This guide is for the person who booked places on a course for other people, such as colleagues, employees or delegates. It explains how to fill unassigned places, add, invite, replace or remove people, and check their progress, attendance and certificates. Everything happens on the course provider’s own site, which shows the provider’s name and logo.
If somebody else booked your place and you only want to change your own details, follow Edit Your Details for a Course You Are Attending instead.
Order owner (booker or key booker): the person whose account the order belongs to. A course provider can create an order for you, or you can place it yourself. Only the order owner can manage the other people on it.
Participant: a person attending the course. The order owner can also be a participant. A place, seat or space is one booking for one person to attend.
Course provider: the training provider running the course.
Open the List of People on Your Booking (Participants)
Log in with the email address connected to your order. If you need help, follow Log In to See Your Courses and Bookings.
Select My Account, then My Courses & Bookings.
Select Orders & Billing and open the order.
Under Courses, find the course and date you want to manage. Its participant list is directly below the course name.
If you already have the course page open, select its Participants tab. If Bookings or Your Orders appears above the list, select the booking or order first. On a phone, scroll down to find the list and side panel.
A course with one seat where you are the only participant shows a single course row instead of a list. Select it to open Overview and use your own side-panel actions. Some older bookings, and places the provider added or imported, have a read-only list: progress and certificates still open, but ask the course provider to make changes.
What the Participant List and Status Labels Mean
Check the selected course date before making a change. If your order has several dates of the same course, adding, inviting, changing an option, replacing, transferring or removing someone affects only the selected date. Editing the same person’s name and answers keeps them together across dates of that course on this order. A whole-block booking covers a group of sessions sold together, and its list applies to the whole block.
If you bought several options, the list groups people under those option names and shows the places assigned and left for each. An option is a price offer already bought for this date, such as a standard place or a place with an extra service. With only one purchased option there are no option headings, and it is assigned automatically.
Each purchased option has its own allowance for this date: the quantity bought multiplied by the places included in that option. For example, buying two of an option that includes two places gives four places. Changing a participant or their option does not buy extra places or change the price, payment or invoice. Remove Participant keeps the purchased place for someone else and does not create a refund.
Each row shows the person’s name, or their email if no name is saved. Your own row has a You marker. The main status is one of these:
Invited - the person has been added but does not have a Cademy account yet.
Missing Details - required participant information is incomplete.
Not started - no progress, completion or attendance is recorded.
A percentage - the person has started the course content; the number is their progress.
Completed - the place is marked completed, or course-content progress reached 100%.
Attended - the provider marked the person as attended for at least one session.
Absent - absence is recorded and no attendance, completion or progress takes priority.
A row shows one status. When several apply, it uses this order: Attended, Completed, progress percentage, Absent, Invited, Missing Details, then Not started. The provider records attendance; it is separate from completing online lessons.
Check Each Person’s Progress, Attendance and Certificates
View a Participant’s Detailed Course Progress
When the course has trackable lessons in Cademy:
Open the three-dot menu beside the participant, then select View Progress.
Progress for [participant name] opens with the course sections. Select a section heading to expand or collapse its lessons.
Check each lesson’s Not Started, In Progress or Completed status, then select Close.
A scheduled course can show attendance without lesson progress. An on-demand course has no session attendance. A blended course can have both. Content hosted on another website has no detailed progress here unless the course also has lessons in Cademy.
Open or Download a Participant’s Certificate
Open the three-dot menu beside the participant.
Select Get Certificate. It opens their latest active certificate in a new browser tab.
Get Certificate is disabled until the course provider issues an active certificate. A revoked certificate cannot be opened. If a certificate you expect is missing, contact the course provider. To save or print it, see Find or Download Your Course Certificate.
Allocate Places or Enrolments You Bought to Colleagues or Delegates
Places with nobody named on them stay unassigned until you add or invite someone. When places are unassigned or details are missing, the course page shows a warning such as 1 seat unassigned or 1 participant missing details, with View Participants.
You need an unassigned purchased place. Each person needs a valid email that no other participant on the selected date uses. To add yourself, use Add Yourself as Participant, not your own email as a guest.
