Registration fields let course providers collect answers for a person’s course place, such as their t-shirt size or emergency contact for that course. These answers can differ between separate bookings. Use this guide to create the questions, add them to forms and manage the answers in the Admin dashboard.
This article is for course providers and admins.
Registration fields vs contact fields
Cademy fields are grouped by what the information is about. The Fields page in Settings has tabs for Contacts, Registrations, Organisations, Courses, Occurrences, and Users. This article covers Registration fields.
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 available on the Registration, rather than as a shared contact field. When an order owner who attends more than one course on the same order saves a Registration field through Edit Your Details, the answer is also saved for their place on the other courses of that order. Editing one Registration in the Admin dashboard is a separate action, explained below.
For example, a contact's phone number is the same whichever course they book, so it is a contact field. Their t-shirt size for a course, or an emergency contact for that course, can differ from booking to booking, so those are Registration fields.
Use a contact field for information about the person that stays true across bookings, such as a licence number. Use a Registration field when the answer may be different for each booking.
For more about contact fields, see Create Contact Fields and Manage Saved Details.
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 role or higher. 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. Order owners manage other participants separately. The after-booking section below explains the restrictions.
Create a Registration field
Start in the Admin dashboard. You need the Course Owner role or higher.
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.
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.
Available field types
Text
Text Area
Date
Number
True/False (Boolean)
Telephone
Email
Website
File Upload
Address
Multiple Choice Checkboxes
Single Choice Options
Dropdown
Statement
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. Choose Max files and Max file size (MB) settings whose combined maximum is no more than 100MB: for example, 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.
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. In the Registration side sheet, expand Registration Fields to see the saved order and sections. Without named sections, fields appear directly. When named sections exist, unsectioned fields appear under All Registration Fields.
Add a Registration field to a form
A Registration field appears at checkout only when it has been added to the form used by the course.
Follow these steps to add an existing Registration field to a form.
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.
The field is added to 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 and Use Checkout Forms for selecting a course’s form.
Create a new Registration field from the form editor
Follow these steps to create a Registration field without leaving 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.
Editing a 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.
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. These labels identify the saved field type; they do not change where an existing field stores its answers.
Edit a shared Statement
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. If the text is long, scroll within the window to reach its buttons.
Select Save. Cademy shows Statement updated. Save the form at the top if you also changed its layout or other form settings.
Per-form settings
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. Statement fields do not collect answers and cannot be required.
Minimum and Maximum set limits for Number and Date questions.
Pattern Validation is available for Text, Text Area, Telephone, Email and Website questions. It checks the answer against a Regular Expression, a pattern you supply. Use Custom Error Message to explain how the customer can correct their answer.
Field Width is available for Text, Number, Telephone, Email, Website, Date and Dropdown questions. It controls how much of a row the field uses.
Hide If Primary Contact Is Not Attending is available for unlocked, non-Statement questions in the contact section of a Checkout form. It hides the question from a booker who is not attending when the course captures all participants; it does not hide it from guests.
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. For checkout behavior and attendance settings, see Create and Use Checkout Forms.
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
Registration fields render on the checkout form in the same way as other fields.
Answers are validated on submission. Required fields that are left empty show "Required".
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.
Registration fields are never prefilled from previous bookings or saved contact details.
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
An order owner is the person whose account the order belongs to. A guest is someone booked onto that order by another person. An attending order owner and a guest can both edit their own available details. Only the order owner can manage other participants.
Learners editing their own answers
The learner logs in with the email address connected to their course place, opens My Account, then My Courses & Bookings.
The My Courses page opens. They open the course under Your Courses. If the course opens on its Content page, which lists the lessons, they select Course Overview in the side panel to open the course details.
In the course side panel, they select Edit Your Details, or Complete Your Details when that action is shown. They change the available answers and select Save.
They can reopen Edit Your Details to check their saved answers.
After attendance or learning progress is recorded, the learner’s name and Registration field answers are locked. The lock can come from another course on the same order. The learner must ask the course provider to change locked answers. Editable contact fields, such as phone and address, can still be changed when they are on the form; email remains read-only.
After attendance, course-specific answers stay locked while editable contact fields remain available.
An order owner’s answers are stored once for the order. When an order owner who attends more than one course on the same order saves a Registration field in Edit Your Details, the answer is also saved for their place on the other courses of that order. For a participant booked by somebody else, a saved answer can also reach their place on another course of the same order. Answers are never copied to places on other orders. To change one Registration, use the provider’s Registration side sheet described below.
If the action is disabled and says Provider only, the learner needs the provider to make the change. This includes standalone or imported registrations without a supported order. An administrator-created order is not automatically read-only. An order owner who is not attending has no own place to edit.
Order owners editing another participant
The order owner uses the course’s Participants tab, opens the three-dot menu beside the other person and selects Edit. They change available answers in Edit Attendee and select Save. Those controls lock after that participant’s attendance or learning progress is recorded. The owner’s own row has no Edit item; they use the side panel for their own details.
For the full route from an order, replacement or transfer, and email corrections, follow Manage Participants and View Their Course Progress and Certificates.
Missing answers and files
A guest can complete required questions in Additional details required when it opens. If Complete Your Details is available, they can use it to return to missing personal questions. The ordinary edit window hides organisation questions. If a required answer is locked or unavailable, or the incomplete status remains after saving, the learner needs the provider’s help.
