This guide is for course providers and admins. Registration fields are booking questions whose answers belong to one person’s course place, such as their t-shirt size, dietary requirements, proof of eligibility or emergency contact for that course. These answers can differ between separate bookings. Use this guide to create the questions, add them to checkout and manage the answers in the Admin dashboard.
Registration Fields vs Contact Fields (Ask Each Attendee About Dietary Requirements)
The Fields page in Settings has a tab for each kind of field. Registration fields and contact fields often appear together on the same checkout form, but store their answers in different places:
Contact fields store information about the person. One answer is saved on the contact record and shared across all of that person’s bookings.
Registration fields store information about a person’s course place. The answer is saved on the Registration, rather than as a shared contact field.
For example, a contact’s phone number is the same whichever course they book, so it is a contact field. Their t-shirt size or emergency contact for a course can differ from booking to booking, so those are Registration fields. To ask each attendee about dietary requirements, use a Registration field when you want a fresh answer for every booking, or a contact field when one saved answer per person is enough. When you collect details of all participants, each attendee answers the question on their own form.
For more about contact fields, see Create Custom Contact Fields for Your Forms.
Who Can Use Registration Fields
Registration fields are available on every plan. Access to their settings and answers depends on your role.
Managing fields under Settings > Fields and forms under Forms requires the Course Owner or System Admin role. Facilitators cannot manage fields or forms.
Course Owners and facilitators can open the Registration side sheet and view and edit Registration field values there.
Customers and learners answer the fields on their booking forms. After booking, an attending order owner or guest can reopen their own available details from the course page.
Create a Registration Field
You need the Course Owner or System Admin role.
Open Settings, then Fields.
Select the Registrations tab.
Select New Field and choose the field type.
Enter its Label and any other settings it needs. For a choice field, add at least one choice under Items.
Select Save Field.
The Registrations tab of Fields, with the New Field button.
Cademy shows Field created, and the field is listed on the Registrations tab. Creating it does not put it on checkout: add it to the checkout form used by the course, as described below.
Registration Field Types You Can Choose
Text, Text Area, Date, Number, True/False (Boolean), Telephone, Email, Website, File Upload, Address, Multiple Choice Checkboxes, Single Choice Options, Dropdown and Statement.
Registration Field Settings
Label: shown to customers on public forms.
Internal Field Name: used in admin tables and exports. If left blank, the public label is used instead.
Description and Placeholder text.
Items: the choices for Dropdown, Single Choice Options and Multiple Choice Checkboxes fields. These fields must have at least one value in the Items field. For example, a T-Shirt Size dropdown with the items S, M, L and XL.
Registration fields do not have an Allow Autocomplete option. Answers are never autofilled from previous bookings or saved contact details, because a separate booking asks for its own answers.
File Upload Field Settings
Max files: between 1 and 10. The default is 1.
Max file size (MB): up to 50MB per file. The default is 10MB.
The total upload size for a field cannot exceed 100MB. For example, use 10 files at 10MB each or 2 files at 50MB each.
Accepted file types: exact file types, wildcard types such as image/*, or extensions such as .pdf. If no accepted file types are set, any file type is allowed.
Organise Registration Fields Into Sections
Registration fields can be grouped into sections on the Fields page. Adding, renaming, moving or removing a section, and changing the order of fields, requires the System Admin role; a Course Owner can still create, edit and delete fields.
In the Admin dashboard, open Settings, then Fields, and select Registrations.
Select Add Section. A section called New Section appears.
Select New Section, enter a useful name, then press Enter or select outside the name to save it.
Drag fields into the section. Wait for Field layout saved after changing the layout.
Fields without a section remain unsectioned. Deleting a section keeps its fields. When named sections exist, unsectioned fields appear under All Registration Fields in the Registration side sheet.
Add a Registration Field to a Checkout Form
A Registration field appears at checkout only when it has been added to the form used by the course.
Open Forms, select the Checkout form you want to edit and open Form Editor.
Select Add Field in Contact & Registration Fields.
Find the field under Registration Fields and select it.
Select Save at the top of the form.
Contact fields and Registration fields appear together; customers do not see separate sections based on where the answers are saved. The course must use this checkout form. See Create a Checkout Form (Booking or Registration Form) for selecting a course’s form.
Create a New Registration Field From the Form Editor
Open Forms, select your Checkout form and open Form Editor.
Select Add Field in Contact & Registration Fields, then New Registration Field….
In the Create Registration Field window, choose the type and configure the field.
Select Create Field, then Save at the top of the form.
The field is created and added to the current form, and can be reused on other forms.
Add a Question That Only Applies to One Course
Each course selects its own checkout form, and every course using a form asks the same questions. To ask a question on one course only, open that course’s form, or duplicate it first if other courses share it, add the Registration field and save the form. Then select that form on the course under Courses > open the course > Edit Course > Settings > Forms & Participants and save the course.
