This guide is for course providers changing an existing participant’s course place. Use it to move one person, move everyone booked on one course in an order, or replace the person attending.
A registration is one person’s place on a course. An order records the purchase and can contain several courses and participants. Changing a course place and changing what the customer owes are separate decisions.
Before you move someone: changing a registration’s course or date resets its attendance, lesson progress and completion information. Moving it back does not restore those records. Do not rely on the move dialog’s statement that attendance and history will be kept. If existing training evidence or awards need to be preserved, contact Cademy Support before making the change.
Choose the right option
Move Registration…: move one person to another date or course. For an order-linked registration, review the destination-price preview and any financial decision before confirming. A registration without an order does not have this price step.
Change Course or Date…: change one course entry in an order, including its participants and booked spaces. Other course entries stay where they are. Pricing restrictions apply.
Replace Participant…: keep the booked course, date and price, but choose another person to attend.
If nobody will take the place, use the cancellation/removal guidance in Cancellations & Refunds. A replacement is not a refund or cancellation instruction.
A System Admin can use the order-side options. Course Owners and Facilitators use the registration-side move option for registrations they can access; they must also have access to the destination course or date. A move with a price difference requires a System Admin, even when a Course Owner or Facilitator can access both places. Learners cannot move themselves to another date or course; they need to ask the course provider. The order owner (normally the person who placed the order) may be able to replace or remove a participant, or transfer their own place, from their own Cademy account. These actions are unavailable once attendance or lesson progress has been recorded for that participant on that course. After that, they need to ask the course provider. See Manage Participants and View Their Course Progress and Certificates.
Check eligibility and existing records
Agree the move with the customer first. If the order is awaiting approval, moving a participant or changing its course or date does not approve or reject it. After checking the move, ask a System Admin to review the order and make that separate decision.
Before changing anything, check the participant, current course/date, registration code, registration field answers, attendance, lesson progress, completion and any certificate or CPD award. CPD means continuing professional development. On an order, also check which course entry and participant row you are changing and the current invoice amounts.
A registration whose Status is Cancelled or Completed, or whose Completion is Completed, cannot use Move Registration. A registration that has completed before keeps the action hidden even if its Completion later changes back.
A registration holding a certificate or CPD award is blocked from an individual move. Contact Support if a correction is needed. Do not revoke an award merely to make the menu available: revoking does not bring the action back for a registration that has completed before.
A registration on a cancelled order cannot be moved. Some older registrations without the required order details also do not offer the action.
Create the destination course date first if it does not exist. The move dialogs select existing dates. An on-demand course does not require a date.
Change Course or Date is blocked for orders that use separate invoices. Ask Support about the required change instead of treating another action as a guaranteed workaround.
If Move Registration is unavailable, do not use the whole-course change as a way around completion or award restrictions. It can reset training evidence and trigger award changes for the registrations it updates.
Move one participant to another date or course
Use this route for one person, including a registration added manually or imported without an order.
As a System Admin, select Registrations in the Admin dashboard and open the participant’s row. As a Course Owner or Facilitator, select Courses, open the assigned course, select its Registrants tab and open the participant’s row. Check the person, course, date and registration code.
Open the three-dot menu in the Registration section and select Move Registration…. The Move Registration dialog opens.
To change only the date, keep the same course under Select a course and choose another date under Select a date. To transfer to another course, select that course first, then its date. No date is requested for an on-demand course.
Check the destination and any spaces-remaining information. The current course and date cannot be submitted as a move. Read the full-date warning before deliberately exceeding capacity.
For an order-linked registration, check Ticket if it appears and choose the intended option. Wait for the price check, then review Current Price, New Price, Difference and any discount warning. If Cademy reports that the price stays the same, check that result too. Manual or imported registrations without an order skip this step.
Choose whether to leave Notify Participant on. It starts on; the email conditions below still apply. Check existing training evidence before continuing.
If the button is Continue, select it and read the financial confirmation. Choose from the invoice, credit or refund options offered; these depend on the existing invoice and payments. Review any option to send an updated invoice. The section below explains the possible results.
Confirm with Move Registration, or the combined move-and-financial-action button shown for your choice. If there is no financial step, the first dialog shows Move Registration directly. After Registration moved, reopen the registration and check its course, course date and training information. For a Blended course, also check lesson availability and due dates. If it belongs to an order, a System Admin must check that order’s Details, invoices, credits and any refund result.
If you are a System Admin already working in an order, find the person under the relevant course in Details. Open the ⋯ menu on their row and select Move Registration…. This opens the same dialog; continue with the destination and notification steps above.
Money: An order-linked move can change the amount owed and create or replace financial documents. Check any payment effect in the confirmation, especially for overdue instalments; a changed balance is not proof of payment. A lower price can involve a credit or refund decision. Check the result shown before confirming; do not process the same difference again separately. The amount owed does not change when the registration has no order, when the price check shows no price change, or when the window says that the participant’s price stays the same (for example, because the destination course has no set price).
