This guide is for course providers adding a participant (a delegate, learner or student) to a course without creating an order, invoice or payment. This is also called a manual registration or enrolling someone. For example, you can give a staff member a place on a course without billing them.
A registration is one person’s place on a course. A contact stores that person’s details. An order records a purchase and can include several participants. New Registration creates the course place separately from an order.
System Admins, Course Owners and Facilitators can add registrations for courses and dates they have access to.
Choose How to Add Someone: Manual Registration, Order or Import
Use New Registration for one person when you do not need Cademy to record a sale or collect payment for the place.
Use an order when you need an invoice, payment request or payment record. Follow Create an Order to Book a Customer Onto a Course.
Use an import for many people or for historical registrations that need their original creation dates. Follow Add Learners to Courses in Bulk (Import Registrations).
There is no action to attach this standalone registration to an order later. If the place needs an order, check whether the standalone registration can be cancelled. If it can, cancel that place before creating the replacement order. Follow the cancellation steps below and check the result first. Do not create a second place just to add billing.
Does a Manual Registration Send an Invoice or Payment Request?
No. New Registration creates a course place without an order, invoice, payment request or receipt, so the person has none of these for the place in their own Cademy account. Use an order if you need to invoice the person or collect payment through Cademy.
Add Multiple Delegates or Book a Group of Students Onto a Course at Once
New Registration adds one person at a time. To add several people without billing, use an import: see Add Learners to Courses in Bulk (Import Registrations). To book a group that needs an invoice or payment, create one order with several participants: see Create an Order to Book a Customer Onto a Course.
Add New Participants to a Course: Open New Registration
In the Admin Dashboard, select Courses and open the course. Course Owners and Facilitators must choose a course or date assigned to them.
Select the Registrants tab. If you are working with a particular course date, select that date first.
Select New Registration. The Add Registration panel opens with the course filled in. If you selected a date, check what has been filled in: a session that cannot be booked separately selects its whole block (the group of course sessions) instead. Check the course and date before continuing.
A System Admin can also start from Registrations in the Admin Dashboard and select New Registration. In this route, select the course in the panel before continuing.
Add a Manual Registrant: Choose the Course, Date and Person (Creating a Contact First Is Optional)
You do not need to create the person’s contact before you start: you can choose an existing contact or create a new one in the same panel.
Under Select a course, check or change the course. Changing it clears the date selection.
For a course with dates, use Select a date to choose the date. The picker has Upcoming and Past tabs. Dates and blocks stay under Upcoming until two hours after they end, then move to Past. A finished session in a block still in progress stays with its block under Upcoming. Use Show More to load another batch of dates or blocks. Search by a date or block name, reference or address using Search by name, reference or address. To find a particular calendar date, browse the appropriate tab. On-demand courses have no date to select.
For a block, check whether you need all its sessions or just one. A block groups several sessions into one course place. If the block offers individually bookable sessions, expand it and select Whole Block for all sessions, or select the particular session you need. If no sessions can be booked separately, select the block row itself. A session marked Only bookable as part of the whole block cannot be selected on its own. The selected block or session determines the place being added.
Under Contact, search for and select the person’s existing contact. If they do not have one, select Create new contact... and enter their details. Check the email address if they need course emails or online access.
Check Send confirmation email. It starts on and requests the registration confirmation. Turn it off if you do not want that initial confirmation. This does not switch off later course emails; see the email section below.
Check the person, course, date and available spaces. Read any full-date warning. Select Add Registration. If an Already Registered dialog appears, follow the refresher and duplicate guidance below.
After Registration created, the creation panel closes and the registration opens. Check the person, course, date and registration code. Add any registration answers in the Registration Fields section as explained below.
For a date or block that finished less than two hours ago, choose Upcoming instead of Past.
The new-contact form contains contact fields, not the course’s registration questions. Choosing an existing contact does not fill in registration answers for this new place. Add those answers after creation, using Ask Course-Specific Booking Questions (Registration Fields).
Creating a date requires a System Admin or Course Owner with access to the course. Facilitators must select an existing accessible date or ask one of those users to create it. The picker offers Create a New Date, but seeing the option does not mean you can save a date. Saving that date creates it before the registration is submitted, so closing Add Registration does not undo a saved date. Check the required schedule, location and capacity using Add or Change Course Dates and Multi-Session Blocks before creating it. Selecting an existing date avoids changing the course schedule.
If creation fails: a new contact can already have been saved before the registration failed. Check the contact picker and course’s Registrants list before trying again. An error can also occur after the registration was saved. Do not use Create Another Registration merely to get past an unexpected error. If the result is unclear, contact Cademy Support with the course and date, contact, any registration code and the error message.
Book Learners on a Course Without Email Addresses
A new contact does not need an email address: enter at least their name and add the registration as usual. You do not need a made-up email address, and each person gets their own contact. Without an email address, the person receives no emails for this place, including the confirmation. Online lessons need the person to log in with the email address on their contact, so add one to their contact if they need online access.
Add One More Person to a Full Course Date
When a date with a positive capacity limit has no spaces remaining, the panel warns: “This date is full. Creating this registration will take it over capacity.” Adding a registration is still allowed, so you can add one more person to a full course. Check the course date’s capacity before deliberately exceeding it; the absence of this warning is not a guarantee that a space is available.
Enrol a Delegate Again on a Completed Course as a Refresher (Already Registered Warning)
To enrol a delegate again, for example on a refresher after they completed the course, add a new registration on the new date. The Already Registered check looks only at the same contact, course and date, so a different date shows no warning. For an on-demand course, the check uses the contact and course without a date.
