This guide is for System Admins who choose which automatic emails trainers, instructors and other facilitators get about the course dates they run, and whether those emails include calendar invitations for Outlook, Google Calendar or another calendar app.
Facilitators / Owners are the people or groups assigned to a course, a course date or a block of dates. They get the facilitator emails in this guide. The emails your team gets when someone books, pays, cancels or sends a message go to Admin Email Recipients instead: see Choose Who Gets New Booking Notification Emails.
Turn Facilitator Email Notifications and Calendar Invites On or Off
Use these settings to manage automatic facilitator emails and their calendar invitations. They apply across your whole course provider account, not to one course or one person. You need the System Admin role to change them.
In the Admin dashboard, open Settings, then User Management.
Find Facilitator Emails. The 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.
Assignment & Date Update Emails
Emails when a facilitator is assigned to or removed from a course date, when supported date details change and when a date is deleted. This is not a switch for every edit made to a course.
Default: On.24-Hour Reminder Emails
The reminder each assigned facilitator gets around one day before each course date starts. It is separate from assignment and update emails.
Default: On.Calendar Invites
The calendar invitation attached to those facilitator emails. It does not send an email on its own.
Default: On.One Invite Per Block
Send facilitators assigned to the block one calendar event covering the whole block. Available when Calendar Invites is on.
Default: Off.
These are the defaults for an account with no saved settings. These switches do not control emails to customers or participants, booking notifications to Admin Email Recipients, quiz submission notifications or course forum digests. For a course's automatic confirmation, reminder and follow-up emails to participants, see Set Up Automatic Confirmation and Reminder Emails.
The screenshot shows the default settings. Your account may have different settings saved.
What Happens After You Turn Facilitator Emails Off or On
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.
Turn Off Session Reminder Emails for Trainers and Course Owners
The 24-hour facilitator reminder goes to the facilitators assigned to each course date, around one day before that date starts. A trainer or course owner who runs a session every day therefore gets one reminder email per session. Participants' own reminders are separate course settings. To disable this upcoming course reminder email for trainers and course owners:
Open Settings > User Management and find Facilitator Emails.
Turn off 24-Hour Reminder Emails. Leave Assignment & Date Update Emails on if your trainers still need to hear about assignments and date changes.
Select Save in the Facilitator Emails section and reopen the page to check the switch.
This switch stops the reminder for every facilitator, course owner and System Admin assigned to course dates in your account. There is no setting that stops it for one person or one course only. To stop one person getting it for one date, give that date its own Facilitators / owners selection without them; a date's own selection is used before the block's and the course's. This can also change what they can see and do on that date. Facilitator reminders are not sent for dates of a course that is not published.
Manage Calendar Invitations in Facilitator Emails
When Calendar Invites is on, Cademy can attach a calendar invitation to facilitator emails that are sent. Some calendar apps add dates automatically, depending on the recipient’s settings. When removing a facilitator or deleting a date triggers an email, it can include a calendar cancellation if Calendar Invites is on and the date times are valid.
Turn Off Calendar Invitations in Facilitator Emails
To stop the invitations but keep the emails, turn off Calendar Invites in Settings > User Management > Facilitator Emails and select Save. Dates already in a calendar stay there until the recipient removes them.
Use One Calendar Event Per Block for Facilitators
Use One Invite Per Block when several sessions overlap and the same facilitator needs one event covering the whole block. Leave it off for separate teaching dates that facilitators need to see individually. This setting applies across your account.
Open Settings > User Management and find Facilitator Emails.
Make sure Calendar Invites is on, then turn on One Invite Per Block.
Select Save. Reopen the page to check that the switch stayed on.
When Cademy sends a matching facilitator email, someone assigned to the whole block gets one calendar event covering its full time range. This includes a course-level facilitator when their assignment applies to the block. Someone assigned only to an individual session still gets that session’s event. A standalone course date still has its own event.
This changes the calendar events attached to facilitator emails. The assignment, update and reminder settings still control which emails go out, while the reminder schedule stays the same. With Calendar Invites on, one assignment, removal or update email can cover matching sessions. A single-session edit or differences in changes, recipients or key contacts can still produce separate emails. Switching between block and session invites does not remove events already added to a calendar. If old entries are in the way, the facilitator can remove them in their calendar app.
If you’re deleting a block, see Cancel or Delete a Course Date or Block for what to check afterwards.
Why Do I See Two Google Calendar Events for One Course Date?
Calendar Sync is a separate feature that adds course dates to a connected Google or Outlook calendar and can invite chosen people to every date. If a course uses Calendar Sync and the same person also gets facilitator calendar invitations, check both and turn off the one you do not need. Calendar Sync is set in the course's Settings > Calendar Sync; see Sync Course Sessions with Google or Outlook Calendar.
Who Sends Facilitator Invites and Calendar Sync Invitations
Cademy can attach calendar invitations to facilitator assignment, update and reminder emails when Calendar Invites and the matching email setting are on. Calendar Sync invitations are sent by Google Calendar or Outlook instead. To stop facilitator invitations, turn off Calendar Invites as described above.
