This article explains how to use Course Dates Import in Cademy. It covers how to upload a file, map fields, control updates to existing course dates, and review the import results.
Step-by-Step Instructions
The steps below describe the full process for importing course dates using a CSV or Excel file.
1. Open Course Dates Import
Open the admin dashboard: https://admin.cademy.io
Go to Settings.
Select Imports.
Select Course Dates Import.
2. Download the example file (optional)
In the Import occurrences modal, select the link to view the example file.
Review the column structure.
Make a copy of the template or download it as CSV or Excel.
Example template:
https://docs.google.com/spreadsheets/d/1Hb8NNdLuxwPyKNhG9uJyeiBgdtaGVYsvJYSZcbffQA4/edit?usp=sharing
3. Upload your file
Return to Settings > Imports > Course Dates Import.
Drag and drop your file into the upload area or select Select file.
After the file uploads, select Next.
4. Configure your import (field mapping)
Review the list of Cademy fields in the Configure your import step.
For each field, choose a Value Source:
CSV column
Fixed value
Do not import
If you choose CSV column, select the correct File column from the dropdown.
Ensure all required fields have a value source:
Course
Starts at
Ends at
Leave unused fields set to Do not import.
When all required mappings are complete, select Next.
Common fields available for mapping include:
Available spaces
Cademy Occurrence ID
City
Country
Course
Delivery
Ends at
External Occurrence Ref
Join URL
Location Name
Offer 1 Name / Offer 1 Price
Offer 2 Name / Offer 2 Price
Offer 3 Name / Offer 3 Price
Offer 4 Name / Offer 4 Price
Owner
Postcode
Spaces
Spaces used
Starts at
Street
Timezone
Visibility
5. Choose update options and run the import
Review the Import occurrences confirmation screen.
Check the number of records shown.
Decide whether to enable Update existing occurrences.
Review the deduplication logic message.
Select Import Data to start the import.
Deduplication logic used when Update existing occurrences is enabled:
First, match by Cademy Occurrence ID (if mapped).
If not found, match by External Occurrence Ref (if mapped).
If still not found, match by Course, Start Date, and End Date.
If no existing occurrence is found, create a new occurrence.
6. Monitor status and review results
After starting the import:
Status shows PROCESSING.
When finished, it changes to PROCESSED.
If some data does not meet the required format, the import may show FAILED.
You will receive an email when the import completes.
In the Your Imports table, review:
Type
Date
Imported count
Failed count
Source
Status (PROCESSING, PROCESSED, or FAILED)
You can:
Select the Imported number to see successful rows.
Select the Failed number to review rows that did not import.
Use the eye icon to open any specific imported or failed record.
Pro Tips & Notes
Match column names in your spreadsheet to Cademy field names to benefit from automatic mapping.
Use Fixed value for fields that should be the same for every course date, such as Delivery or Timezone.
Use External Occurrence Ref to keep alignment with an external system.
Test the process with a small file first, then run a larger import once satisfied.
Keep a backup copy of the original file before importing.
Frequently Asked Questions (FAQs)
Q: Which fields are required when importing course dates?
A: Course, Starts at, and Ends at are required for every row.
Q: Can course date imports update existing occurrences?
A: Yes. If Update existing occurrences is enabled, Cademy will match using Cademy Occurrence ID, then External Occurrence Ref, then Course with Start Date and End Date.
Q: What happens if Update existing occurrences is turned off?
A: The import will create new course dates for every row, regardless of existing data.
Q: What file types are supported for course date import?
A: CSV and Excel files are supported.
Q: How can I see which rows failed to import?
A: Open Settings > Imports, find the import in the Your Imports table, and select the Failed number to see the records that did not import.
Q: Will I be notified when the import finishes?
A: Yes. An email is sent to the account running the import when processing is complete.