Ask Dietary Requirements Only for Sessions (Course Dates) That Offer Catering
A form belongs to the course, so every date of the course asks the same questions, and conditions cannot check which date was booked. To ask only for dates that include catering, put those dates on a separate course with its own form, or ask an earlier question such as “Does your date include lunch?” and show the dietary question only when the answer is Yes. Course date fields under Settings > Fields > Occurrences do not add questions to checkout. See Create a Checkout Form (Booking or Registration Form).
Editing a Registration Field Affects Every Form That Uses It
A Registration field’s definition is shared across forms. Changes to its label, description, placeholder, items or other field settings apply to every form using that field.
Before removing or renaming a choice under Items, check whether a form uses that answer in a condition. Settings lists the affected forms and missing answers in a warning. Saving the shared field does not repair those forms: open each listed form, fix the condition marked Rule Needs Fixing and save the form. A renamed choice counts as removing the old answer. See Show or Hide Form Questions Based on Answers for the repair steps.
Check Where a Field Saves Its Answer
In Forms > your form > Form Editor, shared fields have a Contact, Registration or Organisation label. This tells you where the answer is saved: on the person, on this registration, or on the organisation. Open Field Options to read the explanation for that field.
Edit a Shared Statement on Several Forms
A Statement shows instructions without asking for an answer. Contact and Registration Statement fields are shared: changing their text changes it on every form that uses that field.
Open Forms, select the form and open Form Editor.
Select the Statement or open its Field Options.
Edit the text under Statement.
Select Save. Cademy shows Statement updated. Save the form at the top if you also changed its layout or other form settings.
Required, Validation and Other Settings for One Form
In Forms, open your Checkout form, select Form Editor and open a question’s Field Options. The options depend on its type:
Required makes an answer mandatory while the question is shown. Statement fields do not collect answers and cannot be required.
Minimum and Maximum set limits for Number and Date questions.
Pattern, in the Validation section, is available for Text, Text Area, Telephone, Email and Website questions. It checks the answer against a regular expression, a pattern you supply. Use Error Message to explain how the customer can correct their answer.
Width (Full, Half, Third or Quarter) is available for Text, Number, Telephone, Email, Website, Date and Dropdown questions.
Visibility offers Always Show or Only When… for eligible questions when conditional visibility is enabled. Conditions can use earlier answers and checkout booking details.
Select Save in Field Options, then Save at the top of the form. These settings apply to this form, so the same Registration field can be required on one form and optional on another.
Show a Registration Field Only When Needed
Conditional visibility requires the feature to be enabled for your account and a Teams or Custom plan, unless your account has a specific override. Without it, existing rules keep running but cannot be created or changed.
Open Forms → your Checkout form → Form Editor, then the question’s Field Options. Under Visibility, select Only When…, complete the condition and select Save. Select Save at the top of the form. See Show or Hide Form Questions Based on Answers for supported conditions and how to change or remove questions safely.
A condition belongs to this form, rather than the shared Registration field. The same field can have a different condition on another form. These form rules do not control the Registration side sheet used by your team.
If conditional visibility is not enabled: eligible, unlocked, non-Statement questions in Contact & Registration Fields offer Hide If Primary Contact Is Not Attending instead. It hides the question from a non-attending booker when all participants’ details are collected, and does not hide it from guests. See Collect Details for Every Attendee or Only the Booker.
Preview a Form Without Going Through the Registration Process
Open Forms, select the form and open Form Editor to see its questions in order without making a booking. When the form has conditions, select Preview Logic. Cademy shows “Answer the fields to see which appear. Nothing here is saved.” On a Checkout form you can also set booking details, such as the number of people, to see which questions they show. Select Exit Preview to return to editing.
Preview Logic appears only on a form that has conditions.
Use a Registration Field for Admin-Only Information
There is no admin-only setting on a field, but a field is only shown to customers when it is added to a form. To keep a Registration field internal, create it and do not add it to any form. It will not appear at checkout, but Course Owners and facilitators can still view and fill it in from the Registration side sheet.
How Registration Fields Work at Checkout
Answers to visible questions are validated on submission. A visible required field left empty shows Required. A conditionally hidden question does not require an answer or block submission.
When the booking is completed, the answers are saved onto that Registration. They are not added to the contact record or reused for future bookings.
Contact fields completed on the same form are saved to the contact record instead.
If an earlier answer or booking detail makes a question hide, its typed answer is cleared from the form and is not saved by that submission. Hiding a Registration question does not change an existing saved Contact value.
File Uploads at Checkout
If an uploaded file does not meet the field’s settings, the customer sees a message that names the problem: too many files, a file over the size limit, more than 100MB in total, or a file type that is not allowed.
Update Registration Field Answers After Booking
For how learners and bookers change answers after booking, see Let Learners Update Their Details After Booking. To change an answer yourself, see the next section.
Learners Editing Their Own Answers
See Let Learners Update Their Details After Booking. For the learner’s steps, see Edit Your Details for a Course You Are Attending.
