What an Organisation Record Is
This guide is for System Admins who keep records of the companies they train or bill. In Cademy, a company record is called an organisation. A Contact is a person, and each Contact can be linked to one organisation at a time. Linking a Contact to an organisation does not create a learner account or book a course.
Use organisations to keep a client company's details, its staff, its parent company and its training records together. Fields and their order can vary with your account's configuration.
Find or Create a Company Record (Organisation)
View All Your Organisations
Open the Admin dashboard and select Organisations. If it is hidden, check More or open Organisations directly.
Use Search or Filter to find the record. Select View for Sort and Columns. The dropdown above the list shows All Organisations or the selected saved view.
Open the organisation. Its record has Contacts, Orders, Registrations, Private Courses, Tasks and Notes tabs.
If a record seems missing, check Search, the selected view and filter chips first. See Find Records with Filters and Saved Views for the list controls.
Create a New Organisation
In Organisations, select New Organisation.
In New Organisation, enter Organisation Name. Add the domains, tags, parent organisation, billing details and custom field values you need.
Enter company domains such as example.com, separated by commas when adding more than one. Domains are optional. Do not enter a person's full email address.
Select Create Organisation. Check for Organisation created, then find and reopen the company to check its details.
An organisation name is required. Names do not have to be unique, but Cademy rejects a new organisation with a domain another organisation already uses. Check the existing record instead of creating a duplicate.
Add Companies to the Company Dropdown at Checkout
The company (organisation) field on a checkout form searches your organisation records. To make a company available there, create its organisation record, as above, or import a list of companies (see Import Companies (Organisations) from a CSV or Excel File). There is no separate list of dropdown options to maintain. If your form's company question is a Dropdown field you created yourself, its options are edited in that field's settings, not in organisation records; see Create Custom Contact Fields for Your Forms.
The search is controlled by the checkout form's Organisation Section:
Open Forms, select the checkout form and open Form Editor. Find Organisation Section. If the form has none, select Add Organisation Section.
Open the section's ... menu and select Section Settings….
Check that Allow Organisation Search is on. It lets customers see and select existing organisations. Allow Creating New Organisations lets customers add a company that is not in your records yet.
Save the settings and the form.
Customers type at least two letters of the company name to see matches, and up to 10 matching organisations are listed. The field never shows your full list of companies. See Create a Checkout Form (Booking or Registration Form) for the rest of the form settings.
Create an Organisation While Editing a Private Course Date
You can create an organisation from a private course date: in the date's Linked Organisation dropdown, select Create Organisation, clearing any search text first if that option is hidden. Creating the organisation saves that company immediately, even if you later leave the date without saving. See Offer a Private Course Date for One Group or Company for the full steps and what you need.
Create an Organisation While Creating an Order
In a new order, choose an Order Contact, then select Organisation beside Billed To. Open the organisation dropdown below it and select Create Organisation, clearing any search text first if that option is hidden. In New Organisation, enter Organisation Name and the billing details you need, then select Create Organisation. The new organisation is selected for the order you are still preparing. Creating it saves the company immediately but does not create the order. Check the billing details before you create the order. See Create an Order to Book a Customer Onto a Course for the full order steps.
View and Edit a Company's Details (Billing Email, Address and VAT)
Open the organisation and find the field in the details column.
Change a text field, then click outside it to save. Address and multi-selection popups save when closed. A dropdown, switch or tag selection saves when changed.
Wait for Organisation updated. Reopen or refresh the record and check the value. If an error appears, resolve it before relying on the change.
Billing Email, Billing Address and VAT Number describe the company. Changing them does not update an existing order or invoice. Check the relevant billing document separately.
If a Credit: line is shown near the top of the details column, expand it to see the organisation's credit notes. Selecting a note opens its credit-note view. This is the organisation's own credit, not the combined credit of its Contacts or subsidiaries. The line only appears when the organisation has unused credit. It is also hidden while the balance is loading. See Manage Credit Notes and Customer Credit for credit rules and actions.
If you change Domains to a domain another organisation uses, Cademy can open Confirm organisation domain change. Merge Organisations there is a merge, not a normal field edit. Cancel and check both companies and the merge rules below before confirming.
Link Contacts to a Company (Organisation Contacts Tab)
Open the organisation's Contacts tab. Use Search to find a person. Select the search icon first if the field is hidden. Select View → Columns to choose the fields shown.
If you need an export, select Export, or choose the export item under More Actions if it is hidden on the toolbar. If a filter or a view is applied, check it when a Contact seems missing. Changing the filter or view does not remove the organisation's scope: this table only lists Contacts linked to that organisation.
Select Add Contact. Search for and select an existing Contact, or use the option to create a new Contact and complete its details.
