This guide is for course providers who want an overview of their sales in the Cademy admin dashboard.
Reports is one page with nine charts. It is included in every Cademy plan and is available to System Admins. Course Owners and Facilitators do not have Reports in their menu.
An order is the record of a purchase. Reports uses order totals, payment statuses and course places. It does not read your invoices or payment records, so use it to follow sales activity rather than as an accounting record.
Open the Reports Page (Sales Overview)
Log in to the Cademy admin dashboard as a System Admin.
Select Reports in the main menu. If you have hidden it with Customise Menu, select More, then Reports.
Check the selected view and Date filter. The first Default view is Active Orders, with Last 30 days and Daily grouping. The same browser remembers the last view you selected.
The selected-view button chooses a saved report setup. Filter adds conditions, and View chooses the grouping. Reports has no Search or Sort.
Choose Which Orders the Charts Cover
The selected view supplies starting conditions and settings. Each ordinary filter you add narrows those results further. All nine charts start from the same matching orders, excluding deleted orders. The Date filter uses the time the order was created, not its course date, invoice date or payment date.
Select a Report View (Active Orders or All Orders)
Open the button showing the selected view name and choose a view. The Default choices are:
Active Orders: payment status Awaiting Approval, Awaiting Payment, Overdue, Paid, Partially Paid, Partially Refunded or Payment Started.
All Orders: every payment status, within the selected Date range.
Both Default views use Last 30 days and Daily grouping. Your saved views appear under Only Me or Shared and restore their own conditions, Date range and grouping.
Active Orders on Reports uses payment status. It is different from Active Orders on the Orders list, which uses Status Group Pending or Active. A draft or cancelled order can still be included on Reports if its payment status matches the selected conditions. Use explicit filters when you need to compare figures.
Filter Reports by Course, Membership, Currency and More
Select Filter and choose a field, such as Course or Payment Status.
Select the values you need. Results update when the condition is complete; there is no Apply button.
Use Add Filter for another condition. Ordinary conditions use And, so orders must match all of them.
To change a condition, select its field, operator or value. Use its cross to remove it. The required Date condition has no cross; change its range instead.
For grouped And/Or rules, choose Filter > Advanced Filter…. See Find Records with Filters and Saved Views for the full filter instructions.
Reports supports filters such as Course, Course Collection, Currency, Date, Payment Method, Payment Status, Total Cost and the order’s discounts, gift card, membership and tags. Choices that depend on saved account records are offered when those records exist.
Important: The field picker also contains fields Reports cannot use, including contact fields, contact Tags, Course Start Date, Total Paid and UTM fields. If a condition is unsupported, Reports shows a loading error rather than ignoring that condition. Remove it to reload the charts. Approval Status choices also require care: Approved and Rejected match those order states; Pending does not represent an order awaiting approval. Use Payment Status > Awaiting Approval to select that payment state.
Choose the Date Range (Last 30 Days, This Month or All Time)
Select the value in the Date condition, such as Last 30 days.
For a relative period, keep is within and choose a period. Last 7 days and Last 30 days run up to the present moment; This month so far and This year so far begin at the start of the month or year.
For fixed dates, choose Custom Range… under is within, or change the condition to is on, is not on, is before or is after and choose the date.
For no date limit, change the Date condition to is any time. It remains visible so you can change it again.
Custom Range includes both selected dates. Is before excludes the chosen date; is after starts on the following day. Relative periods move with the date when the report reloads, while fixed dates remain fixed.
The options beginning with Next look for orders whose creation date is in the future. They do not show upcoming course dates. Reports counts days in UTC, the same as GMT. For example, an order created at 00:30 in a time zone one hour ahead of UTC is counted on the previous UTC day.
Group Figures by Day, Week or Month
Select View.
Under Group by, choose Daily, Weekly or Monthly. The charts update immediately.
Grouping applies to Revenue, Cumulative Revenue, Orders and New Registrations. Weekly groups start on Monday and use the date of that Monday, for example “w/c 28 Sep”, meaning week commencing 28 September. Monthly uses calendar months. Grouping does not change which orders match. Periods without matching orders are left out rather than shown as zero.
Save a Report View for Yourself or Your Team
A report view saves the conditions, Date range and Daily, Weekly or Monthly grouping together. You can keep one under Only Me or share it with Everyone. Saving changes to a Shared view changes it for everyone who uses that view.
Choose the conditions, Date range and grouping you need.
Select Save View to keep a setup based on a Default view. If you are editing a saved view and want another version, use the arrow More Save Options, then Save as New View….
Enter a clear name, choose Only Me or Everyone, then select Save View.
Find the saved view in the selected-view menu the next time you need it.
For a fictional monthly sales check, select All Orders, set Currency to GBP, keep Date is within This month so far, and choose Weekly grouping. Save it as This Month’s GBP Orders. It shows matching current-month orders when reloaded, including unpaid orders.
For a personal sidebar shortcut, follow Pin Records and Saved Views to Your Sidebar (Favourites). Save your report changes before adding the favourite. For rename, duplicate, link and delete steps, see Find Records with Filters and Saved Views.
