This guide is for course providers who need to move a booked participant (a delegate, learner or student) to another date or course, or move everyone booked on one course in an order. A move is also called a transfer or a reschedule, for example when someone booked the wrong date or a session is cancelled.
A registration is one person’s place on a course. An order records the purchase (the booking) and can contain several courses and participants. Changing a course place and changing what the customer owes are separate decisions.
Before you move someone: moving a registration to another course or date resets its attendance, lesson progress and completion information. Moving it back does not restore them. The Move Registration window says that attendance and history will be kept; do not rely on that. If training records or awards must be kept, contact Cademy Support before making the change.
Which Option to Use: Move One Person, a Whole Group or Replace the Attendee
Move Registration…: move one person to another date or course. If the place belongs to an order, you see the price difference before you confirm. A registration without an order has no price step.
Change Course or Date…: move one course on an order to another date or course, with all its participants and places. Other courses on the same order stay where they are.
Replace Participant…: keep the course, date and price, and let someone else attend. See Replace the Person Attending a Course (Substitute).
If nobody will take the place, cancel it instead. See Cancel a Booking or Part of an Order.
A System Admin can use all three. Course Owners and Facilitators can use Move Registration for registrations they can access, and need access to the destination course or date too. Change Course or Date and Replace Participant are on the order, which needs a System Admin. A move that changes the price always needs a System Admin.
Customers can move their own place with Reschedule on an eligible scheduled or blended-course booking when its cancellation policy allows it. This moves the place to another eligible date of the same course; an order-linked move must have the same price. The learner’s steps are in Cancel or Reschedule Your Course Booking. For a different course, a price change or a locked booking, the customer contacts you.
Move a Booked Learner, Delegate or Client to Another Date or Course (Move Registration)
Use Move Registration to move one person, or to swap two people between dates by moving each of them. It also works for a registration added without an order or imported (see Add a Participant to a Course Without Creating 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 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 window 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. An on-demand course has no date to choose.
Check the destination and the spaces remaining. If the date is full, a warning says the move will take it over capacity; you can still continue.
For a registration that belongs to an order, choose the Ticket if asked. Wait for the price check, then review Current Price, New Price, Difference and any discount warning. If the new price is higher, you can turn on Keep Original Price (see the next section).
Choose whether to leave Notify Participant on. It starts on and requests the move email described further down.
If the button says Continue, select it and choose what happens to the price difference. The options depend on the order’s invoices and payments.
Confirm with Move Registration, or the combined button shown for your choice. After Registration moved, reopen the registration and check its course, course date and status. If it belongs to an order, a System Admin checks the order’s Details, invoices, credits and any refund.
If you are a System Admin working in an order, find the person under the course in Details, open the ⋯ menu on their row and select Move Registration…. The same window opens.
Move a Registrant From an In-Person Course to an On-Demand Course
In Move Registration, select the on-demand course under Select a course; no date is needed. The price check and the reset of training records apply as for any move. Change Course or Date can also move a whole group to an on-demand course, but it sends no email.
Move a Booking to a Higher-Priced Date Without Invoicing the Difference (Keep Original Price)
When the new date or course costs more, Move Registration shows the extra amount and a Keep Original Price switch. Turn it on to move the participant at their original price: no additional invoice or payment is created. Select Continue, check the Keep Original Price? window, then select Move Registration.
With the switch off, the next step asks how to bill the extra amount. Only a System Admin can make a move that changes the price, including with Keep Original Price. A Course Owner or Facilitator sees “This move changes the price, so a System Admin needs to do it.” A move that changes the price is not available on an order that invoices each course separately.
Why Moving a Registration Charges Extra Money or Gives a Refund (Price Difference)
For a registration on an order, the price check compares the destination with what the order charged. Discounts, tax and the rest of the order affect the difference, so it can differ from the two course-page prices. If the destination course has no set price, the window says the participant’s price stays the same.
Higher price: the confirmation explains how the extra amount is billed, either on a separate invoice or by replacing an eligible unpaid invoice. For monthly instalments, it can instead adjust the plan’s final payment while keeping its dates. To avoid charging more, use Keep Original Price.