The Already Registered dialog appears when the person already has a registration that has not been cancelled for the same course and date. This includes pending and completed records, not only active ones.
Go Back: return to the form and check the existing place or correct the person or date selection.
Create Another Registration: deliberately create a separate registration for the same person, for example a refresher on an on-demand course. On a course with dates it counts as another place against capacity.
Check why another place is needed before choosing Create Another Registration. It does not update or replace the existing registration.
Check the Saved Registration and Add Registration Field Answers
The saved registration appears in the course’s Registrants list. A System Admin can also find it on the Registrations page. Open its row to view the registration and its creator information. No order, invoice or payment is created by this action.
To enter course-specific answers, select Courses, open the course, select Registrants and open the person’s registration. Expand Registration Fields, then edit the relevant answer. Changes save as you edit; there is no separate Save button. Check the displayed value after each change. If it fails to save, the previous value returns. See Ask Course-Specific Booking Questions (Registration Fields) for field types and who can edit them. The person cannot change these answers themselves for a place added this way: in their account, Edit Your Details is disabled and labelled Provider only.
You can manage the registration’s attendance, notes, tasks and training information using the options available for that course and your role. Certificates depend on the course’s certificate settings and completion requirements. Creating a registration does not itself mark attendance, complete training or issue a certificate.
To move the person to another date or course later, see Move or Transfer a Participant to Another Date or Course.
Selecting a past course date does not backdate the registration. Registered, in the registration panel, shows when you added it. Use an import if you need to preserve an original registration date.
Online Lesson Access and Reminders for a Manually Added Participant
On an on-demand or blended course, the registration can provide access to its online lessons. The learner needs to sign in as the person registered, and course content-release and access-expiry settings still apply. Creating the place does not remove those restrictions.
A place added this way has no order, so its lesson access does not wait for a payment. Lessons that have an opening time or a due date follow those rules for a person added this way too. A rule that counts hours or days from when the learner gets access (the after enrolling option) counts from when you added the registration. On a blended course, a rule based on the course start or end uses the course date selected for this registration.
The Send confirmation email switch does not turn off the emails about a lesson opening or a lesson’s due date. Check the course’s lesson settings before adding someone. See Release Lessons Over Time and Set Due Dates.
No Confirmation Email: Why Someone You Enrol Does Not Receive It
With Send confirmation email on, Cademy sends the course’s registration confirmation to the person. It is sent only when all of these are true:
Email sending is enabled on your account.
The contact has an email address.
The registration is active when it is created.
If the person says they received nothing, first check whether the email was sent. As a System Admin, select Courses, open the course, select Registrants and open the person’s registration. Expand Emails in the registration panel and check the recipient, subject, time and status. Course Owners and Facilitators need a System Admin to check this section for them. See Find Sent Emails and Check Delivery Status for the meaning of each status. A recorded email does not by itself prove that the participant received it.
If no email is listed, check the switch was on and the contact’s email address. If emailing is turned off for your account, see Why Is Emailing Disabled or Blocked on My Account?
Turning the switch off stops the creation confirmation only. Applicable course reminders, lesson-related emails and later registration emails follow their own settings. It is not an option for adding someone with a guarantee of no future emails.
Cancel or Delete a Registration Added Without an Order
Cancel a genuine registration when the person no longer needs the place and you want to keep its history. Cancellation stops access through that registration and releases its place on the course date after spaces are recalculated. Another eligible registration can still give the person course access.
For a test, duplicate or mistaken standalone registration that you want to remove from the course, reports and learner’s account, use Delete Registration instead. This is available for registrations created with New Registration or imported without an order. It is also available after cancellation or completion. Deletion cannot be undone, and any already-issued certificate links remain valid. Follow Delete Test or Duplicate Orders and Registrations for the steps and limits. Registrations linked to an order are handled through that order.
Select Courses, open the course, select Registrants and open the person’s registration. Check the person, course, date and code, and confirm that this is the standalone registration you intend to cancel.
In the Registration section, open the three-dot menu and select Cancel Registration.
Read Cancel this registration?. Select Keep Registration to leave it unchanged, or Cancel Registration to confirm.
After Registration cancelled, check that the registration is Cancelled. For a course with dates, also check its available spaces after they update.
If Cancel Registration is disabled with Completed registrations can’t be cancelled, this action is unavailable for that record. This happens when the registration’s Status is Completed. When only its Completion is Completed, Cancel Registration stays available in the menu. Keep genuine course history; do not delete a completed registration just to get around this cancellation limit. If you cannot cancel a genuine place that needs replacing with an order, contact Support before creating the order.
Frequently Asked Questions
Who can add a registration without an order?
System Admins, Course Owners and Facilitators can use New Registration for courses and dates they can access. Course Owners and Facilitators start from the course’s Registrants tab.
Can I add someone to a date that has already happened?
Yes. In the date picker, dates and blocks stay under Upcoming until two hours after they end, then move to Past. For a finished session in a block still in progress, find the block under Upcoming and expand it. Only sessions offered separately can be selected on their own. Use Show More if the date or block is not yet listed. The registration’s Registered time will still be when you add it. Attendance and certificates are separate tasks with their own requirements.
Where do I enter registration answers?
After creating the place, open the person’s registration and expand Registration Fields. The new-contact form edits the contact’s details instead.
Why does Already Registered appear for someone who is not Active?
The check includes any registration that has not been cancelled for the same contact, course and date. Check pending and completed records before deliberately creating another place.
What email does the person receive?
With Send confirmation email on, Cademy requests the course’s registration confirmation, subject to account sending and contact-email requirements. Turning it off does not stop applicable future course emails.