Use this guide to decide who receives facilitator, course owner and administrative notifications, and to control course-date emails and calendar invitations.
Facilitators / Owners are the users or groups responsible for delivering a course or a specific course date. Admin Email Recipients receive operational and business notifications such as booking confirmations, cancellations, requests and enquiries.
Assign Facilitators / Owners
Assign Facilitators / Owners to a course
Open the course in the Course Editor.
Go to Settings.
Open the [Course Type] Owners section. The name changes with the course type, such as Class Owners or Private Tuition Owners.
Under [Course Type] Facilitators / Owners, select the required users or groups.
Select Save.
Course-level Facilitators / Owners can receive facilitator reminders, quiz submission notifications and course forum digests.
Assign Facilitators / Owners to a specific date
Open the course and go to Dates.
Add a date or edit an existing date.
Under Facilitators / owners, select the users or groups responsible for that date.
Select Save Date or Save Dates.
Date-level assignments are useful when different people deliver different sessions. They receive the course-date notifications relevant to the dates assigned to them.
Control Facilitator Emails and Calendar Invites
System Admins can control automatic course-date emails across the whole account.
Go to Settings → User Management.
Find Facilitator Emails.
Set each option as required:
Assignment & Date Update Emails: Sends emails when Facilitators / Owners are assigned or removed, when course-date details change, or when a date is cancelled or deleted.
24-Hour Reminder Emails: Sends a reminder around 24 hours before a course date starts.
Calendar Invites: Includes calendar invitations with assignment, date-update, reminder, removal and cancellation/deletion emails. This setting does not affect quiz notifications or forum digests.
Select Save.
All three options are enabled by default and can be controlled independently.
What happens after changing these settings?
The settings apply across the whole account.
Turning Assignment & Date Update Emails off does not turn 24-hour reminders off.
Turning Calendar Invites off does not stop the facilitator emails themselves.
Notifications skipped while a setting is off are not sent later when it is turned back on.
Turning Calendar Invites off stops future calendar additions, updates and cancellations from these course-date emails.
If a date was already added to someone’s calendar, it may remain there unchanged while Calendar Invites are off. The recipient may need to update or remove it manually.
These settings do not affect learner emails or notifications sent to Admin Email Recipients.
Configure Admin Email Recipients
Set account-level defaults
Go to Settings → User Management.
Find Admin Email Recipients.
Select the users or groups that should receive course administration notifications by default.
Select Save.
The account-level selection is used automatically for courses that do not have their own Admin Email Recipients.
Override Admin Email Recipients for one course
Open the course in the Course Editor.
Go to Settings → [Course Type] Owners.
Under Admin Email Recipients, add or remove the required users or groups.
Select Save.
When course-level recipients are set, they replace the account-level defaults for that course. When no course-level recipients are set, Cademy uses the account-level defaults.
Which notifications do Admin Email Recipients receive?
Examples include:
Booking or registration confirmations
Booking or registration cancellations
Requests and enquiries
Waitlist notifications
Overdue payment alerts
Relevant payment and refund notifications
The exact notifications depend on the activity taking place and the course’s configuration.
How notification recipients are selected
Admin notifications
If the course has Admin Email Recipients, they receive the course’s admin notifications.
Otherwise, Cademy uses the account-level Admin Email Recipients.
If neither is configured, all System Admins on the account receive the admin notifications.
24-hour facilitator reminders
Cademy first uses the Facilitators / Owners assigned to the individual date.
For a block of dates, it next checks the block-level assignment.
It then checks the course-level Facilitators / Owners.
If nobody is assigned at any of these levels, the reminder is not sent.
Other course-date notifications
Assignment and removal emails go to the person being assigned or removed. Date-update and cancellation/deletion emails go to the relevant Facilitators / Owners assigned to the course date. These notifications do not automatically fall back to all System Admins.
Frequently Asked Questions
Choosing the right recipients
Should I add someone as a Facilitator / Owner or an Admin Email Recipient?
Add them as a Facilitator / Owner if they deliver the course or work directly with its learners. Add them as an Admin Email Recipient if they handle bookings, requests, enquiries, payments or other course administration.
Can I select a group instead of adding each person separately?
Yes. Facilitators / Owners and Admin Email Recipients can be individual users or user groups.
Can I use different Facilitators / Owners for different course dates?
Yes. Open the course, go to Dates, edit the required date and select the people or groups under Facilitators / owners. The date-level assignment is used for that date.
Who receives the 24-hour reminder if nobody is assigned to the course date?
Cademy next checks for a block-level assignment and then the course-level Facilitators / Owners. If nobody is assigned at any of these levels, the reminder is not sent.
Facilitator emails and calendar invites
Who can change the account-wide facilitator email settings?
Only a System Admin can change these settings. Go to Settings → User Management and find Facilitator Emails.
Can I stop calendar invites without stopping facilitator emails?
Yes. Turn Calendar Invites off and leave the required email settings on. Facilitators / Owners will still receive those emails, but the emails will not include calendar invitations.
Can I stop assignment and date-update emails but keep the 24-hour reminders?
Yes. Turn Assignment & Date Update Emails off and leave 24-Hour Reminder Emails on. The three settings work independently.
Will Cademy send the missed emails or calendar invites when I turn a setting back on?
No. Cademy only sends notifications triggered after the setting is turned back on. Anything skipped while the setting was off is not sent later.
Why is an old course date still showing in a facilitator's calendar?
If Calendar Invites was off when the date changed or was cancelled, Cademy did not send a calendar update. The existing calendar entry may therefore remain unchanged, and the recipient may need to update or remove it manually.
Will these settings stop emails sent to learners?
No. The Facilitator Emails settings only control the course-date emails and calendar invitations sent to Facilitators / Owners.
Will these settings stop quiz submission notifications or course forum digests?
No. Quiz submission notifications and course forum digests are not controlled by the Facilitator Emails settings.
Will these settings stop notifications sent to Admin Email Recipients?
No. Admin Email Recipient notifications are configured separately.
Why did a Facilitator / Owner not receive an expected course-date email?
First check that the person or group is assigned to the correct course or date. Then go to Settings → User Management → Facilitator Emails and check that the setting for that email was on when the change or reminder was triggered. Turning the setting on later will not send the missed email.
Admin Email Recipients
Where do I choose the default Admin Email Recipients?
Go to Settings → User Management, find Admin Email Recipients, select the required users or groups and select Save.
Can I use different Admin Email Recipients for one course?
Yes. Open the course in the Course Editor, go to Settings → [Course Type] Owners and choose the required users or groups under Admin Email Recipients. These recipients replace the account-level defaults for that course.
What happens if a course has no Admin Email Recipients?
Cademy uses the account-level Admin Email Recipients. If the account-level list is also empty, all System Admins on the account receive the admin notifications.
Why did every System Admin receive an admin notification?
This happens when neither the course nor the account has Admin Email Recipients configured. Add account-level or course-level recipients if only selected people should receive future admin notifications.
For more information about user roles, permissions and access levels, see User Management: Admins, Course Owners, and Facilitators Explained.