Lower price: the result can be a lower draft invoice, a replacement invoice, a credit note or a refund, depending on the order’s records. Where No Financial Change, or an option saying that the invoice stands, is offered, it keeps the existing charge.
Check the result before confirming, and do not process the same difference again separately. A changed balance is not proof of payment, so check instalments and overdue payments too. After the move, check the documents and balances before arranging any further payment or credit, using Change an Existing Order, Send a Customer a Payment Link, Record a Cash, Cheque or Bank Transfer Payment or Manage Credit Notes and Customer Credit.
If the price check cannot complete, stop before confirming and check any required Ticket choice. A date in another currency is unavailable and shows “This date uses a different currency. Cancel and rebook instead.” Cancelling and rebooking are separate actions, so read Cancel a Booking or Part of an Order first. A registration without an order has no price or currency check. To see how a date gets its currency, see Choose the Currency for Your Course Prices.
What Happens to the Registration After a Move (Attendance, Progress and Certificates)
A move updates the same registration and keeps its registration code. Its attendance, lesson progress, progress percentage and completion information reset when the course or date changes.
The move keeps the registration’s notes and tasks. For a registration without an order, it also keeps its registration field answers. On an order, the answers can be replaced by information from the order, so check important answers before and after the move.
Certificates do not transfer to the new course. A registration holding a certificate or CPD (continuing professional development) award cannot be moved on its own. Change Course or Date follows 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 set relative to the course date follow the new date. Notify Participant controls the move email only, not lesson reminders. See Release Lessons Over Time and Set Due Dates.
Transferred Learner Cannot Access the Course or See Their Booking
A moved learner keeps the same registration and logs in the same way as before. If they cannot open the course after a move, reopen the registration and check its Course, Course date and Status. On a blended course, lessons set to open relative to the course date follow the new date, so a later date can mean they are not open yet. The learner must log in with the email address on the registration’s contact. For more checks, see Help a Learner Who Cannot Access Their Course.
Cannot Move a Candidate to Another Date: Only Cancel Shown or a Message Appears
Agree the move with the customer first. Moving someone on an order that is awaiting approval does not approve or reject the order; a System Admin does that separately. If Move Registration… is not in the menu, or only cancel options appear, check these rules.
A registration whose Status is Cancelled or Completed, or whose Completion is Completed, or whose order is cancelled, cannot be moved. One that has completed before stays blocked even if its Completion later changes back.
A registration holding a certificate or CPD award cannot be moved. Contact Support if a correction is needed. Revoking an award does not bring the action back for a registration that has completed before.
Some older registrations without the required order details do not offer the action.
Course Owners and Facilitators see Move Registration only for registrations they can access, and need access to the destination too. The order’s menus need a System Admin.
Create the destination date first if it does not exist. The move windows only list existing dates.
Do not use Change Course or Date to get round these limits. It resets the training records of the registrations it updates and can revoke their certificates and CPD awards.
Messages you may see while moving someone:
“This date is full. Moving this registration will take it over capacity.”: you can still continue. Check the date’s capacity first.
“Choose a ticket to see the price.”: the destination has more than one ticket. Choose the one the participant should have.
“This move changes the price, so a System Admin needs to do it.”: ask a System Admin to make the move.
“This order invoices each course separately, so moves that change the price are not supported yet. Change the course from the order instead.”: the message suggests changing the course from the order, but Change Course or Date is not available for orders with separate invoices, so choose a destination with the same price, or contact Support.
“This date uses a different currency. Cancel and rebook instead.”: the date uses a different currency from the order.
An error does not prove that nothing changed. Reopen the registration and check its course and date before trying again. If the result is unclear, contact Support with the order and registration references, the intended change and the message.
Move a Whole Order or Group Booking, or One Course in a Booking With Two Courses (Change Course or Date)
Use Change Course or Date to move one course on an order, with everyone booked on it, to another date or course. If the order has two courses, only the one you choose changes. If only some of the group are moving, use Move Registration for each of them instead. This is a System Admin action.