Order Owners Editing Another Participant
See Let Learners Update Their Details After Booking. For replacing or removing a participant, see Manage the People on a Course You Booked.
Missing Answers and Files
View and Edit Registration Field Answers in the Admin Dashboard
Course Owners and facilitators can edit answers for courses they can access. In the Admin dashboard:
Open Courses and choose the course.
Select Registrants, then open the person’s Registration.
Expand Registration Fields and find the answer you want to change.
Edit the answer using its field. For a typed answer, select outside the field to save it.
The Registration Fields section of a Registration, open with one answer.
System Admins can also start from Registrations in the main menu.
Typed answers save when you leave the field; choices and switches save when changed. Close an address or checkbox selection window to save its changes. There is no separate Save button or success message. If a save fails, the value returns to its previous value.
Changes made here update only that Registration. They do not change the contact record or the person’s other Registrations.
You can also change answers that a learner can no longer edit after attendance. A Registration field does not need to be on a form to be edited here.
Show Registration Field Answers in Tables and Filters
Open Courses, choose the course and select Registrants. Registration field columns show saved values and are hidden by default. Select View and find the field in Columns, using Find a column… if needed. Select its show control. Statement fields do not collect answers and have no column. System Admins can also use Registrations in the main menu.
Registration fields are available under Registration Fields when you select Filter. A filter that uses one can be saved in a view. Address, File Upload and Statement fields cannot be used as filters. See Find Who Is Booked on a Course (Registrations) for the Registrants list and Find Records with Filters and Saved Views for filtering, columns and saving views.
Print Registration Field Answers
When printing a class list or register, choose the Registration fields whose answers you need in Select Fields to Print. File Upload and Statement fields are not offered. For the printing steps, follow Print a Class List or Register in Find Who Is Booked on a Course (Registrations).
Export Registration Field Answers
Open the course’s Registrants list, apply the filters you need and start an export. In the export window, use Choose Columns to select fields under Registration Fields. For the download or scheduling steps, see Export or Download Your Data as a CSV File.
Export column headings use Internal Field Name when one is set; otherwise they use the public label. File Upload and Statement fields are not included in Registration exports. Keep copies of any uploaded files you need separately.
Import Registration Field Answers
Create the Registration fields you need before importing. Open Courses, choose the course and select Registrants, then select Import, or Import Registrations… in the menu marked with three dots. File Upload and Statement fields cannot be imported. When you update existing registrations, a blank cell leaves the saved answer unchanged, so it cannot clear an answer. Update existing Contact is on to begin with, so the import can also replace details saved on matching contacts. Read the complete steps in Add Learners to Courses in Bulk (Import Registrations) before you import.
No Option to Map Registration-Only Fields When Importing Registrations
The import maps contact details and Registration fields in two separate steps. The first step, Map Contacts, lists only contact fields. Select Continue to open the Map Registrations step, where your custom Registration fields are listed with Course and Course Date. If a field is still missing there, check that it was created on the Registrations tab of Settings > Fields and is not a File Upload or Statement field.
Registration Fields in Zapier
Registration Zapier triggers include Registration field answers as labelled fields with a registration_field prefix, for example registration_field_emergency_contact. Address answers expand into separate parts. Statement fields are not included in Zapier output.
Delete a Registration Field
Deleting a Registration field removes it from use. Export answers you need before deleting it, and keep copies of uploaded files separately because File Upload fields are excluded from Registration exports. Remove the field from every form before deleting it.
Open Forms in the Admin dashboard. Open each form that uses the field, select Form Editor, remove the field and select Save.
Open Settings, then Fields, and select Registrations.
Open the field’s gear menu and select Delete.
Check that you no longer need the field or its saved answers, then select Delete in the confirmation window. Cademy shows Field deleted.
If Cademy lists forms that still use the field instead, Delete Field stays unavailable until no form is listed. Select the X beside a listed form, then Remove, to take the field off that form straight away. When no form is listed, select Delete Field.
Do not rely on deleting a field to erase the answers already saved on registrations. If you need saved answers removed, contact Cademy Support.
How Registration Field Answers Are Saved Across Bookings
Registration field answers belong to one person’s Registration on one booking, and can differ between separate bookings. Contact field values stay shared across bookings.
An order owner who attends more than one course on the same order has one answer for that order: saving it through Edit Your Details saves it for their place on each of those courses. Answers are never copied to places on other orders.
Related Guides
Frequently Asked Questions
Do I need a specific plan to use Registration fields?
No. Registration fields are available on every plan. Your role determines whether you can manage the fields or edit their answers.
Can facilitators edit Registration field answers?
Yes, from the Registration side sheet for Registrations they have access to. Facilitators cannot create Registration fields or manage forms.
Can I use a different name for a field in my admin tables and exports?
Yes. Set an Internal Field Name on the field. It is used in admin tables and export headings, while customers see the public label on forms.