This article explains how to use Orders / eLearning Students Import in Cademy. It covers how to upload a file, map fields, control updates to existing contacts, map order details, and review the import results.
Step-by-Step Instructions
The steps below describe the full process for importing orders or eLearning students using a CSV or Excel file.
1. Open Orders / eLearning Students Import
Option A: From Settings
Open the admin dashboard: https://admin.cademy.io
Go to Settings.
Select Imports.
Select Orders / eLearning Students Import.
Option B: From a course dashboard
Available for On-demand online course type.
Open the course dashboard.
Select Import & Export.
Select Import.
2. Download the example file (optional)
In the Import Orders / eLearning Students 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/1SVFjIFb9i1amgIOYLh6qMDpvbJAUgi8CTiGtanSQQ9c/edit?usp=sharing
3. Upload your file
Return to the import modal.
Drag and drop your file into the upload area or select Select file.
When the file uploads, select Next.
4. Map contacts
You will now map the contact information included in your file.
What mapping means
Mapping connects each column in your spreadsheet to the correct Cademy field.
For example, your CSV might have a column called “Email Address”, which you would map to the Cademy field “Email”.
How to map
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.
Leave unused fields set to Do not import.
Common contact fields available for mapping include:
Address: City
Address: Country
Address: Postcode
Address: Street
Cademy ID
Created date
Deanery number
Email
First Name
Last Name
Marketing Consent
Organisation
Phone
Tags
When all required fields are confirmed, select Next.
5. Update options
In the Import Orders / eLearning Students step, choose whether to enable:
Update existing Contact
Updates matching contacts with information from your spreadsheet.
Select Continue.
6. Map order fields
Configure the order-specific fields.
Available fields:
Course (required)
Created date
Currency
Payment Status
Send Confirmation
Spaces
Total Paid / Cost
If you want order notification emails to be sent during the import, set Send Confirmation accordingly.
If you prefer to send notifications later, you can do so from the course dashboard.
When mapping is complete, select Import.
7. Monitor status and review results
After starting the import, the status will show as PROCESSING in the Your Imports list.
When processing is finished, the status will change to one of the following:
PROCESSED
FAILED
You will receive an email when the import is complete.
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 imported records.
Select the Failed number to review rows that did not import.
Use the eye icon to open a specific record.
Important Notes
Note: If any values in your CSV don’t match Cademy’s required formats (for example, invalid payment status or non-numeric spaces), those rows will fail to import, and you will receive a summary email detailing the errors.
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 row, such as Currency or Spaces.
Use Cademy ID if syncing with an external system.
Test the process with a small file first.
Keep a backup copy of your file before importing.
Frequently Asked Questions (FAQs)
Q: Which fields are required when importing orders?
A: Course is required for every row.
Q: Can imports update existing contacts?
A: Yes. If Update existing Contact is enabled, Cademy will update matching contacts with the new information.
Q: What file types are supported?
A: CSV and Excel files.
Q: How can I see which rows failed to import?
A: Open Settings > Imports, find the import entry, and select the Failed number.
Q: Will I be notified when the import finishes?
A: Yes. An email is sent when the import completes.