This guide is for course providers using the Cademy Admin dashboard. It explains how to choose the automatic emails for one course and who receives them.
Confirmation email: Sent after a customer completes a purchase.
Reminder email: Sent before a scheduled course session.
Follow-up email: Sent after a scheduled session, but only to participants marked as attended in time.
What each user role can do
System Admin: Can edit courses, choose automatic email templates and manage who receives them.
Course Owner: Can edit courses, choose automatic email templates and manage who receives them.
Facilitator: Cannot edit these course settings. Ask a System Admin or Course Owner to configure them. A Facilitator can still use an available manual email action for records they are allowed to manage.
These settings belong to the course, not one course date. When you switch a reminder or follow-up on, it applies to every eligible date or session on that course. There is no separate automatic-email switch for one date.
Choose the automatic emails for a course
Go to https://admin.cademy.io and log in as a System Admin or Course Owner.
Select Courses.
Open the course, then select Edit.
Select Settings.
Select Emails.
The first option is Booking Confirmation Email for a scheduled, blended or on-request course. For an on-demand course, it is Order Confirmation Email.
Open the template selector under the confirmation email and choose the template you want to use.
For a scheduled, blended or on-request course, switch on each additional email you need:
Week Before Reminder Email: About 7 days before each session starts.
Day Before Reminder Email: About 1 day before each session starts.
Hour Before Reminder Email: About 1 hour before each session starts.
Day After Follow-up Email: About 1 day after each session ends, for participants marked as attended.
Choose a template for each email you switch on. You can also select Edit or Create new template.
Select Save at the top of the course editor.
On-demand courses do not have date-based reminders or a day-after follow-up. They have an Order Confirmation Email because there is no scheduled session start or end time to use.
Choose who receives automatic emails
Each participant with an eligible registration can receive their own automatic course email. Two course settings control additional recipient behaviour.
While editing the course, select Settings.
Select Forms & Participants.
Find the following switches:
Send guest participants emails
Switch this on when guest participants should receive their own enrollment confirmation and reminder emails. The same guest rule also applies to an eligible Day After Follow-up Email.
If this is off, Cademy does not send those participant-addressed automatic emails to registrations marked as guests.
Send primary contact reminder emails
Switch this on when the person who made the order should also receive reminder emails. Cademy sends that person one reminder per order and course date, including the participants on that order.
This switch adds the primary contact to the Week Before, Day Before and Hour Before reminders. It does not add them to the Day After Follow-up Email. If the primary contact is also a participant using the same email address, Cademy avoids sending the same reminder twice to that address.
Select Save at the top of the course editor.
Primary contact = the person responsible for the order. They may have booked for themselves, for another participant or for several people.
Guest participant = a person whose place was added by someone else. The Send guest participants emails switch controls whether Cademy emails them automatically.
Email only people marked as attended
The Day After Follow-up Email is different from the reminders. Cademy checks once each hour for sessions that ended about 24 hours earlier. It sends the follow-up only when all of these are true at that time:
The Day After Follow-up Email is switched on for the course.
The registration is active or completed.
The participant is marked Attended for that exact session.
The participant has an email address.
If the participant is a guest, Send guest participants emails is on.
Mark attendance before the check. If attendance is added after Cademy has already checked that session, the automatic follow-up is not sent later. Use a manual email if the automatic send was missed.
For a block or multi-session course, Cademy checks each individual session. A participant can therefore receive a follow-up after each session they attended, using that session's date and details.
Preview or test an automatic email
The Preview... action in Settings > Email Templates shows the saved template layout. It does not have a real order, registration, participant or course date to use, so mail merge tags can remain visible as placeholders.
To check a custom template with real course and participant details without sending it:
Open a suitable test Order or Registration for the correct course and date.
Select it, then select Email.
Choose the same custom template used by the automatic email.
Select Preview.
Check the subject, recipient, course date, location or joining details, and message content.
Close the preview without selecting Send.
Preview does not send the email. A manual email is sent only when you select Send. Use an Order or Registration, rather than a Contact-only email, when the template needs course, order or registration details.
The system Default Reminder Email and Default Follow-up Email are not choices in the manual email template selector. To test either one with personalized details, first duplicate it or save it as a custom template, assign that copy to the course, then use the steps above.
If an automatic email was not sent
Check the course setting: Open Edit > Settings > Emails. Confirm the email is switched on, a template is selected and the course was saved.
Check the course type: On-demand courses do not have date-based reminders or follow-ups.
Check the registration: A future reminder needs an active registration for the relevant course date. A cancelled or deleted registration is not eligible.
Check the email address: Cademy cannot send the participant email when the participant has no email address.
Check the guest setting: A guest participant is skipped when Send guest participants emails is off.
Check attendance for a follow-up: The participant must have been marked Attended for the exact session before the check about 24 hours after it ended.
Check when the setting or registration was added: Automatic reminders and follow-ups are not sent later when the eligible time has already passed.
Check the correct provider account: Custom templates belong to one course provider account. If a template is missing, confirm that you are in the correct account and refresh the page.
If the automatic time was missed, use Send Emails to Orders, Registrations and Contacts to send the message manually to the correct people.
Changing the template does not change an email that has already been sent. It affects future uses. If the same custom template is assigned to several courses, editing it affects future emails from every course using it. Duplicate the template first if one course needs different wording.
Frequently asked questions
Can I switch reminders on for only one course date?
No. The switches under Edit > Settings > Emails apply to all eligible dates or sessions on that course. If one date will not run, update that date and its registrations through the normal course-date process.
Can I send a reminder or follow-up immediately?
Yes, but use a manual email instead of waiting for the automatic schedule. Select the relevant Orders or Registrations, select Email, choose the template, preview it and send it.
Why does Preview show mail merge tags instead of names and course details?
The preview in Settings > Email Templates does not use a real record. For personalized values in a custom template, preview it from a real Order or Registration for the correct course and date. Duplicate a system reminder or follow-up first if you need to test it this way.
Will a participant receive a follow-up if I mark attendance two days later?
No. The automatic check has already passed. Mark attendance before Cademy checks about 24 hours after that session ends, or send the follow-up manually.
What happens on a block or multi-session course?
Reminders and follow-ups are based on each individual session. A participant can receive a reminder before, and a follow-up after, each relevant session.
Does the Booking Confirmation Email send when someone only submits a request or application?
This setting controls the confirmation used after a completed purchase. Booking requests and applications use their own notification steps.
Does this page control waitlist emails?
No. The available-place email for a waitlist is separate. See the Waitlists guide below.
Does this page control membership or subscription confirmation emails?
No. Edit the membership and use its Advanced Settings to choose the membership confirmation email.
Can I see whether the automatic email was delivered?
A System Admin can check the email history and status on the relevant Contact, Order or Registration. See the email-history guide below.