If the course provider prevents duplicate registrations, a current place on another date of this course, or through another order, also stops someone being added. See “If Adding a Participant Says They Are Already Registered” below.
Invite Participants by Email
Use Invite when you know the emails and want people to complete their own required details:
Select Invite beside the option you want to fill, or above the list when there is only one option.
If Select an option is shown, check the preselected option or choose another purchased option with places left.
Under Enter email addresses (one per line), enter one person’s email on each line.
Correct any invalid or duplicate addresses. The batch goes to one option and must fit its remaining places.
Select Send Invite or Send Invites. The people appear in the list.
An invitee without a Cademy account shows Invited. A person with an account who still has required answers to give shows Missing Details.
Add a Participant With Their Details
Use Add when you know the person’s details:
Select Add beside the option to fill, or above the list when there is only one option.
If Select an option is shown, check it or choose another purchased option with room.
Complete the required fields in Add Participant. Phone is shown only if the provider asks for it on this form.
Select Add. If there is room for another person, Add and Add Another lets you add the next one.
Check the participant list and its assigned-place count.
The add form does not show file-upload or organisation questions. The participant answers file questions in their own details, and organisation questions in Additional details required when it is shown to them.
People you invite or add are sent an invitation email, “You’ve been invited to [course name]”, when the course provider’s email settings allow it. Its button takes them through login to the course. Sending an invitation does not confirm that it was delivered.
If the warning “We won’t email” appears, select Copy Link and send the course link to the person yourself.
Edit, Change an Option, Replace or Remove Another Participant
Open the list on the order or the course’s Participants tab, check the date, then open the three-dot menu beside the person. Your own row has different actions; see “Add, Transfer or Remove Your Own Place” below.
Attendance, including an Absent mark, or recorded learning progress locks replacement, removal, transfer and option changes for that date. Edit is locked if the person has attendance or progress on any date of this course on the order, because their details are shared. Contact the provider when the action you need is disabled.
Edit Another Participant’s Details
Select Edit. Edit Attendee opens.
Wait for the saved answers, then change the available fields. Email is read-only.
Select Save Changes, then reopen Edit to check the answers.
To give the place to another person or email, use Replace Participant… instead.
Change the Option a Participant Is Booked On
Select Change Option… in the participant’s menu. It appears when more than one option was purchased.
In Select an option, choose another purchased option with places left. The current one says Current.
Select Change Option, then check that the person has moved into that option group.
The change uses one of that option’s purchased places and frees the previous one. It does not change their other dates or the order price. If the person appears under Option Not Chosen, use this action to assign an option.
Replace or Swap the Person Attending
Select Replace Participant….
Complete the new person’s required details with their valid email.
Select Replace Participant, then check the list for the new person on the selected date.
The new person takes this place, while the original person keeps their other dates and courses. The new person receives the same invitation email, subject to the provider’s email settings. If “We won’t email” appears, use Copy Link.
Remove a Participant and Keep the Place
Select Remove Participant at the bottom of their menu.
If Remove [name]? opens, check the person, then select Remove Participant, or Keep to leave them attending. Some older booking lists remove the person straight away.
Check that the person has gone from this date’s list and the place is free to assign again.
Removal keeps the purchased place and does not change the total, invoice or payment, or create a refund. Reschedule and Cancel Space, when shown in a participant’s menu, are different: Reschedule moves their place to another date, and Cancel Space releases the place and adjusts the order under the course policy. Read Cancel or Reschedule Your Course Booking before using them, and check the terms and result before you confirm. Do not use Cancel Space when you want to keep the place for somebody else.
Add, Transfer or Remove Your Own Place on Your Booking
If you own the order but are not attending, the list shows a notice. When a place is free, select Add Yourself as Participant, choose a purchased option with room if asked, then select Add Yourself. Check that your row is marked You.
If you are attending, your three-dot menu offers these actions when available:
Transfer Your Space - give your place to somebody else while you keep the order.
Change Option… - choose another purchased option for yourself.
Remove Yourself as Participant - stop attending and leave the place unassigned. It takes effect immediately.
