Registration fields let course providers collect information about a specific person on a specific booking, such as their t-shirt size or an emergency contact for that course. A contact field stores one answer per person, shared across all their bookings. A Registration field is answered separately on each Registration, so the same person can give a different answer every time they book. Values can be viewed and edited from the Registration side sheet, shown as columns in the registrations table, and included in views, exports, printed lists, imports, and Zapier.
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 one specific Registration - one person's place on one booking. Each Registration has its own answer, saved on the Registration, not the contact.
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 the Contact Fields help article.
Who can use Registration fields
Registration fields are available on all plans. There are no plan-specific limits.
Managing fields (Settings > Fields) and forms (Settings > 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 fill in Registration fields during checkout. Learners can also edit their own answers from their course dashboard after logging in.
Create a Registration field
Follow these steps to create a Registration field in Settings.
Go to Admin dashboard > Settings > Fields.
Open the Registrations tab.
Click New Field.
Pick a field type.
Fill in the field options, such as the label, description, placeholder, and items.
Click Save Field.
Creating a field does not show it at checkout by itself. The field must also be added to a form.
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 each Registration is answered fresh.
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.
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.
Go to Admin dashboard > Settings > Fields.
On the Registrations tab, click Add Section.
Drag fields into the section.
Fields that are not in a section appear as unsectioned. Deleting a section does not delete the fields in it; the fields become unsectioned. Field order and sections are also used in the Registration side sheet, where unsectioned Registration 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.
Go to Admin dashboard > Settings > Forms and open the form you want to edit.
In the Contact Fields section, click Add Field.
Find the field under Registration fields.
Select the field.
The field is added to the form. Contact fields and Registration fields appear together on the form; customers do not see separate sections based on where the answers are saved.
Create a new Registration field from the form editor
Follow these steps to create a Registration field without leaving the form editor.
Go to Admin dashboard > Settings > Forms, open the form, and click Add Field in the Contact Fields section.
Under Create new, choose New Registration Field…
In the Create Registration Field dialog, pick a field type under Pick a Field Type.
Configure the field.
Click Create Field.
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.
Per-form settings
Some behaviour is set separately on each form from the field's card in the form editor:
Required.
Format validation for Email and Website fields. Answers that do not match show "Invalid format".
Minimum and maximum values for Number and Date fields, the same as contact fields.
These settings only apply to the form they are set on. The same Registration field can be required on one form and optional on another.
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 explaining the problem, such as "Upload no more than X file(s)", "<filename> must be XMB or smaller", "Upload no more than 100MB in total", or "<filename> is not allowed" for a file type that is not accepted.
Learners can edit their Registration field answers
After booking, learners can update their own Registration field answers:
The learner logs in to their learner account.
The learner opens their course. Their details are shown on that course dashboard.
The learner clicks the three dots button and edits their details.
The changes apply only to that Registration.
View and edit Registration field values in the Admin dashboard
Course Owners and facilitators can view and edit Registration field values from the Registration side sheet. Open a Registration from the Registrations page or from a course's registrations tab.
Good to know:
The side sheet shows contact fields and Registration fields together, with contact fields first. Registration fields that are not in a section appear under All Registration Fields.
Edits save immediately, and no confirmation message is shown for Registration fields. If a save fails, the value reverts to what it was before.
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
Each Registration field has its own column in the registrations table. Registration field columns are hidden by default, so enable the column to see the values.
Registration fields are also available for filtering and saved views under the Registration Fields group. Address, File Upload, and Statement fields cannot be used as filters.
Print Registration field answers
When printing a registration list from a course, the Select Fields to Print dialog lets you choose the Registration fields to include: "Choose the registration fields you want to include in the printed list:".
Export Registration field answers
Registration field values can be included in Registration exports under the Registration Fields group. Export column headings use the Internal Field Name when one is set; otherwise the public label is used.
Import Registration field answers
Registration field values can be imported when bringing registration data into Cademy from an external system. Imported values are mapped to your Cademy Registration fields, so create matching Registration fields before running the import. If an imported value has no matching Registration field, the import reports an error for that 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
A Registration field cannot be deleted while it is assigned to a form.
Follow these steps to delete a Registration field.
Go to Admin dashboard > Settings > Forms and remove the field from every form that uses it.
Go to Admin dashboard > Settings > Fields and open the Registrations tab.
Delete the field.
Deleting a Registration field also deletes its saved answers from all existing Registrations, including past bookings. Only delete a field when its existing answers are no longer needed, or export them first.
Good to know
Registration field answers belong to one person's Registration on one booking. The same person can give a different answer on every booking, while their contact field values stay shared across all 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.
Deleting a Registration field also deletes its previously saved answers.
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 is answered separately for each Registration, so the same person can have a different answer on every booking. See the Contact Fields help article for more.
Do I need a specific plan to use Registration fields?
No. Registration fields are available on all plans, with no plan-specific limits.
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. Required is a per-form setting.
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 the Registration side sheet from the Registrations page or the course's registrations tab and edit the value there.
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 learners change their Registration field answers after booking?
Yes. After logging in to their learner account and opening their course, learners can click the three dots button on their details on that course dashboard and edit them. The changes apply only to that Registration.
Why can I not see Registration field values in the registrations table?
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. Registration exports can include Registration field values under the Registration Fields group.
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. 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 happens to saved answers if I delete a Registration field?
The saved answers are deleted from all existing Registrations, including past bookings. Export the data first if you need to keep it.
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.