The destination date must use the order’s saved currency, including another date of the same course. Change Course or Date is not available for orders that use separate invoices.
For an order awaiting payment or overdue, Cademy recalculates the course using the destination’s prices and any discounts or voucher. An order manually marked paid with no payment or gift card amount recorded is recalculated the same way. Other orders need a destination with the same subtotal: the course’s booked prices, including selected offers and add-ons, before discounts, fees and any added VAT. Do not decide from a Paid label alone: check recorded payments and invoice balances.
Check the financial result: the Change course or date window does not preview money changes. To give a different price on an order with payments, use Move Registration for each participant, where you can review the difference or keep the original price. A same-price destination still resets training records.
Select Orders in the Admin Dashboard and open the order. Under Details, find the course you are changing.
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 every participant affected.
Choose whether to leave Email participants on. It starts on and sends the update to the booker and to guest participants who receive course emails. No update is sent when the destination is an on-demand course.
Select Change course or date. After Course or date changed, reopen the order and check its course, date, participants and amounts. Then open the affected registrations and check their course, date, training information and awards.
If a paid order is refused with “The original subtotal was …; the destination subtotal is …”, this window cannot apply a price difference. Use Move Registration… from each participant’s menu to review the difference; a System Admin can choose Keep Original Price there. If the message says the original tickets or add-ons could not be matched, choose a destination with matching tickets and add-ons, or use Move Registration.
Session Cancelled or Changed: Reschedule Attendees or Move Bookings to Another Course
If the whole session is moving to a new day or time, edit the saved date instead of moving each person: the people booked stay on it with its new details. Saving a date does not email them, so tell them yourself. See “Change the Time, Currency or Details of One Saved Date” in Add or Change Course Dates and Multi-Session Blocks.
If the session is cancelled and people are moving to another date or course, there is no action that moves everyone on a date at once. Use Change Course or Date on each order, or Move Registration for each person, then cancel the old date: see Cancel or Delete a Course Date or Block.
Transfer Confirmation Email Sent After Moving a Delegate or Learner
With Notify Participant on, Cademy sends the participant a Registration moved email with the updated course and date. Its subject starts “Registration moved for” followed by the course name.
The email is sent only when the registration is still active and on the new date, email sending is enabled for your account and the contact has an email address. A pending registration, such as one waiting for payment, does not get it. For a participant who is not the order’s primary contact, the destination course must have Send guest participants emails switched on.
For Change Course or Date to a scheduled course date, Email participants sends the update to the primary contact and to the other participants on that course who receive course emails. After either action, check Find Sent Emails and Check Delivery Status rather than assuming the email arrived. If nothing was sent, tell the participant yourself, for example with Send an Email to Course Participants or Contacts.
Check the old and new date’s spaces after the records update. Waitlists are a separate process: see Set Up and Manage a Course Waitlist (Waiting List).
Replace the Person Attending (Someone Else Takes the Place)
To keep the course, date and price and let someone else attend, follow Replace the Person Attending a Course (Substitute).
Frequently Asked Questions
Will moving someone charge them again?
A move on an order can change the amount owed and its invoices. A higher price can add an invoice unless you turn on Keep Original Price, and a lower price can involve a refund or credit choice. Check the confirmation and the saved result before taking any further payment.
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 on 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 records before moving and each resulting registration afterwards.
Can I swap candidates between two course dates?
Yes. Move each person with Move Registration. If a date is full while you swap, its warning lets you take it over capacity for the first move. Spaces are recalculated after each move.
Can I select a full date or a date that does not exist yet?
Move Registration can take a full date over capacity after its warning. A new scheduled date must be created before you can select it in either move window.
Can a manual registration move without an order?
Yes. Open its registration and use Move Registration. The same eligibility and training-record rules apply, but there is no price step.
Can I move someone to a course already on the order?
Yes, where they are not already on that destination. Check the price preview and any financial decision, then check the resulting places 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. A move back on an order needs a fresh price check and can need another financial decision; it does not undo earlier invoices, credits or refunds. Contact Support before trying to repair lost training information.