Assign Trainers or Facilitators to Receive Course Date Emails
Facilitator emails go to the people or groups selected as Facilitators / owners on a course, a course date or a block. An assignment also gives the person access to that course or date, so use it for the people who deliver it. The full steps are in Assign a Facilitator to a Course or Course Date.
To add a trainer who is not yet a team member, type their email address in Facilitators / owners and select Invite <email> as a Facilitator. Cademy sends the invitation straight away and adds them to the field; the assignment is saved when you save the course or date. A user group is a saved set of team members; a group's members who still have access to your account get its emails, and an empty group supplies no recipients. For invitations and roles, see Invite a Team Member or Facilitator and What Can a Facilitator, Course Owner or System Admin Do?.
Assign Facilitators / Owners to a Whole Course
Follow Assign a Facilitator to a Course or Course Date. A course assignment supplies reminder recipients for dates with no assignment of their own, but not every date-change email, as explained below.
Assign Facilitators / Owners to One Course Date
Change the Facilitators / Owners of a Block of Dates
Follow Assign a Facilitator to a Course or Course Date. The block editor opens from the pencil on the block's row. Select Change Default Settings, Spaces, Location or Price to show Facilitators / owners and Visibility.
Important: When you change Facilitators / owners in the block editor and select Save Dates, Cademy saves the selection on the block and on every date in it. A date that had its own facilitator gets the block's selection, and its emails go to the block's people. Set any date that needs a different trainer again afterwards with its own pencil (Edit occurrence). Saving the block without changing this field leaves each date as it is. The Visibility field in this editor shows Public when it opens, even for a private block. Cademy keeps each date's saved visibility unless you change this field. If you change it, the new visibility is saved on the block and every date in it, and choosing Public removes their Linked Organisation and Key Contact.
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.
Set a Different Facilitator and Joining Link for Each Course Date
You can run one course with a different trainer on each date. Assign each date to the trainer who runs it, using Assign a Facilitator to a Course or Course Date. Each trainer can receive reminders and update emails for their own dates when the matching email settings are on. For calendar attachments, also leave Calendar Invites on.
For an online or hybrid date, the facilitator emails and individual session invite show the date's own joining link, such as the trainer's Zoom link, or the course's link if the date has none. A whole-block calendar event uses the block’s joining details. Set each date's joining link as described in Set the Course Venue or Online Joining Link.
Who Gets Facilitator Reminders and Date Change Emails
Who Gets the 24-Hour Facilitator Reminder and When
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. Dates of a course that is not published get no facilitator reminder.
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.
Who Gets Facilitator Assignment and Course Date Update Emails
Assignment and removal notifications go to 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 session update recipients. If editing a session changes the block’s start or end time, Cademy can send the block’s facilitators a separate update for the block.
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.
Who Is Emailed When a Course Date Is Deleted
When a deletion succeeds and Assignment & Date Update Emails is on, 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.
When you delete an entire block with Calendar Invites on, one block email can cover matching cancellations for the same facilitator and include cancellations for the block event and its session events. A session can still send a separate email if it has a different recipient or its own key contact that differs from the block's. If Calendar Invites is off, facilitators can receive separate cancellation emails without attachments.
If a facilitator received the block invite through their course assignment and has no separate assignment on the block, deleting the block can leave its event in their calendar.
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 booking notifications to Admin Email Recipients. For the access and assignment effects of archiving a person, see Remove a Team Member’s Access (Archive a User). Archiving does not undo emails already sent.
Add Staff-Only Venue Instructions to Facilitator Emails (Private / Internal Note)
Saved locations have a Public note for information shown to participants and a Private / internal note for staff information. Use Set the Course Venue or Online Joining Link to create or edit a saved location.
For in-person or hybrid dates, facilitator emails show 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 include 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.
Related Guide for New Booking Notification Emails
Choosing who is emailed when someone books, registers, pays or sends a message is explained in Choose Who Gets New Booking Notification Emails.
Account-Wide Booking Email Instructions in the Booking Guide
Course-Specific Booking Email Instructions in the Booking Guide
List of Admin Notification Emails in the Booking Guide
Troubleshoot Missing Facilitator Emails
For a missing new booking notification, see Choose Who Gets New Booking Notification Emails. For a missing facilitator reminder, assignment or update email:
Check the matching switch in Settings > User Management > Facilitator Emails and the recipient rules above.
For a reminder, check that the course is published and 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, 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 Find Sent Emails and Check Delivery Status for the history's coverage and status meanings. To send a recorded email again, see Resend a Booking Confirmation or Other Sent Email. Do not resend repeatedly without checking the recorded recipient and result.
Frequently Asked Questions
Can I Assign a Group as Facilitators Instead of Selecting People One by One?
Yes. Check the group's members. An empty group does not supply recipients or automatically redirect its emails to another group.
Can I stop facilitator calendar invitations but keep facilitator 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 facilitator reminders while stopping assignment and date update emails?
Yes. Leave 24-Hour Reminder Emails on, turn off Assignment & Date Update Emails and save. The two switches are independent.
Will Turning Facilitator Emails Back On Send Missed Notifications?
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 From Facilitator Emails?
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 Facilitator Email Settings Affect Participant, Quiz, Forum or Booking Notifications?
No. The Facilitator Emails switches only control the course-date notifications described here. Other email settings and sending restrictions still apply.