Use forms to ask questions when people book a course, through a separate enquiry, application or survey form, or inside an online lesson. You can also ask for course feedback and reviews.
This guide is for the team running courses in Cademy. It explains which form to choose, whether each question belongs to the person or to their place on a course, how to start setting the form up and where to find the answers.
Find Your Forms (Checkout, General and Feedback)
You need the Course Owner or System Admin role to manage forms. A role controls which parts of Cademy you can access. If you cannot open Forms, ask the person who manages your team's access.
To see your forms:
Open Forms in your Cademy dashboard. Sign in if asked.
Find the form's name in the list. Its Type is Checkout, General or Feedback.
Where Have My Old Checkout Forms Gone? Find Existing Forms
All Checkout, General and Feedback forms, including your existing checkout forms, are listed under Forms in the left-hand menu, not in Settings. A saved link to Settings > Forms opens the same form in Forms. If a form you expect is missing, ask Cademy Support to check it rather than recreating it and changing course assignments.
Which Form Should I Use: Checkout, General or Feedback?
Checkout Forms for Bookings (Booking Forms)
Use a Checkout form for questions answered while someone books a course, for example a phone number or a meal choice. Customers often call this the booking form.
The booker is the person making the booking; the order shows them under Order Contact. The booker can book places for themselves or for other people. A participant is someone registered to attend the course.
Your course settings control whose details are collected. Your Checkout form controls the questions, including whether to collect organisation details.
General Forms for Enquiries, Applications and Surveys
Use a General form for information collected separately from a booking, such as a training enquiry, an application or a survey. Share its link, add it to your website, or place it inside an online lesson.
Each submitted set of answers is saved as a response. Submitting a General form does not book a place on a course.
Feedback Forms for Course Feedback and Reviews
Use a Feedback form to ask participants about their course. Send feedback requests or collect their answers inside an online lesson.
A Feedback form can include a Public Review: a star rating and optional comment for publication on the course or provider page. The form's other answers are private feedback. To ask participants for feedback, see Send a Feedback Form to Participants After a Course. To approve reviews and choose where they appear, see Manage Course Reviews and Star Ratings.
No Feedback Form Option, Only Checkout and General
If New Form offers only Checkout and General, Feedback forms are not turned on for your account. Feedback forms are part of Cademy's feedback and reviews feature, which Cademy turns on account by account. Ask Cademy Support to check your account's access.
Decide Whether a Question Is a Contact, Registration or Organisation Field
Choose the form for the task first, then choose each field for the information it collects. A field definition gives a question its name and answer type; a saved value is the answer on a particular record.
Contact: information about a person, such as a telephone number. Use it when the same saved detail should be available across their bookings.
Registration: information about one person's place on a particular course, such as a meal choice for that booking. Each registration has its own answer.
Organisation: information about a company, such as its billing email. Checkout can collect it in an Organisation Section.
Form response: an answer belonging to one General or Feedback submission, such as a training-enquiry message or course feedback. Use New Custom Field… in that form's editor for a question specific to that form.
Course: information for your team that applies to the whole course, such as a standard information link.
Occurrence: information for your team that applies to one course date, such as its parking instructions. Occurrences is the field-settings tab for course dates.
Checkout offers Contact and Registration fields in Contact & Registration Fields, and Organisation fields in an Organisation Section. General and Feedback forms offer Contact fields and questions specific to that form. They do not offer Registration or Organisation fields. Feedback does not offer File Upload questions.
Course and Occurrence fields are filled in by your team on the course or date. They are not questions on a public form. A custom field holding CPD points is a stored value; it does not award CPD.
Fields Shared Between Forms and Where Their Answers Are Saved
Create shared fields under Settings > Fields in the correct tab. For Contact, Registration and Organisation fields your form supports, add the field in Form Editor and save the form. Creating the definition does not add it to any form. Enter Course and Occurrence values on the course or date screens instead. Changing a shared label or choices affects other forms using that definition, including duplicated forms. Per-form options such as Required belong to the individual form.
On a General form, Contact questions are saved in the response and can also fill the Contact record. Existing Contact values are kept unless Update Existing Contacts is turned on in the form's Settings; empty values are filled without that option. Questions created with New Custom Field… stay with the response.
