Introduction
This article explains how notifications are distributed to Facilitators / Course Owners and Admin Email Recipients in Cademy.
These systems ensure that both teaching staff and administrative teams receive the right information at the right time.
Facilitators / Course Owners receive notifications related to course delivery and learner engagement.
Admin Email Recipients receive administrative notifications about bookings, payments, and enquiries.
Step-by-Step Instructions
The following steps explain how to configure Facilitators / Course Owners and Admin Email Recipients across your courses and account.
Setting Course Facilitators / Owners
To assign users or groups responsible for facilitating or teaching a course:
Navigate to Course Editor → Settings → Course Owners → Private Tuition Facilitators / Owners.
Use the dropdown to select the users or groups who will facilitate this course.
Click Save to confirm your changes.
Note: Facilitators / Course Owners are set per course. Different courses can have different instructors or teaching teams.
Setting Admin Email Recipients (Account-Level Defaults)
To define default recipients for all administrative notifications:
Go to Settings → User Management → Admin Email Recipients.
Select the users or groups who should receive administrative notifications by default.
Click Save.
Benefits of account-level defaults:
Apply to all courses automatically
Maintain consistency across your organization
Automatically used for new courses
Setting Admin Email Recipients (Course-Level Overrides)
To specify custom admin recipients for a specific course:
Navigate to Course Editor → Settings → Course Owners → Admin Email Recipients.
Add or remove recipients specific to this course.
Click Save.
Important: Course-level recipients completely replace account-level defaults for that course only.
Default Behavior When No Admin Email Recipients Are Set
If no Admin Email Recipients are defined at either level, all users with the Admin role on the account will automatically receive administrative notifications.
While this prevents missed alerts, it is recommended to explicitly define recipients to avoid unnecessary notifications.
Notification Triggers
Cademy sends different types of notifications depending on the user’s role and assignment level.
Admin Notifications (Account and Course-Level)
Admin Email Recipients receive business and administrative alerts, including:
Booking confirmations
Booking cancellations
Waitlist notifications
Payment and refund alerts
Overdue payment reminders
Course enquiries submitted by learners
These notifications are only sent to users or groups listed under Admin Email Recipients.
If course-level recipients are set, they override the account defaults.
Facilitator / Course Owner Notifications
Facilitators / Course Owners receive operational notifications related to teaching and course management:
Quiz submission alerts
Forum digests and course communication updates
Learner activity within assigned courses
Date-level notifications (if assigned at a specific date)
Date-Level Notifications:
When a user is assigned as a Facilitator or Course Owner for a specific date, they will also receive notifications for:
Date or schedule changes
Location or delivery method updates
Online meeting link changes
This allows date-specific staff (such as substitute instructors) to receive only the updates relevant to their sessions.
Fallback Notification Rules
If specific recipients are not defined, Cademy applies fallback logic to prevent missed notifications:
Situation | Who Receives the Notification |
Course-level Admin Email Recipients are empty and account-level Admin Email Recipients are set | The account-level Admin Email Recipients receive admin notifications. |
Course-level Admin Email Recipients are empty and account-level Admin Email Recipients are also empty | All users with the Admin role receive admin notifications. |
No Facilitators / Course Owners are assigned to the course | All users with the Admin role receive admin notifications. |
No date-level Facilitator (or date-level Owner) is assigned to a specific date | The course-level Facilitator / Course Owner receives notifications for that date. |
These fallback rules ensure that critical notifications - including bookings, payments, and schedule updates - are delivered to someone with the appropriate access.
For user roles, permissions, and access levels, see
Frequently Asked Questions (FAQs)
Who should be added as Facilitators / Course Owners?
Add instructors, teaching assistants, or anyone involved in course delivery. Avoid adding office staff or administrators.
Who should be added as Admin Email Recipients?
Include administrative or operations team members - for example, office managers, booking coordinators, or business owners.
What’s the difference between Facilitators / Course Owners and Admin Email Recipients?
Facilitators / Course Owners handle course delivery and learner communication.
Admin Email Recipients handle business and financial notifications such as bookings and payments.
Do date-level notifications still exist?
Yes. Facilitators / Course Owners assigned to specific course dates continue to receive notifications about schedule, location, and delivery method changes for those dates.
What happens if both course-level and account-level Admin Email Recipients are empty?
All users with the Admin role receive admin notifications.
Who receives notifications if a date has no assigned Facilitator?
If a specific date has no Facilitator, notifications for that date are sent to the course-level Facilitator / Course Owner.
What notifications do Facilitators receive?
Facilitators receive operational alerts, including:
Quiz submission alerts
Forum digests
What notifications do Admin Email Recipients receive?
Admin Email Recipients receive administrative notifications, including:
Booking confirmations and cancellations
Waitlist alerts
Course enquiries
Payment and refund notifications
Overdue payment reminders
Can both Facilitators and Admin Email Recipients be groups?
Yes. Both roles support individual users or user groups.