquiries. Their exact recipient source depends on the notification:
Course-specific notifications use the course selection and its account-default fallback.
Order-level emails for an order containing several courses combine the configured recipients from those courses, using account defaults for courses without their own selection.
Enquiry notifications can use the enquiry conversation’s assigned people or groups, rather than the course’s current selection.
Gift-card purchase administration notifications use the account-level selection. Buyer and gift-card recipient emails are separate.
Do not assume that every admin email uses one identical course-level rule. For deposit-payment steps and outcomes, see Offer and Manage Deposits. Exact notification subjects are not a substitute for checking the order and payment status.
Check an expected email
Confirm the notification type: course-date email, reminder or administration notification. Check the corresponding setting and recipient selection described above.
For a reminder, check that the date and assignment existed before its selection window. For an update, check the assignment on the date or block being changed and whether the changed detail is a supported trigger.
As a System Admin, open Users & Facilitators, select the person and open Messages. Select a recorded email to open View Message.
Check the recipient, subject and status. Ask the recipient to check their spam or junk folder if a message was sent but has not been found.
If the expected message is still missing, contact Cademy Support with the course provider, course/date, recipient, type of notification and approximate action time. Include any visible error or message status.
Team-member history does not include invitation or account-access emails. An empty history is not proof that no email was sent, and Delivered does not prove inbox placement or reading. See View Email History for Contacts, Team Members, Orders and Registrations for the history’s coverage and status meanings, and before you resend or forward an email. Do not resend repeatedly without checking the recorded recipient and result.
Frequently asked questions
Should I select someone as a Facilitator / Owner or an Admin Email Recipient?
Use Facilitators / Owners for course delivery assignments. Use Admin Email Recipients for administration notifications. Select both if both responsibilities apply; the person keeps their existing user role.
Can I select a group instead of each person?
Yes. Both selections support user groups. Check the group’s members. An empty group does not supply recipients or automatically redirect its emails to another group.
Can different dates have different facilitators?
Yes. Select them in each date’s Team > Facilitators / owners field. For block dates, check whether the selection belongs to the individual date or the block. Reminder and detail-update recipient rules differ.
Can I stop calendar invitations but keep the emails?
Yes. Turn off Calendar Invites, leave the required email switches on and save the Facilitator Emails section. Existing calendar entries are not removed by changing this setting.
Can I keep reminders while stopping assignment and update emails?
Yes. Leave 24-Hour Reminder Emails on, turn off Assignment & Date Update Emails and save. The two switches are independent.
Will turning a setting back on send everything that was missed?
No. Turning it on does not recover notifications already skipped because the setting was off, or resend earlier calendar invitations. For a date created or assigned after its reminder check, do not rely on an automatic late reminder.
Why are Location Notes missing?
Check that the date is in-person or hybrid and that the selected saved location has a Private / internal note. For an invitation, also check the calendar setting. Block-inherited details need an actual message check because the notification types do not all resolve them in the same way.
Do these switches stop participant, quiz, forum or administration emails?
No. The three Facilitator Emails switches only control the course-date notification types described here. Other email settings and sending restrictions still apply.
Why did changing the account recipients not change a course’s recipients?
A non-empty course-specific list takes precedence for notifications using that list. Open the course’s Owners settings and check its Admin Email Recipients. Changing the account defaults does not overwrite this selection.
Does clearing Admin Email Recipients stop admin emails?
No. An empty course list falls back to the account defaults; if both lists are empty, every System Admin of the account receives them. Select the intended people explicitly rather than clearing the field to stop messages.