Sometimes you need to put someone on a course without taking a booking or payment through Cademy - a staff member sitting in, a place agreed over the phone and settled outside Cademy, or a quick correction. New Registration creates a registration for one person directly, with no order, invoice, or payment attached.
Available to System Admins, Course Owners, and Facilitators (for the courses they have access to).
When to use it - and when not to
Cademy has three ways to add people to courses. Pick the one that matches your situation:
New Registration - one person, no billing. The person gets a place on the course (and access to lessons on on-demand and blended courses), but no invoice or payment is created and nothing appears in your billing area.
New Order - use this whenever money is involved. An order can hold an invoice, a payment link, and card payments. See Manually Creating Booking/Orders & Requesting Payment.
Imports - use this for many people at once, or for historic records that need their original created dates. See Imports in Cademy.
A registration created this way cannot be linked to an order later. If you realise you need to charge for the place, cancel the registration and create an order instead.
Where to find it
The New Registration button appears in two places:
The Registrations page: https://admin.cademy.io/registrations
A course's Registrants tab - here the course (and the date you are viewing) come preselected, and you can still change them.
Adding a registration
Click New Registration. The Add Registration sheet opens.
Pick the course. Every course type works. For courses with dates (classes and blended courses) you also pick a date; on-demand courses have no date to pick.
Pick the date. The dropdown lists the course's upcoming dates, with an option to show past dates too - so you can register someone onto a date that has already run (for example to record attendance or issue a certificate). You can also create a brand-new date on the spot using the create option in the dropdown.
Choose the contact. Search your existing contacts, or create a new one by entering their details. When you create a new contact, the registration questions from the course's form appear in the sheet so you can fill them in straight away. (Adding an existing contact? You can fill in their registration fields afterwards from the registration side sheet - see Registration Fields.)
Send confirmation email - on by default. The participant receives the standard registration confirmation with their course details. Turn it off to add someone silently. (Sending requires email sending to be enabled on your account.)
Click Add Registration. The sheet closes and the new registration opens so you can check everything.
Full dates and overbooking
If the date you picked has no spaces left, Cademy warns you: "This date is full. Creating this registration will take it over capacity."
You can go ahead - admins are always allowed to overbook deliberately. Customers on your public booking page still cannot book a full date.
If the person is already registered
If the contact already has an active registration for that course and date, Cademy shows an Already Registered dialog instead of creating a duplicate silently. You can:
Go Back - and pick a different person or date.
Create Another Registration - deliberately create a second, separate registration for the same person. It counts toward the date's capacity like any other.
What a manually added registration looks like
It appears in your registrations lists like any other registration, and the registration side sheet shows who created it ("Created by [admin name]").
Attendance, certificates, registration fields, notes, tasks, and lesson access all work exactly as for any other registration.
There is no order, invoice, or payment attached, so it does not appear anywhere in your billing area.
To cancel it, open the registration and use Cancel Registration.
Frequently asked questions
Who can add registrations manually?
System Admins, Course Owners, and Facilitators. Facilitators add registrations from the Registrants tab of the courses and dates they are assigned to.
Does the participant get an invoice or payment request?
No. New Registration never creates billing records. If you need to collect payment, create an order instead - see Manually Creating Booking/Orders & Requesting Payment.
Can I add someone to a date that already happened?
Yes. In the date dropdown, choose to show past dates and pick the one you need - useful for recording attendance or issuing certificates after the fact. The registration's own "created" timestamp is still the moment you add it; if you are bringing in historic records that need their original created dates, use an import.
Can I add several people at once?
New Registration creates one registration at a time. For groups, either create an order with multiple participants or use an import.
What email does the participant receive?
The standard registration confirmation email with their course details - the same one sent for imported registrations when confirmations are enabled. If you switch "Send confirmation email" off, no email is sent.
đ¤ Questions?
If you have questions or feedback please email us at support@cademy.io. We are always happy to hear from you.