Check that the person belongs to this company, then select Add Contact in the dialog.
Check the person appears in the organisation's Contacts list and reopen the Contact to confirm its Organisation.
A Contact has one organisation link. Adding a Contact already linked to another organisation moves that person to this one. It does not add a second company.
The Contact row's ... menu includes Quick Edit..., View Contact, Email..., Remove from Org and Delete. Use Remove from Org to remove only the company link, then check the list. Delete deletes the Contact, which is a separate action. See Manage Customer and Learner Records (Contacts) for editing, messaging and deletion details.
Assign or Change a Contact's Organisation From Their Contact Record
Open Contacts, then the person's full record.
Find Organisation and choose the correct company. Use the clear control if you want to remove the link.
The selection or clear action saves automatically. Check the saved Organisation and the company's Contacts tab.
Parent Companies and Key Contacts
Group Client Companies Under a Parent Company (Parent Organisation)
Use a parent organisation when several client companies belong to one group, for example a head office and its branches.
Open the subsidiary's organisation record.
In Parent Organisation, search for and select its parent. Use the clear control to remove the parent link.
Check Organisation updated. The parent appears as a link above the subsidiary's name. Open it to review its Subsidiaries section.
Subsidiaries lists direct children only. It is not a full company tree. A parent link does not combine the companies' Contacts, orders, registrations or credit, so open each company's own tabs to see its records. Keep the parent relationship accurate and do not create a circular hierarchy.
Group-Level Oversight of Client Companies With Separate Company Admins
For a group of client companies, link each company to its parent organisation, as above, and open each company's tabs to see its people and bookings. Organisation records, parent links and key contact roles are for your team in Admin. They do not give anyone at the client company a login or a company dashboard. A person who booked places for colleagues can check those people's progress, attendance and certificates from their own account, for their own bookings only. See Manage the People on a Course You Booked.
Make Someone a Company's Key Contact or Billing Contact
A company's Key Contact is its main point of contact. A Billing Contact receives invoices and handles payment queries.
In Key Contacts, select the plus icon (Add key contact) or Add a Key Contact.
In Add Contact Role, choose an existing Contact or complete the new-contact option.
Select Key Contact, Billing Contact, or both. Key Contact is selected at first, so review the choices each time.
Select Assign Role. Check Key contact added and the person's role badges.
Assigning roles to a person linked to another organisation moves them to this organisation. The selected roles replace that person's previous roles for this company, so select both if both should remain. More than one person can hold the same role.
To remove a person from Key Contacts, use the removal control on their card and confirm Remove. Check Contact removed from key contacts. This removes their roles, not their company link. A Billing Contact badge alone does not mean an invoice or email has been sent.
Update a Contact's Role to Booker (Key Contact or Order Contact)
Cademy has no Booker role on a Contact or an organisation. For a company, use the Key Contact role above to mark the person who usually books. On a booking, the person who booked is the order's Order Contact, shown as Primary on the order. To change it, open the order, open the ... menu on the Order Contact card and select Change Primary Contact. In Change booker, choose the New booker and select Change booker. A cancelled order has no Change Primary Contact option.
See a Company's Orders, Registrations and Private Courses
Use each tab for its own type of record.
Orders: orders whose Contact is linked to this organisation. An order records the booking or purchase. This is not a list of every invoice billed directly to the company.
Registrations: registrations whose Contact is linked to the organisation. A registration records a person's place or access on a course.
Private Courses: course dates linked to this organisation. Choose the Upcoming or Past view from the dropdown above the list, then open a date to inspect it.
The Contacts, Orders and Registrations tabs each have their own Search, filters, columns and saved views. The selected view can hide records, so check it before deciding that a record is missing. The organisation's scope stays in place whichever view you choose. Changing a Contact's organisation changes which company's list shows their records.
For booking creation and payment choices, see Create an Order to Book a Customer Onto a Course. For registration-list controls, see Find Who Is Booked on a Course (Registrations).
Add Tasks and Notes to an Organisation
Open Tasks to see tasks linked to this organisation. Select Add Task, enter a Task title, check the organisation link and other details, then select Save. Check the task in the list. See Create and Manage Follow-up Tasks for assignments, views and reusable task sets.
The Tasks tab has its own views and filters for tasks linked to this organisation. Saving a view here does not turn it into an account-wide task list. For a personal shortcut to this organisation, select its breadcrumb star. To return to a particular tab and saved view, use that view's Add to Favourites action. See Pin Records and Saved Views to Your Sidebar (Favourites).
Open Notes, enter text in Add note..., then select Add Note. Check for Note created and the new note. Open an existing note to edit it, then select Save Note and check Note updated. Delete Note removes that note immediately, so use it only when intended and check Note deleted.