Report on Registrations and Progress for a Membership
To see the orders booked with one membership, filter Purchased with Membership and choose it. Orders and New Registrations then count those orders and their places. Reports does not show lesson progress. For progress, see Find Learners Who Are Inactive or Have Not Finished or See Each Learner's Lesson Progress in a Course.
Can I Create Custom Reports?
Reports has nine fixed charts. You cannot add a chart or build a report of your own. You can choose which orders the charts cover with Filter, the Date range and the grouping, and save that setup as a report view.
For any other figure, export the records to a spreadsheet and work with them there, for example orders from Orders or places from Registrations. You can choose the columns in each export. See Export or Download Your Data as a CSV File.
What Each Chart Counts
Every chart uses the same orders: those that match the selected view, the Filter conditions and the Date range. This guide calls them the counted orders. Hold the pointer over a point, bar or segment to see its value. A chart with nothing to show displays “No data for the selected filters”. The exception is Active Registrants, which shows “0 registrants”.
Amounts come from the total of each order, the figure in the Total column of the Orders list. This guide does not explain how the total of an order is made up. For orders, see Find a Customer’s Order, Invoice or Payment.
Revenue Chart: Order Totals by Date, Not Money Received
A line chart of order totals, added up for each day, week or month by the date the orders were created. The large figure above the chart is the sum for the whole date range.
Revenue is the value of the counted orders, not the money you have received. An order counts with its full total from the date it was created, even if it is not paid yet.
Cumulative Revenue Chart: Running Total of Order Totals
The same amounts as Revenue, shown as a running total. Each point is the revenue from the start of the date range up to that day, week or month. The running total starts at zero at the start of the date range, not at your first ever order. The large figure is the last point on the chart.
Orders Chart: Number of Orders by Date
A line chart of the number of orders created in each day, week or month. The large figure is the number of orders in the date range. Each order counts once, whatever number of places it holds.
New Registrations Chart: Why Delegates Without an Order Are Not Showing in the Numbers
A bar chart of the number of places on the orders created in each day, week or month. An order for three people adds three. The large figure is the total for the date range.
A registration is one person’s place on a course. This chart does not read the Registrations list. It adds up the places on orders, by the date each order was created.
The Registrations import adds registrations without an order, so those registrations are not counted on this chart or on any other chart on Reports. The Orders import creates orders, and Reports counts them like other orders, by the date of the import.
Revenue by Payment Status Chart: Paid and Unpaid Orders
One bar for each payment status, with the order totals for that status added up. Hold the pointer over a bar to see the amount and its share of all the bars. This chart has no large figure.
Use it to see how much of the Revenue figure belongs to paid orders and how much to orders that are still waiting for payment.
A bar is named after the payment status as Cademy stores it, so some names differ from other screens. Payment Initialised is the status that the filter calls Payment Started. Init is the status that the filter on the Orders list calls Ordering in Progress. An order with no payment status is under Unknown.
Orders by Source Chart: Where Each Order Came From
A ring chart of the number of orders by where each order came from. The large figure is the number of orders. Each segment shows its name and its share.
Admin: orders created in the admin dashboard, by an import or through the Cademy API.
Landing Page: orders placed through the checkout on your minisite.
Marketplace: orders placed through the Cademy marketplace.
Embed: orders placed through a Cademy embed on another website.
If an order has a different source stored, such as “wordpress”, the chart shows the stored word. An order with no source is under Unknown. The Orders list shows the same value in its Source column.
Revenue by Currency Chart: Totals for Each Currency
One bar for each currency, with the totals of the orders in that currency added up. The amounts are not converted. The chart shows shortened numbers without a currency symbol, for example 1.5K for 1,500. This chart has no large figure.
See How Much Each Course Made in Total (Top Courses)
Up to ten courses, chosen by the highest order totals among the counted orders. A long course name is cut short beside its bar. Hold the pointer over a bar to see the full name, the amount as a shortened number and the number of orders. This chart has no large figure.
For the total value of orders containing one course, select All Orders or the payment statuses you want, add Filter > Course, set Date to the period you need or is any time, and read the large figure on Revenue. The Course filter includes every order with a place on that course, even when it is not the first course on the order. Revenue then adds the whole total of each of those orders, so any other courses or custom items on the same orders are included too. If those orders include other courses or custom items, filter Orders to that course and export with Records set to Line Items for that course’s own invoice amounts. As everywhere on Reports, this is the value of the orders, not the money received.
If an order holds more than one course, its course revenue counts towards the first course on it. The amounts of active Custom Items on the order are subtracted from its total before assigning course revenue. An order containing only Custom Items is left out of Top Courses. An order whose course cannot be found is under Unknown.
Active Registrants Chart: Orders in Session or in Progress
A ring chart with two parts. Both parts count orders, not people: an order for three people counts once.
In Session: counted orders for a course date that overlaps the selected date range. A course date overlaps when it starts on or before the end of the date range and ends on or after its start.