For an order-linked registration, if the price check cannot complete, stop before confirming. Check any required Ticket selection. A different-currency destination is not supported. A move with a price difference needs a System Admin and is not supported when the order invoices each course separately. If the requested move remains blocked, contact Cademy Support with the order, registration, destination and error; do not assume the whole-course action is a workaround.
Understand what happens to the registration
An individual move updates the registration with its existing code. Keeping the code does not mean all training evidence is retained: attendance, lesson progress, progress percentage and completion information reset when its course or date changes.
The individual move keeps the registration’s notes and tasks. For a registration without an order, it also keeps its registration field answers. On an order-linked registration, the answers can be replaced by information from the order when the records update. Check important answers before moving and check the resulting Registration Fields afterwards. Retained notes and tasks do not replace the training evidence that resets.
Do not promise that certificates transfer to a different course. Individual moves are blocked when the registration holds a certificate or CPD award. Whole-course changes follow a different process and can revoke awards when completed registrations are updated.
After a move, Cademy rebuilds the participant’s future lesson reminders for the destination. Lesson opening and due times that are set relative to the course date are worked out from the date on the registration, so after a move they follow the new date. Notify Participant controls the move email only; it does not switch lesson reminders on or off. See Lesson Drip Feeds, Schedules & Due Dates for the lesson settings.
Replacing someone cancels the outgoing person’s registration for that course entry and creates a separate registration for the replacement. If the replacement is the order’s existing primary contact (the Order Contact), Cademy can reactivate that person’s earlier registration instead. Do not treat the outgoing person’s attendance, progress or certificate as belonging to their replacement.
Change a course or date for a whole group
This System Admin option changes one course entry in an order. If only part of the group is moving, use Move Registration for those people individually. First check every affected participant’s existing training evidence and awards.
For an order awaiting payment or overdue, this route can recalculate the course entry using the destination’s prices and applicable discounts or voucher. An order manually marked paid with no payment or gift-card amount recorded can also be recalculated using the destination’s prices. Other payment states require the destination course entry to have the same subtotal as the existing entry. This price comparison uses the course entry’s booked prices, including selected offers and add-ons, rather than the final invoice balance. Do not decide from a Paid label alone: check recorded payments and invoice balances.
Check the financial result: the course-change dialog is not a financial-adjustment preview. If you need a different price on an order with payments, or cannot reconcile the order and invoice amounts, contact Support before changing it. A same-price destination does not remove the training-evidence warning.
As a System Admin, select Orders in the Admin dashboard and open the order. Under Details, find the course entry being changed.
Open the ⋯ menu beside that course and select Change Course or Date….
Under Select a course, choose the destination course, even if only the date is changing. For a scheduled course, choose an existing date under Select a date. Check the course/date and every participant affected.
Choose whether to leave Email participants on. It starts on. This setting requests a move email for a destination with a course date. Whole-course moves to an on-demand course do not send this update, even when the setting is on.
Select Change course or date. After Course or date changed, reopen the order and check its course/date, participants and amounts. Open the affected registrations to check their course/date, training information and awards.
A different-price error on a paid or partly paid order means that this whole-course change cannot apply the required price difference. Choose an eligible same-price destination, or ask Support to help separate the participant move from the financial adjustment. Do not keep retrying with the same selection.
Replace the person attending
Use Replace Participant when the course and date stay the same and somebody else will take the place. In the Admin dashboard this is a System Admin action on the order. The order owner may be able to make the replacement from their own account instead; see Manage Participants and View Their Course Progress and Certificates. It keeps the price unchanged and does not issue a new financial document through the replacement confirmation.
Check the contact before continuing: selecting a new contact and pressing Continue creates that contact before the final replacement confirmation. Cancelling the later confirmation does not undo that contact creation. Use an existing contact when the person already has one.
Select Orders in the Admin dashboard and open the order. Under Details, find the correct course and current participant.
Open the ⋯ menu on that person’s row and select Replace Participant….
In Search or create contact, search for and select the replacement’s existing contact. If the person has no contact, select Create new contact... in the contact picker, enter their details and check them carefully. Provide an email address or both first and last names before continuing.
Select Continue. A second confirmation names the person being replaced and the replacement. Check both names, then select Replace to apply the replacement.
After Participant replaced, reopen the order and check the participant under the correct course. Open the replacement’s registration and check the person, course/date and access information. Check that the outgoing person’s registration for that course entry is Cancelled. If either result is missing, contact Support before repeating the replacement.
If the replacement is the order’s existing primary contact, this puts that person back on the selected course’s participant list; it does not create a second place for someone already attending it. Resolve an already-participating warning before continuing.
Replace Participant does not change the order’s primary contact. If that also needs changing, use the separate Change Primary Contact action on the primary participant’s row or the order contact’s menu. Check that action’s consequences before confirming it; replacing attendance and changing the order contact are different tasks.
The Replace Participant windows in the Admin dashboard have no email option. If the person leaving or the person joining needs to be told about the change, tell them yourself.