To transfer, select Transfer Your Space, complete the other person’s required details, then select Transfer Your Space in the window. It affects the selected date. Use Copy Link if “We won’t email” appears. For a one-seat booking where you are the only participant, use Transfer Your Space in the Overview side panel, then select Done.
The provider’s transfer settings, attendance or progress, and the start of the booked date or block can stop a transfer. A side-panel action blocked by attendance or progress shows Locked. To edit your own answers, use Edit Your Details in the side panel; see Edit Your Details for a Course You Are Attending.
To reschedule or cancel your own place, use Reschedule or Cancel Booking in the course Overview side panel and read Cancel or Reschedule Your Course Booking. If the provider cancelled your own place, contact them to rebook; Add Yourself as Participant cannot restore it.
If Adding a Participant Says They Are Already Registered
When the course provider prevents duplicate registrations, the check applies to Add, Invite, Replace Participant…, Transfer Your Space and Add Yourself as Participant. “This person is already registered for this course.” means the person has another current place on that course. On a blended course, an existing place still counts while its date has not finished or while the person’s online access to the course remains valid, so finishing the last session does not free them to be added again. Check their email and existing booking, or ask the course provider to check.
A scheduled place counts until its date finishes, and an on-demand place while its online access is valid. An unpaid invoice booking still counts; a cancelled one does not. Changing the option for the same person on the same date is not stopped by this check.
If a Booker Can No Longer See Learner Progress or Other Controls
No participant list: a booking for yourself alone shows only the course row. Another person’s order is not available to you.
No Invite or Add: the list is read-only, or that option has no unassigned places. For more places, contact the course provider.
Option Not Chosen: an older participant has no option. Use Change Option… when available, or ask the provider.
No View Progress: the course has no trackable lessons in Cademy.
Get Certificate is disabled: no active certificate has been issued for that participant.
Edit is disabled but Change Option… works: shared details are locked by another date, while this date can still be changed.
A cancelled guest is missing: the provider can cancel someone’s registration and keep the purchased place. If the list shows room, add or invite someone to fill it, including the same email as a new participant.
The course page says you are not booked onto the course, or shows No Order Found: check the logged-in email shown there, and use the button on that page to log in with a different email if it is not the one on your order. If it is, the order still opens from Orders & Billing; contact the provider about the course page. The Book and Order Course buttons on those pages start a new booking.
If an action fails, read its message and check the date, option and places left. Give the course provider the course name, date, participant’s email, the change you need and the message shown. After adding or removing yourself, reload the course page before editing your own details.
Edit Your Own Details for a Course You Are Attending
Changing your own details for a course place is explained in Edit Your Details for a Course You Are Attending.
Update Your Contact Details on My Profile
Contact details a course provider holds for you are covered in Edit Your Details for a Course You Are Attending.
Complete Missing Details When It Says Registration Incomplete
To fix Registration incomplete or missing details, see Edit Your Details for a Course You Are Attending.
Your Own Details After Attending or Starting the Course
Which details lock after attendance or progress is explained in Edit Your Details for a Course You Are Attending.
Upload a File Your Course Provider Asked For
To upload a requested document, see Edit Your Details for a Course You Are Attending.
If Somebody Else Booked Your Place on the Course
If someone else booked your place, follow Edit Your Details for a Course You Are Attending. To cancel or reschedule, see Cancel or Reschedule Your Course Booking.
Frequently asked questions
Can I add more people than I paid for?
No. Each option has its purchased allowance for this date. To buy more places, contact the course provider.
Does changing an option change the price?
No. Change Option… moves the person into a place already purchased on this date. It does not buy an upgrade or change the invoice.
Does replacing somebody affect their other dates?
No. Replacement affects the selected date only. Editing the same person’s details is different: their answers are kept together across dates of that course on the order.
Which certificate does Get Certificate open?
The latest active certificate for that participant’s place on the course. A revoked certificate is unavailable.
What if an invited person has not received an email?
If “We won’t email” appeared, select Copy Link and send the course link yourself. Otherwise ask them to check the address used and their junk folder, then contact the course provider if they still cannot find it.