In Progress: counted orders with at least one undeleted Active or Completed registration whose lesson progress is below 100%. This includes registrations at 0%, where no lesson has been completed yet.
Both parts look only at the counted orders, so the date range applies twice to In Session: the order must have been created in the date range, and its course date must overlap the date range. An order created before the Date range is not in In Session, even if its course date falls within that range.
With the date options is any time and is not on, In Session counts orders whose course date is running at the present moment.
The large figure, shown as a number of “registrants”, adds the two parts together, so an order that is in both parts is counted twice. For In Session, an order that holds more than one course is judged by the first course on it.
Example: How One Order Is Counted
This example is made up. An order for 3 places on the course “Introduction to Bookkeeping” has a total of £450, was created on 28 September and has the payment status Awaiting Payment. With Active Orders selected and a Date range that includes 28 September, this order adds:
£450 to Revenue and Cumulative Revenue, on 28 September
1 to Orders
3 to New Registrations
£450 to the Awaiting Payment bar of Revenue by Payment Status
1 to its source in Orders by Source
£450 to the GBP bar of Revenue by Currency
£450 and 1 order to “Introduction to Bookkeeping” in Top Courses, if the course is among the ten shown
The order adds £450 to Revenue although no payment has been received for it yet.
Orders in More Than One Currency
If the counted orders are in more than one currency, Reports handles the amounts on each chart as follows.
Revenue and Cumulative Revenue show a three dots button. Select it and choose an option under Currency. Combined is selected at first and puts all currencies together. A currency code, such as GBP, shows only the orders in that currency, without conversion.
Revenue and Cumulative Revenue with Combined selected, Revenue by Payment Status and Top Courses convert every amount to your account currency. The conversion uses fixed exchange rates stored in Cademy, not the exchange rate on the day of the order, so these totals are estimates.
Revenue by Currency is not converted.
Top Courses chooses and orders its ten courses by the amounts before conversion, so after conversion the bars are not always in order of size.
Each converted chart shows a currency symbol in its top right corner. Hold the pointer over the symbol to read which currency the values are converted to.
Your account currency is set in Settings > Payments, in the Currency section.
If Cademy cannot convert one of the currencies, it adds the amounts together without converting them, and the message on the currency symbol says that the values are “unconverted mixed-currency totals”. Such a total mixes currencies and cannot be read as one amount.
To see exact figures for one currency on every chart, add a Filter condition on Currency.
Check a Report Figure Against the Orders List
Open Orders and apply the same payment statuses, currency, course and creation dates as Reports. The Orders filter for the creation date is Purchase Date; the column is Created. Use View to show the columns you need. For filter and column steps, see Find Records with Filters and Saved Views.
Compare the number of matching orders with the Orders chart.
Compare the order Total values with Revenue. Use one currency for a straightforward comparison.
Compare the Spaces column with New Registrations, allowing for course lines removed after creation: Reports still sums their stored places, while the list excludes removed course lines.
Compare the Payment and Source columns with the corresponding charts.
The Orders list does not sum its Total column. Add the values yourself or export them to a spreadsheet. See Export or Download Your Data as a CSV File.
Important: The two Active Orders views use different rules. To match Reports in Orders, use All Orders, then filter Payment Status with is any of: Paid, Awaiting Payment, Payment Started, Payment Overdue, Awaiting Approval, Partially Paid and Partially Refunded. Payment Overdue is called Overdue on Reports. Check the same date and currency conditions too.
Frequently Asked Questions
Why does Revenue not match money I received?
Revenue adds matching order totals by order creation date. It includes unpaid orders if the view includes their payment status and does not read payment records. Filtering Payment Status to Paid restricts the orders counted, but still groups them by order creation date rather than payment date.
Why are the figures different from Home?
Reports uses its selected view, filters and Date range. Home’s Revenue chart uses its own default scope. Compare the actual conditions before treating the two figures as equivalent.
Why are the charts empty?
Select All Orders, change Date to is any time and check optional filters. The options beginning with Next look for future order creation dates, not future course dates. A chart can show No data for the selected filters, while Active Registrants shows 0 registrants.
Why does Reports show a loading error?
Check for an unsupported filter, such as a contact field, contact Tags, Course Start Date, Total Paid or a UTM field. Remove that condition. If the error remains, keep the exact message and report view/filter details for your System Admin to investigate.
Can I export the charts?
No. Reports has no chart export. Export matching records from Orders to work with them in a spreadsheet. See Export or Download Your Data as a CSV File.
Can I report attendance across all courses?
Reports has no attendance chart. Open Registrations in the main menu, filter Course Start Date to the period you need, and export the list with the Attendance Status column included. It shows Not Marked, Attended or Absent, and for a course with several sessions, for example “All 3 Attended” or “2 Attended, 1 Absent”. The cell is empty for on-demand courses. See Mark Attendance for a Course Date or Session.
When do figures update?
They reload when you open Reports or change the selected view, filters, Date range or grouping. Reload the page to include orders created since the last calculation. A saved view keeps its rules and settings, not fixed figures.