Introduction
This guide is for System Admins managing company records in Cademy. An organisation stores company details. A Contact is a person and can be linked to one organisation at a time. Linking a Contact does not create a learner account or book a course.
Use organisations to keep company information, linked people and relevant training records together. Fields and their order can vary with your account’s configuration.
Find and create organisations
View all 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. To sort the list or choose columns: if the toolbar has a View button, open it and use its Sort and Columns sections; otherwise select Sort or Columns. The list shows All Organisations or the saved filter or view you selected.
Open the organisation. Its record has Contacts, Orders, Registrations, Private Courses, Tasks and Notes tabs.
If a record seems missing, check the search and the selected saved filter or view first. See Filter, Sort and Use Saved Filters for the steps on either toolbar.
Create a new organisation
In Organisations, select New Organisation, or Create New if your toolbar has that button instead.
In New Organisation, enter Organisation Name. Add the domains, tags, parent organisation, billing details and custom field values you need.
Use 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 creating an organisation with a domain already used by another organisation is rejected. Check the existing record instead of creating a duplicate.
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 Managing Private Dates on Cademy 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 and Request Payment for the full order steps.
View and edit organisation details
Open the organisation and locate 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 is not proof that an existing order or invoice has been updated. 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. An absent line can also mean the balance has not loaded. See Manage Credit Notes and Customer Credit for credit rules and actions.
Changing Domains to a domain used by another organisation can open Confirm organisation domain change. Merge Organisations is a merge, not a normal field edit. Cancel and check both companies and the merge limitations below before confirming.
Manage contacts within an organisation
Open the organisation’s Contacts tab. Use Search to find a person; select the search icon first if the field is hidden. If the toolbar has View, open it and use its Columns section to choose fields. Otherwise, select Columns.
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 remains limited to 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 reassigns that person; it does not add a second company membership.
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 is a separate Contact-deletion action. See Manage Contacts for editing, messaging and deletion details.
Assign or change an organisation from a Contact
Open Contacts, then the person’s full record.
Find Organisation and choose the correct company. Use the clear control if you intend to remove the link.
The selection or clear action saves automatically. Check the saved Organisation and the company’s Contacts tab.
Parent organisations and key contacts
Set a parent organisation
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; it is not a full company tree. A parent link does not combine the companies’ Contacts, orders, registrations or credit. Keep the parent relationship accurate; do not create a circular hierarchy.
Assign key-contact roles
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 initially selected; 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 reassigns their 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 is not confirmation that an invoice or email has been sent.
Review orders, registrations and private courses
The Enrollments tab has been replaced by two tabs, Orders and Registrations.
Orders: view 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: view registrations whose Contact is linked to the organisation. A registration records a person’s place or access on a course.
Private Courses: view course dates linked to this organisation. Use Upcoming Dates or Past Dates; open a date to inspect it.
The Orders and Registrations tabs each have their own search, filters, columns and saved filters or views, on the same kind of toolbar as the Organisations list. The selected saved filter or view can hide records; check it before concluding that a record is missing. Changing a Contact’s organisation can change which company’s list shows their records.
For booking creation and payment choices, see Create an Order and Request Payment. For registration-list controls, see Find and Manage Course Registrations.
Use Tasks and Notes
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.
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; use it only when intended and check Note deleted.
Enable automatic linking
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.
Enable Automatically link contacts to organisations by domain.
Enable Create organisations when auto-linking only if you want unmatched eligible domains to create company records automatically. These companies are initially named after their domain.
Select Save. Check Settings updated, then reopen the settings to verify 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 existing organisation link. A Contact already linked to a company is not moved by automatic linking. Turning the setting on alone should not be treated as a completed update of every existing Contact.
Manage ignored domains
Ignored Domains appears when automatic linking is enabled. Use it for domains that should not group people into a company.
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 system ignored-domain list. 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.
Customise organisation fields
Open Settings → Organisations → Manage Organisation Fields, or Settings → Fields → Organisations. Field definitions are managed on that Fields page; enter their values on each organisation record.
To add a field, select New Field, choose the field type, enter its label and required configuration, then select Save Field. Check the field list and an organisation record. To reorder a field, drag its handle and wait for Field layout saved. To edit a custom field, open it or use its menu → Edit..., make the changes and select Save Field. Reopen the field to check the result.
To delete a custom field, open its menu → Delete and follow the displayed confirmation. If forms use it, remove those uses first. Check the field list afterwards. System fields cannot be edited or deleted. Contact Support if you are unsure what a field change will mean for your existing information.
Import organisations in bulk
Open Settings → Imports → Organisations Import. Use the dialog’s View example file link, then follow Import Organisations for upload, field mapping, update choices and the final Import Data action. Review the imported and failed counts in Your Imports, and open representative records to check the results.
Importing is optional. It can help prepare existing company records, but check domains and update choices first: an import can change existing organisations and trigger linking. Only supported system and custom fields can be mapped.
Merge or delete an organisation
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. The merge process has no Undo option.
Open the organisation you intend to archive. Open the top-right ... menu (Organisation actions) and select Merge Duplicate.
In Merge into, select the company to keep. Check both identities and review the warning.
Continue only after the consequences have been checked. Select Merge Duplicate once. Check the success message and the retained organisation’s details and linked records.
The selected organisation remains. Populated custom fields on it remain; missing custom values can be filled from the archived company. Tags and domains combine, notes and linked course dates move, and Contacts are reassigned in the background. This does not establish that all 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. This does not cancel courses, orders or registrations.
Tips for reliable organisation records
Search before creating a company, and keep its domains accurate. Multiple domains can belong to one organisation.
Review the existing-company and automatic-creation options before enabling automatic linking.
Use the Contact’s Organisation value to check a person’s current company; do not assume billing details alone establish that link.
After a background operation, reopen the affected records before treating the result as complete.
Frequently asked questions
Are organisations visible to learners?
The management pages are for System Admins. Organisation questions can appear in customer-facing forms when configured; do not assume every company detail is hidden just because it is stored in an organisation record.
Does automatic linking update existing Contacts?
It can. Creating an organisation or changing its domains can link matching existing Contacts that have no organisation. Enabling the switch alone is not proof that every old Contact has been processed.
Can learners select their organisation at checkout?
This depends on the checkout form. When its organisation-name field and search option are enabled, it can offer an organisation selector. Creation and other field visibility are separate form options; check the form and customer preview before relying on them.
Can custom fields be added to organisations?
Yes. Use Settings → Fields → Organisations, or Manage Organisation Fields from Settings → Organisations. Field definitions and individual company values are separate.
Is importing organisations required?
No. You can create them manually. Importing is useful for an existing list, and optional automatic creation can create companies from eligible email domains.
Does Ignored Domains show every domain Cademy ignores?
No. It shows your account’s custom entries. Automatic linking also checks a separate system list. Contact Support if you need to confirm a particular domain.
Can one Contact belong to two organisations?
Not through the Contact’s Organisation link. Selecting another organisation replaces that link.
Why can I not see an order or registration here?
Check the correct tab, its search and its saved filter or view, and the Contact’s current organisation. These lists use the Contact association; 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. 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 such guarantee should be assumed. Review the field rules and ask Support about credit, tasks, billing details, hierarchy and connected records before merging.