On a Feedback form, answers are saved with the response, including answers to Contact questions. They do not update the Contact's saved field values.
For the full field setup, see Create Custom Contact Fields for Your Forms, Ask Course-Specific Booking Questions (Registration Fields), Add Custom Fields to Courses and Course Dates and Create Company Fields for Organisation Records.
Create or Edit a Form
A field is a question or a space for information, such as "Phone number". Form Editor is where you add and arrange fields.
Create a New Form
In your Cademy dashboard, select Forms in the left-hand menu.
Select New Form. The form-type options open.
Choose Checkout, General or Feedback. Enter a Name, such as "Form A", to identify it in your Forms list.
Select Create Form. The form opens in Form Editor.
You cannot change a form's type after creating it.
Edit a Form's Questions (Form Editor)
In your Cademy dashboard, select Forms, then the form's name.
Select Form Editor. You see the form's fields.
Select the question you want to change, or select Add Field to add a question. Follow the matching setup guide below for the options.
After making your changes, select Save at the top.
Saving changes to a form already in use updates that form wherever it is used. Saving a General form does not publish it; publishing is a separate step. To show a question only after certain answers, see Show or Hide Form Questions Based on Answers.
See Which Courses or Lessons Use a Form or Field Before Deleting It
Before you delete or replace a form, check where it is used:
Select Forms, then the form's name.
Open the Usage tab. It lists the courses that use the form, with a badge such as Booking form, Guest form or Feedback form, and any lessons that use it in a Form block.
To use a different form on a course, select View beside the course. The course's form settings open, where you can choose another form.
A form that courses or lessons still use cannot be deleted. If you select Delete… from the form's three-dot menu in Forms, Cademy lists those courses and lessons first. For a checkout form you can select Remove beside a course, and that course goes back to the default form. A General or Feedback form that already has responses is archived instead of deleted, so its responses stay available for export.
For a shared field, open Settings > Fields and delete the field from its row. If forms still use it, Cademy lists them, with View and Remove for each, before it lets you delete the field. For feedback forms, see also Check Where a Feedback Form Is Used.
Finish Setting Up Your Checkout, General or Feedback Form
Follow the guide for your form type:
Create a Checkout Form (Booking or Registration Form): add questions, choose the form used by each course, collect participant details and set up organisation fields.
Create and Share a Survey or Enquiry Form (General Form): add questions, publish and share the form, and set up emails. Your plan limits how many General forms you can publish at once.
Set Up a Feedback Form for Your Courses: add questions, choose the form used by a course, send feedback requests and control public reviews.
Add Forms to Lessons: use an existing General or Feedback form inside an on-demand or blended lesson, choose submission requirements and find responses. A Form block is a way to use these forms, not a fourth form type. Draft General forms can be used in lessons without publishing a public link.
Where to Find the Answers People Submitted
Check the form's Type in Forms, then use the matching steps below. The examples use fictional forms and people. To see charts and totals for all the answers to a General or Feedback form, see View Form and Feedback Reports (Answer Charts).
View the Forms People Completed on Registration or Booking (Checkout Answers)
Checkout forms do not have a Responses tab. Each answer is saved on a contact, a registration or an organisation, depending on the field:
Contact fields save details about a person, such as a phone number.
Registration fields save answers for a person's place on a particular course, such as a meal choice. A registration is the record of that place.
Organisation fields save details about an organisation, such as its billing email.
Read a Participant's Contact and Registration Answers
Use this route to read a participant's contact details and course-specific answers. You need access to that course.
In your Cademy dashboard, select Courses, then open the course.
Select Registrants. The course's registrations are listed here.
Select the participant's registration. The Registration side sheet opens.
Expand Contact Info for answers saved on the person's contact, or Registration Fields for answers saved on this registration. If a field group is closed, select its heading to expand it.
If a saved value is edited later, this screen shows the updated value.
Example: Jane books a place for herself on "Course A" using "Form A". She answers "Vegetarian" in the Registration field "Meal choice". The answer belongs to her registration for Course A. Open Courses > Course A > Registrants > Jane's registration > Registration Fields to read "Meal choice: Vegetarian".
Read the Booker's Contact Answers
Use this route to read the booker's Contact field answers, whether or not they attend the course. You need the System Admin role. An order is the record of the booking or purchase.
