This guide is for course providers adding one person to a course without creating an order, invoice or payment. 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 a 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 and Request Payment.
Use an import for many people or historical registrations that need their original creation dates. Follow Import Registrations: Add Learners or Update Registration Fields.
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.
Open Add 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.
Choose the course, date and person
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. Select Past when recording a place on a date that has already happened. 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 duplicate-registration 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.
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 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 Spaces & Dates 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/date, contact, any registration code and the error message.
Check full dates
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. Check the course date’s capacity before deliberately exceeding it; the absence of this warning is not a guarantee that a space is available.
If the person is already registered
The Already Registered dialog checks for an existing registration that has not been cancelled for the same contact, course and date. This includes pending and completed records, not only active ones. For an on-demand course, the check uses the contact and course without a date.
Go Back: return to the form and check the existing place or correct the person/date selection.
Create Another Registration: deliberately create a separate registration for the same person. 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 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, so the person has no order, invoice or receipt for this place in their own Cademy account.
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 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 a Participant or Replace the Person Attending.
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.
Lesson access and reminders
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 Lesson Drip Feeds, Schedules & Due Dates.
Understand the confirmation email
Send confirmation email requests the course’s registration confirmation. Sending requires email sending to be enabled on the account and an email address on the contact. The registration must be active for the creation confirmation to be sent. A recorded email does not by itself prove that the participant received it.
To check the recorded email as a System Admin, select Courses, open the course, select Registrants and open the person’s registration. Expand Emails in the registration panel. Check the recipient, subject, time and status. Course Owners and Facilitators need a System Admin to check this section for them. See View Email History for Contacts, Team Members, Orders and Registrations for the meaning of each status.
Turning this switch off suppresses 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 a standalone registration
Use cancellation when the person no longer needs this standalone course place. It 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.
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. If you cannot cancel the 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.
Does this send an invoice or request payment?
No. It creates a course place without billing records. Use an order if you need to invoice the person or collect payment through Cademy.
Can I add someone to a date that has already happened?
Yes. Select the Past tab in the date picker and choose the date. The registration’s Registered time will still be when you add it. Attendance and certificates are separate tasks with their own requirements.
Can I add several people at once?
No. New Registration adds one person at a time. Use an import for several standalone registrations, or an order when the group needs billing.
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.
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.