Check capacity, emails and the final result
Move Registration shows remaining spaces when the selected date has a capacity limit. If it is full, a warning allows an authorised admin to proceed over capacity. Decide deliberately before confirming. This warning belongs to the individual-move dialog; do not assume every group-change dialog offers the same warning.
Notify Participant requests the individual move email. Delivery also requires an active registration still matching the destination, account email sending enabled and an available recipient email address. For a participant who is not the order’s primary contact, the destination course must have Send guest participants emails switched on. Turning the switch off suppresses this move notification; it is not a switch for all future course or order emails.
For a whole-course change to a scheduled course date, Email participants requests the move update to the primary contact and to the other participants on that course entry who are eligible for course emails. The whole-course move email is not sent when the destination is on-demand. After either action, check View Email History for Contacts, Team Members, Orders and Registrations rather than assuming the recipient received the message.
An error does not prove that nothing changed. Reopen the registration and check the current course/date and participant before trying again. If there is an order, ask a System Admin to check it too. If they disagree, or training evidence, awards or invoice amounts are unexpected, contact Support with the order/registration references, intended change and error message.
Handle price differences and follow-up work
For an order-linked individual move, use the price preview and financial confirmation to understand the proposed result. Discounts, tax and the rest of the order can affect the difference; do not calculate it only from the two course-page prices.
If the price increases, the confirmation explains how the extra amount will be invoiced. It can offer a separate invoice or replacement of an eligible unpaid invoice. For monthly instalments, the confirmation can instead adjust the plan’s final payment while keeping its dates. Check the revised amount, date and any overdue-payment warning before confirming. For a reduction, the result can be a lower draft invoice, replacement invoice, credit note or refund, depending on the current records. Where No Financial Change, or an option saying that the invoice stands, is offered for a reduction, it keeps the existing charge. Do not assume that choice is available for every move.
Check the documents and balances after the move before arranging any further payment or credit. Use Change an Existing Order, Request a Payment or Record Money Received Elsewhere or Credit Notes and Customer Credit for the financial task. Follow their payment-state restrictions; do not assume every paid order can simply be re-priced.
Check the old and new course-date spaces after the records update. Waitlist settings are a separate process; see Manage Course Waitlists. Do not promise a particular notification time merely because someone moved.
Frequently asked questions
Will moving or replacing someone charge them again?
An order-linked move can change the amount owed and its invoices. Check any payment effect in the confirmation, especially for overdue instalments; a changed balance is not proof of payment. A lower price can involve a refund or credit choice. Replace Participant keeps the price unchanged. Check the financial confirmation and saved result before taking any further payment action.
What if the destination costs more or less?
For an order-linked Move Registration, check the price preview and any financial confirmation. A price difference requires a System Admin; available invoice, credit and refund choices depend on the order’s current records. If Change Course or Date rejects a destination, do not assume an individual move will avoid its financial restrictions.
Which option changes the course, and which changes the person?
Move Registration changes one person’s course or date. Change Course or Date changes one whole course entry in the order. Replace Participant changes who takes the existing place.
Only two of five participants are moving. What do I use?
Use Move Registration separately for each of those two people. Check each person’s training evidence before moving and each resulting registration afterwards.
Will attendance, progress and certificates travel with the participant?
No. Attendance, lesson progress and completion information reset on a course/date change. Individual moves are blocked for registrations holding certificates or CPD awards. Ask Support before changing records whose training history must be preserved.
Does Notify Participant guarantee an email?
No. It requests the move notification, but registration status, account sending, the course’s Send guest participants emails setting and the recipient address still control whether it can be sent. Check email history.
Can I select a full date, an on-demand course or a new date?
An individual move can exceed a full date after its warning. On-demand courses need no date. A new scheduled date must be created before selecting it in either move dialog.
Can a manual registration move without an order?
Yes. Open its registration and use Move Registration. The same eligibility and training-evidence checks apply.
Can I move someone to a course already on the order?
Yes, where they are not already assigned to that destination. Check the price preview and any financial decision, then check the resulting participant placement, spaces and invoice amounts.
Can I undo an accidental move?
An eligible registration can be moved back, but this does not restore attendance, lesson progress or completion evidence. An order-linked individual move back needs a fresh price check and may require another financial decision; it does not simply undo earlier invoices, credits or refunds. A whole-course move can also recalculate prices again. Check the records and contact Support before attempting to repair lost training information.
Why is the move action missing, and who can use it?
System Admins, Course Owners and Facilitators need access to the source and destination. Cancelled, completed, previously completed and some older registrations have additional restrictions. An individual move with a price difference requires a System Admin; it can be blocked after selecting the destination even when the menu action is visible. In the Admin dashboard, Change Course or Date and Replace Participant are on the order, which needs a System Admin. Learners cannot move themselves to another date or course. The order owner may be able to replace or remove a participant from their own account; see Manage Participants and View Their Course Progress and Certificates.