In your Cademy dashboard, select Courses, then open the course.
Select Orders, then open the order for that booking.
Under Order Contact, select the person's name. Their contact page opens.
Find the field and read its saved value. On a phone, select Contact to show these details. If the field group is closed, select its heading to expand it.
Example: Jane completes "Form A" when booking "Course A". She enters "Leeds" in the Contact field "Town". The answer is saved on Jane's contact. Open Courses > Course A > Orders > the order > Order Contact > Jane to read "Town: Leeds".
Read Company Answers on an Organisation Record
Use this route to read Organisation field answers. You need the System Admin role.
In your Cademy dashboard, select Organisations.
Select the organisation named in the booking. Its details open.
Find the field and read its saved value. On a phone, select Org Info to show these details. If the field group is closed, select its heading to expand it.
Example: "Form A" collects the Organisation field "Billing email" for "Organisation A". The customer enters "accounts@example.com". Open Organisations > Organisation A to read that saved billing email.
Read the Answers to a General Form (Responses)
Each submission is saved under that General form's Responses tab. To read the answers:
In your Cademy dashboard, select Forms, then the General form's name.
Select Responses. The submitted responses are listed here.
Select the response you want to read. Its details open.
Read the questions and answers under Answers. Select Answers to expand it if it is closed.
Example: Jane submits "Form B" with "Monday" as her answer to "Preferred day". Open Forms > Form B > Responses > Jane's response > Answers to read "Preferred day: Monday".
To search, correct, export or delete responses, see Find and Manage Form Responses (Submitted Answers).
Read Course Feedback Answers and Reviews (Feedback Responses)
Each submission is saved under that Feedback form's Responses tab. To read it:
In your Cademy dashboard, select Forms, then the Feedback form's name.
Select Responses, then the participant's response. Its details open.
If the response includes a review, read it under Public Review. If Answers is shown, read the other questions and answers there. Select a section's heading to expand it if it is closed.
Answers lists the other questions still on the form, including unanswered questions, and saved answers to removed questions. If there are none to show, there is no Answers section.
Example: Jane submits "Form C" with "The practical exercises" as her answer to "What went well?". Open Forms > Form C > Responses > Jane's response > Answers to read it.
To search, correct, export or delete responses, see Find and Manage Form Responses (Submitted Answers).
Frequently Asked Questions
Why is the booker not in Registrants?
Making a booking and having a place on the course are different. For a new confirmed booking, the course's participant setting decides who is registered:
Only Capture Primary Contact Details: Cademy registers the booker. It does not collect separate details for the other places at checkout.
Capture Details of All Participants: Cademy registers the booker for the courses they choose to attend. Choosing not to attend creates no registration for that person on that course. Checkout asks for the other participants' details separately.
These settings are under Courses > open the course > Edit Course > Settings > Forms & Participants. If the booker is changed from attending to not attending, their registration for that course is marked Cancelled, not erased. To read the booker's Contact field answers, use the Order Contact steps above.
Why can't I find a General or Feedback response?
Opening a form without submitting it does not create a response. To check submitted responses:
In your Cademy dashboard, select Forms > the form > Responses.
Remove any text from Search. If filters are applied, select Clear Filters.
Check the list again. Confirm that the person submitted this exact form.
Can I make a copy of a form?
Yes. To create a copy:
In your Cademy dashboard, select Forms.
Open the three-dot menu beside the form and select Duplicate….
Enter the copy's Name, then select Duplicate. The copy opens in Form Editor and keeps the same form type.
Check the copy using its setup guide before using it. Copying a form does not create separate copies of shared Contact, Registration or Organisation fields. Changing a shared field's name or choices also changes other forms using that field.
Is a missing answer an access problem?
If you cannot open the page, ask the person who manages your team's access. If you can open the page but a field is empty, check which form and question were used: an empty field can mean the question was not asked. For Checkout questions, Create a Checkout Form (Booking or Registration Form) explains which questions are shown and whose details are collected.
Can I change a form's type later?
No. Choose Checkout, General or Feedback when creating it. If you chose the wrong type, create the correct form and follow its setup guide before using it.
Does a Contact field on a Feedback form update the person's details?
No. Feedback saves the answer with the response. General forms have separate Contact-update settings; see the shared-fields section above.