Use forms to collect information during booking, through a separate enquiry 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, how to start setting it up and where to find the answers.
Find your forms
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.
Choose a form type
Checkout
Use a Checkout form for questions answered during a course booking. For example, ask for a phone number or a meal choice.
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
Use a General form for information collected separately from a booking, such as a training enquiry or application. 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
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.
If Feedback is absent from New Form, it is not enabled for your account. Ask Cademy Support to check access.
Choose where the information belongs
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: administrative information applying to the whole course, such as a standard information link.
Occurrence: administrative information applying 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 field catalogues. Feedback does not offer File Upload questions.
Course and Occurrence fields are entered by your team on the course or date. They are separate from public form questions. A custom field containing CPD points is a stored value; it does not itself award CPD.
Shared definitions and separate answers
Create shared fields under Settings > Fields in the correct tab. For Contact, Registration and Organisation fields supported by your chosen form, add the field in Form Editor and save the form. Creating the definition does not add it automatically. 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 enabled in the form’s Settings; empty values can be filled without that option. Questions created with New Custom Field… remain 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. A Contact label identifies the shared question’s definition; it is not a promise that feedback changes the person’s record.
For the full definition and value-entry procedures, see Create Contact Fields and Manage Saved Details, Create Registration Fields for Individual Course Places and Store Information on Courses and Course Dates. For Organisation fields, see “Customise organisation fields” in Manage Organisations and Their Contacts.
Create or edit a form
A field is a question or space for information, such as “Phone number”. Form Editor is where you add and arrange fields.
Create a form
To start 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
To change an existing form:
In your Cademy dashboard, select Forms, then the form’s name.
Select Form Editor. You will 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 available options.
After making your changes, select Save at the top.
Saving changes to a form already in use updates that form. Creating or saving a General form does not publish a draft; publishing is a separate step.
Finish setting up your form
Follow the guide for your form type:
Create and Use Checkout Forms: add questions, choose the form used by each course, collect participant details and set up organisation fields.
Create and Share a 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 do I find the answers?
Check the form’s Type in Forms, then use the matching instructions below. The examples use fictional forms and people.
Checkout
Checkout forms do not have a Responses tab. For answers saved on a contact, registration or organisation, use the routes below. The three field types are:
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.
Contacts: the booker
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”.
Registrants: a participant’s details and course 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”.
Organisations
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.
General
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 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”.
Feedback
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 closed.
Answers lists the other questions still on the form, including unanswered questions, and saved answers to removed questions. If there are none to display, 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.
Frequently asked questions
Where have my old checkout forms gone?
Look under Forms for your existing Checkout forms before creating a replacement. If an expected form is missing, ask Cademy Support to check it rather than recreating it and changing course assignments.
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 determines 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 existing registration for that course is marked Cancelled; it is 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, an empty field does not prove that an answer was submitted. Check which form and question were used. For Checkout questions, Create and Use Checkout Forms 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 explanation above.