Learners can upload a requested file when their own form includes an editable File Upload field. They wait for the upload to finish, select Save and reopen the form to check the filename. An order owner cannot use Edit Attendee to upload a file for somebody else. Registration-type file questions lock with other course-specific answers after attendance or progress.
View and edit Registration field values 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 updated value appears in the side sheet.
System Admins can also start from Registrations in the main menu.
Good to know:
The side sheet has separate Contact Info and Registration Fields sections. Expand Registration Fields for answers saved on this registration. If there are no named field sections, the fields appear directly; otherwise unsectioned fields appear under All Registration Fields.
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 for the Registration Fields section. 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.
A Registration field does not need to be on a form to be edited here.
Show Registration fields in tables and filters
Open Courses, choose the course and select Registrants. Registration field columns show saved values and are hidden by default. To show one, select Columns on the Saved Filter toolbar, or View and then its Columns section on the View toolbar, and turn on the field you need. 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 the Registration Fields group when you filter the list, and a filter that uses one can be kept as a saved filter or a view. Address, File Upload and Statement fields cannot be used as filters. See Find and Manage Course Registrations for the Registrants list, and Filter, Sort and Use Saved Filters for how to tell which toolbar you have and for the filter, column and saving steps on each.
Print Registration field answers
Open Courses, choose the course and select Registrants. Filter the list to the registrations you need.
On the Saved Filter toolbar, select More, then Print. On the View toolbar, select Print, or Print Registrations… in the menu marked with three dots.
In Select Fields to Print, choose the fields to include, then select Print.
Check the print preview and use your browser’s print controls to print or save it.
File Upload and Statement fields are not offered in the print field selector.
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 where the export starts on your toolbar and the download or scheduling steps, see Export Data or Schedule an Export.
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 start the import: select Import, or Import Registrations… in the menu marked with three dots. Map your file’s columns to the matching Registration fields. File Upload and Statement fields cannot be imported. When you update existing registrations, a blank cell leaves the saved answer unchanged, so a blank cell cannot clear an answer. The same import can also replace details saved on matching contacts: Update existing Contact is on to begin with. Before you import, read the complete steps in Import Registrations: Add Learners or Update Registration Fields.
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. To take the field off a listed form from this window, select the X beside the form, then Remove. This changes that form straight away. When no form is listed, select Delete Field. Select Cancel to keep the 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.
Good to know
Registration field answers belong to one person's Registration on one booking. Answers can differ between separate 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. Contact field values stay shared across bookings.
Answers never autofill from previous bookings or the contact record.
Creating a field alone does not show it at checkout. Add it to a form first.
Changes to the field itself affect every form using it. Required and validation settings are per form.
A field that is kept off all forms can be used for internal admin data and filled in from the Registration side sheet.
Export answers you need before deleting a Registration field. Keep uploaded files separately; File Upload and Statement fields are not included in Registration exports.
Related resources
Frequently asked questions
What is the difference between a Registration field and a contact field?
A contact field stores one answer per person on their contact record, shared across all their bookings. A Registration field stores an answer on the Registration. It can differ between separate bookings. When an order owner who attends more than one course on the same order saves that field in Edit Your Details, the answer is also saved for their place on the other courses of that order. See Create Contact Fields and Manage Saved Details for more.
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.
Does creating a Registration field automatically add it to checkout?
No. The field must also be added to the form used by the course.
Can the same Registration field be used on several forms?
Yes. Registration fields are reusable, and changes to the field apply to every form that uses it.
Can I make the same field required on one form but optional on another?
Yes, for fields that collect answers. Required is a per-form setting. A Statement does not collect an answer and cannot be required.
Why does a Registration field not autofill for returning customers?
Registration fields are intentionally per-Registration. Each booking needs its own answer, so previous answers and saved contact details are not used to prefill them.
Can I make a Registration field that customers never see?
Yes. Do not add the field 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.
Can I edit a Registration field answer after the booking is made?
Yes. Open Courses, choose the course, select Registrants and open the Registration. Expand Registration Fields and edit the answer. System Admins can also start from Registrations in the main menu.
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 Registration field answers be changed after booking?
Yes. Learners can edit their own available course answers through Edit Your Details before attendance or learning progress locks them. Order owners edit other participants through Participants, subject to that person’s lock. The provider can use the Registration side sheet for changes to locked answers. See Manage Participants and View Their Course Progress and Certificates.
Why can I not see Registration field values in the Registrants list?
Registration field columns are hidden by default. Enable the column for that field to see the values.
Can I filter Registrations by a Registration field?
Yes, under the Registration Fields group in views and filters. Address, File Upload, and Statement fields cannot be used as filters.
Do Registration field answers appear in exports?
Yes, except File Upload and Statement fields. Choose the available fields under Registration Fields in the Registration export. Keep needed uploaded files separately.
Can Registration fields be included in printed registration lists?
Yes. Use the Select Fields to Print dialog when printing a registration list from a course.
Can I import Registration field answers?
Yes, except File Upload and Statement fields. Create the matching Registration fields first, then map the imported values to those fields during the import.
Can I use Registration fields in Zapier?
Yes. Registration Zapier triggers include Registration field answers with a registration_field prefix. Statement fields are not included.
Why can I not delete a Registration field?
The field is still assigned to a form. Remove it from all forms first, then delete it from the Registrations tab in Settings > Fields.
What should I do before deleting a Registration field?
Export the answers you need, keep any needed uploaded files separately, then remove the field from every form. File Upload and Statement fields are not included in Registration exports. Deleting the field removes it from use.
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.