Plans change all the time: a participant asks for a different date, a colleague comes instead, or a whole booking needs to shift to another course. Cademy has a purpose-built option for each of these situations. This guide helps you pick the right one, shows where each lives, and explains exactly what happens to the money in every case.
The headline rule: moving one participant with Move Registration never changes any money - their existing price travels with them, and invoices and payments stay exactly as they were. The other options each state their money behaviour below.
Which option do I need?
The same person wants a different date or course → use Move Registration. Their place, history, and price travel with them. Money never changes.
Everyone on the booking is moving together (for example the whole group shifts to next month's date) → use Change Course or Date on the course in the order. All its participants move at once.
A different person is coming instead ("Sarah can't make it, John will take her spot") → use Replace Participant. The new person takes over the space at the same price.
Someone is not coming at all and nobody takes their place → use Remove Participant on the order (you choose what happens to their money: refund, hold as credit, or keep it), or Cancel Registration for a registration with no order. See Cancellations & Refunds.
Move Registration - one person, new date or course
This is the option you will use most often. It moves one participant while keeping their registration intact, and it works for every kind of registration: ones that are part of an order, and ones that were imported or added manually.
You can start it from two places - both open the same dialog:
From the registration: open the participant's registration (from the Registrations page or the course's Registrants tab), click the ⋯ menu at the top, and choose Move Registration…
From the order (System Admins): open the order, find the participant under their course in the Details section, click the ⋯ menu on their row, and choose Move Registration…
In the dialog:
The participant's current course and date are already selected. To reschedule, just pick a new date. To transfer, change the course too - any course works, including on-demand courses (no date needed).
The dialog shows how many spaces are left on the destination date. (You cannot create a brand-new date from this dialog - add the date to the course first.)
Notify Participant - on by default. The participant receives an email showing where they were moved from and their new course and date details. Switch it off to move them silently. (Sending requires email sending to be enabled on your account.)
Confirm the move. Done.
You cannot "move" a registration to the exact place it already is - pick a different course or date.
Money: never changes. The participant's existing price travels with them, and order totals, invoices, and payments stay exactly as they were - whatever the destination course costs. If the price should genuinely change, adjust it afterwards - see "The new course costs more (or less)" in the FAQ.
What moves with the participant
The registration is updated in place - it is the same registration before and after, with the same registration code. That means everything attached to it stays:
Attendance history
Notes and tasks
Lesson progress
Certificates
Registration field answers
Nothing is cancelled and re-created, so no cancellation emails go out.
Change Course or Date - move the whole booking line
When everyone booked on a course is moving together, you do not need to move them one by one (System Admins only - it lives on the order):
Open the order and find the course in the Details section.
Click the ⋯ menu next to the course title and choose Change Course or Date…
Pick the new course or date, choose whether to Email participants (the booker and any guests who receive course emails), and confirm.
Every participant on that course moves together, their registrations are updated to match, and guests and order history are preserved.
Money: this depends on whether the order has been paid.
Not yet paid - the order is re-priced to the destination course's current prices (discounts and vouchers are recalculated), and the amount due updates to match.
Paid or partly paid - the destination must cost the same as what is on the order. If it is priced differently, Cademy blocks the move and tells you so. To move a paid group to a differently-priced course, move the participants individually with Move Registration (which never touches money) and adjust any price difference afterwards.
Replace Participant - a different person is coming
When the space stays booked but a different person will attend (System Admins only - it lives on the order):
Open the order and find the current participant under their course.
Click the ⋯ menu on their row and choose Replace Participant…
Choose (or create) the person taking over the space and confirm.
Money: nothing changes. The new person takes over the space at the same price - nothing changes on the bill.
The same row menu also has Change Primary Contact if the person you are replacing was the order's main contact.
Full dates and overbooking
If the destination date is full, Cademy warns you: "This date is full. Moving this registration will take it over capacity." You can go ahead anyway - the date simply goes over capacity, the same as when you create orders or registrations manually. Customers on your public booking page still cannot book a full date.
When a registration cannot be moved
Cancelled or completed registrations cannot be moved.
A registration on a cancelled order cannot be moved.
Good to know
Moving someone off a full date frees a space. If the course has automatic waitlist emails enabled, that space can trigger a waitlist notification at the next hourly check - see Waitlists.
Bulk moves are not available - registrations are moved one at a time (Change Course or Date moves a whole course line in one go).
Frequently asked questions
Will the customer be charged again when I move them?
No. Move Registration never touches money - invoices and payments stay exactly as they were. Change Course or Date only changes anything on orders that have not been paid yet (the amount due is re-priced to the new course); it never charges anyone automatically.
The new course costs more (or less). What do I do?
After a Move Registration, Cademy deliberately leaves the money to you: either leave it as goodwill, edit the order to the new price, request an extra payment, or issue a credit note. See Editing an Order, Payment Requests and Partial Payments, and Credit Notes and Customer Credit.
Cademy says "the new course or date is priced differently". What does that mean?
You used Change Course or Date on a paid (or partly paid) order, and the destination costs a different amount, so the whole-line move is blocked to protect the bill. Either pick a same-priced destination, or move the participants one by one with Move Registration and sort any price difference afterwards.
What is the difference between Move Registration and Change Course or Date?
Move Registration moves one person and never touches money. Change Course or Date moves everyone on that course line at once and re-prices unpaid orders to the destination. If only some of the group are moving, use Move Registration for each of them.
What is the difference between moving and replacing?
Moving changes where someone attends (same person, new course or date). Replacing changes who attends (same course and date, different person).
Only 2 people out of a group of 5 are moving. What do I use?
Move Registration, twice - once for each person. The other 3 stay where they are and nothing changes for them.
Does the participant keep their attendance, certificate, and progress after a move?
Yes. The registration is updated in place, so attendance, notes, tasks, lesson progress, certificates, and registration answers all stay with them.
Will the participant be told about the move?
Only if you leave Notify Participant switched on. The email shows where they were moved from and their new course and date. Nobody receives a cancellation email - nothing was cancelled.
Can I move someone to a date that is full?
Yes. You will see a warning, but you can go over capacity deliberately. Customers on your public page still cannot book a full date.
Can I move someone to an on-demand course?
Yes. On-demand courses have no dates, so the dialog simply will not ask for one.
Can I move a registration that has no order (added manually or imported)?
Yes. Open the registration and use Move Registration… - it works exactly the same way.
Can I move someone to a course that is already on their order?
Yes. Their share simply joins the existing course line on the order; the totals stay unchanged.
Can I create a new course date while moving someone?
No. Add the date to the course first, then move them onto it.
Does Replace Participant change the price?
No. The new person takes over the space at the same price - nothing changes on the bill.
Can customers move or reschedule themselves?
No. Moving is an admin action - customers need to contact you, and you move them in seconds using the options above.
I moved someone by mistake. Can I undo it?
Move Registration: just move them back the same way - money was never touched, so nothing else needs fixing. Change Course or Date: move the line back; on an unpaid order the price recalculates back too.
Why can't I see Move Registration on a registration?
Cancelled and completed registrations cannot be moved, and registrations on a cancelled order cannot be moved.
Who can move, replace, or remove participants?
Move Registration and Cancel Registration (from the registration side sheet): System Admins, Course Owners, and Facilitators, for the courses and dates they have access to. The order-side options - Change Course or Date, Replace Participant, and Remove Participant - live on the order, which only System Admins can open.
🤔 Questions?
If you have questions or feedback please email us at support@cademy.io. We are always happy to hear from you.