Link Contacts to Companies Automatically by Email Domain
Automatic linking compares a Contact's email domain with an organisation's Domains. For example, an eligible unlinked Contact using alex@example.com can be linked to the organisation with example.com.
Open Settings → Organisations.
Turn on Automatically link contacts to organisations by domain.
Turn on Create organisations when auto-linking only if you want unmatched eligible domains to create company records automatically. These companies are named after their domain at first.
Select Save. Check Settings updated, then reopen the settings to check the switches.
Creating an organisation or changing its domains can also link existing, unlinked Contacts with matching emails. Creating a Contact or changing their email address can also trigger automatic linking. Matching uses domains that are not ignored, and the Contact must have no organisation link yet. A Contact already linked to a company is not moved by automatic linking. Turning the setting on does not by itself update every existing Contact.
Stop a Domain From Linking People to a Company (Ignored Domains)
Ignored Domains appears when automatic linking is on. Use it for domains that should not group people into a company, such as a shared email provider.
In Settings → Organisations, go to Ignored Domains.
Enter the domain, such as example.net, and select Add Domain. This saves separately from the automatic-linking Save button.
Check Domain added and the new row. To remove a custom ignored domain, use its bin icon, then check Domain removed.
Cademy also checks its own system list of ignored domains. The custom list shown here does not include those entries, so No ignored domains yet does not mean nothing is excluded. Ask Support if you need to confirm whether a particular domain is ignored. Adding an ignored domain does not remove links already made.
Add Custom Fields to Organisations
To add your own fields to company records, or edit, reorder or delete them, see Create Company Fields for Organisation Records.
Import Organisations in Bulk From a File
To create or update many company records from a spreadsheet, see Import Companies (Organisations) from a CSV or Excel File.
Merge Duplicate Organisations or Delete One
Before merging, compare both organisations and check the information you need to keep. Contacts, notes, domains and custom fields follow the rules below. Contact Support if you need to confirm what happens to credit, tasks, billing details or company relationships. A merge cannot be undone.
Open the organisation you want to archive. Open the top-right ... menu (Organisation actions) and select Merge Duplicate.
In Merge into, select the company to keep. Check both companies and review the warning.
Continue only after you have checked what will happen. Select Merge Duplicate once. Check the success message and the kept organisation's details and linked records.
The selected organisation remains. Its filled-in custom fields stay, and empty custom fields can be filled from the archived company. Tags and domains combine, notes and linked course dates move, and Contacts are reassigned in the background. Do not assume billing details, tasks, credit or connected systems are combined. If the action fails or records are missing, stop and ask Support before retrying.
To delete instead, open Organisation actions → Delete Organisation, read the warning, then select Delete only when intended. Check Organisation deleted and the list. Contacts themselves are not deleted: their company links are removed, and subsidiaries lose that parent link. Deleting an organisation does not cancel courses, orders or registrations.
Tips for Keeping Company Records Accurate
Search before creating a company, and keep its domains accurate. One organisation can have several domains.
Review the automatic-creation option before turning on automatic linking.
Use the Contact's Organisation value to check a person's current company. Billing details alone do not show that link.
After a background operation, such as a merge, reopen the affected records before treating the result as complete.
Frequently Asked Questions
Can customers or learners see organisation records?
Not in Admin: the organisation pages are for your team. A checkout form's Organisation Section can show a company's details to the customer, and with Pre-Populate on it fills them in for a Contact already linked to that company. Do not store details there that customers must never see.
Can one Contact belong to two organisations?
No. A Contact has one Organisation link. Selecting another organisation replaces it.
Does automatic linking update existing Contacts?
Partly. Creating an organisation or changing its domains can link matching existing Contacts that have no organisation. Turning the switch on alone does not process every old Contact.
Do I have to import organisations?
No. You can create them one by one. Importing helps when you already have a list, and automatic creation can create companies from eligible email domains.
Does Ignored Domains show every domain Cademy ignores?
No. It shows your account's own entries. Automatic linking also checks a separate system list. Contact Support if you need to confirm a particular domain.
Why can I not see an order or registration on the organisation?
Check the correct tab, its search, its view and filter chips, and the Contact's current organisation. These lists use the Contact's organisation link. They are not simply all records billed to the company.
Does removing a Contact from an organisation delete the person?
No. Remove from Org removes the company link only. Delete is a different action.
Does deleting an organisation delete its Contacts?
No. The Contacts remain, with their organisation links removed. Review other linked history before deleting.
Does a merge combine everything?
No. Review the field rules above and ask Support about credit, tasks, billing details, company hierarchy and connected records before merging.