This guide is for course providers who want an overview of their sales in the Cademy admin dashboard. It explains how to open Reports, how to choose the orders and dates it covers, and what each chart counts.
Reports is one page with nine charts. It is included in every Cademy plan. Only users with the System Admin role can open it. Course Owners and Facilitators do not have Reports in their menu.
An order is the record Cademy keeps of one purchase. It holds the total, the payment status and the number of places bought. Every figure on Reports is worked out from your orders. Reports does not read invoices or payment records, so use it to follow sales activity, not as an accounting record.
Open Reports
Reports is in the main menu of the admin dashboard.
Log in to the Cademy admin dashboard as a System Admin.
In the main menu, select Reports. If you have hidden Reports with Customise Menu, select More, then Reports.
The Reports page opens with a row of controls and the charts below it. The first time you open it in a browser, the charts cover the orders that match the saved filter Active Orders and were created in the Last 30 days, with one point for each day.
The controls are, from left to right:
The saved filter button: shows the name of the selected saved filter, for example Active Orders.
Save Filter: appears only after you change the conditions, the date range or the grouping.
Filter: opens the filter builder, where you add conditions.
The date range button: shows the selected date range, for example Last 30 days.
The grouping button: shows Daily, Weekly or Monthly.
On a wide screen the charts sit three to a row. On a narrow screen, such as a phone, they are stacked in one column, and Filter and Save Filter show only their icon.
Choose which orders the charts cover
Three things decide which orders are counted: the saved filter, the conditions you add with Filter, and the date range. An order is counted only if it meets all of them. All nine charts use the same set of orders.
Select a saved filter
A saved filter is a named set of conditions. On Reports, it is stored together with a date range and a grouping. Reports has two built-in saved filters, each marked with a padlock icon:
Active Orders: orders whose payment status is Awaiting Approval, Awaiting Payment, Overdue, Paid, Partially Paid, Partially Refunded or Payment Started. Orders with any other payment status, such as Abandoned, Cancelled or Refunded, are left out.
All Orders: no conditions. Every order created in the date range is counted, whatever its payment status.
Orders that have been deleted are never counted, whichever saved filter is selected.
To switch to a different saved filter:
Select the saved filter button. A menu opens with the saved filters for Reports.
Select a saved filter. The menu closes and the charts reload.
Reports also switches to the date range and grouping stored with that saved filter. For the two built-in saved filters, these are Last 30 days and Daily.
Reports remembers the saved filter you last selected in the same browser and starts with it the next time you open the page. In a different browser or on a different device, it starts with Active Orders.
Active Orders looks only at the payment status of an order. It does not look at the Status Group of the order, which is Draft, Pending, Active or Cancelled. Two results follow:
A draft order is created with the payment status Awaiting Payment, so Active Orders counts it.
When an order is cancelled while its payment status is Awaiting Payment or Overdue, Cademy changes the payment status to Cancelled, and Active Orders stops counting the order. A cancelled order with a different payment status, such as Paid, is still counted for as long as it keeps a payment status that Active Orders includes.
Add conditions with Filter
Use Filter to narrow the charts further, for example to one course.
Select Filter. The filter builder opens and lists the conditions that are applied now.
Select Add Filter. A row appears.
In the row, choose the field, then the condition, then the value if the row shows a box for it.
The second row in the filter builder shows a choice of And or Or. If the selected saved filter has a condition of its own, as Active Orders does, that condition is the first row and the row you added is the second. Choose And to count orders that meet every row, or Or to count orders that meet at least one row. The choice applies to every row, including the rows of the saved filter, so with Or the saved filter no longer limits the charts. To mix And with Or, select Add Group, which adds a set of rows with its own choice of And or Or. To add another condition, select Add Filter again.
Select Apply. The filter builder closes and the charts reload. If a built-in saved filter was selected, the saved filter button now shows Select a Filter. With And, the conditions of that saved filter still apply, together with the ones you added.
Reports can filter on the fields below. In the field list, they are all under the heading Enrollment.
Course
Course Collection
Currency
Date Created
Discount Applied
Gift Card Applied
Payment Method
Payment Status
Purchased with Membership
Tags
Total Cost
Course Collection, Discount Applied, Gift Card Applied, Purchased with Membership and Tags are listed only if your account has course collections, discounts, gift cards, memberships or tags.
Approval Status, also under Enrollment, is accepted too, but its choices do not match the way Cademy records approval on an order. An order is recorded as awaiting approval, approved or rejected. The choices Approved and Rejected select the orders recorded as approved or rejected. The list has no choice for orders awaiting approval, and the choice Pending selects no order.
Important: The field list also offers other fields, for example Course Start Date, Total Paid, the UTM fields, the second Tags field under the heading Contacts, and your contact fields. Reports cannot filter on them. If the filter contains one of them, the charts cannot load any data. The same happens if you use Course Collection with the condition is set or is not set. Remove that condition and select Apply again.
Reports shows the list toolbar that the guide to filtering and sorting lists calls the Saved Filter toolbar. For more about its filter builder, see “Filter with the Saved Filter toolbar” in the guide to filtering and sorting lists.
Choose the date range
The date range always goes by the date and time the order was created. It does not go by the course date, the invoice date or the date of payment. The Orders list shows the same date in its Created column.
Select the date range button and choose an option:
Today: orders created today.
Last 7 days and Last 30 days: orders created in the last 7 or 30 periods of 24 hours, up to the present moment.
Last 6 months and Last 12 months: orders created since the same date 6 or 12 months ago.
Next 24 hours, Next 48 hours, Next 7 days, Next 30 days, Next 6 months and Next 12 months: a period that starts at the present moment. An order is counted only if its creation date is in the future, so these options do not show upcoming course dates.
Month to date and Year to date: orders created since the 1st of this month, or since 1 January of this year.
Is, Is not, Is before, Is after and Is in range: orders created on, or not on, a date you set, before or after it, or between two dates. Is before leaves out the date itself. Is after starts on the following day. Is in range includes both dates.
All time: no date limit.
When you choose Is, Is not, Is before, Is after or Is in range, a second button appears beside the date range button. It shows Set date or Set range. Select it, choose the date or the two dates, then select the tick button. The charts keep the previous date range until you select the tick.
Reports counts days in UTC (the same as GMT), not in your local time. For example, in a country one hour ahead of UTC, an order created at 00:30 local time is counted on the previous day.
Choose the grouping
The grouping sets how much time each point or bar stands for on the four charts that run over time: Revenue, Cumulative Revenue, Orders and New Registrations. Select the grouping button and choose an option:
Daily: one point for each day.
Weekly: one point for each week. Weeks start on Monday, and a week is labelled with the date of its Monday, for example “w/c 28 Sep” (week commencing 28 September).
Monthly: one point for each calendar month.
The grouping does not change which orders are counted. A day, week or month with no counted orders is left out of the chart. It is not shown as zero.
Keep a combination as a saved filter
To reuse a combination of conditions, date range and grouping, save it as a saved filter. On Reports, Save Filter appears beside the saved filter button as soon as the conditions, the date range or the grouping differ from the selected saved filter.
The steps for creating, updating, renaming and deleting a saved filter are in “Save a filter on the Saved Filter toolbar” in the guide to filtering and sorting lists. On Reports, these points apply as well:
A saved filter stores the date range and the grouping together with the conditions. Update Current Saved Filter replaces all three.
A saved filter made on Reports is offered only on Reports. Saved filters are shared: every System Admin on your account sees the same ones in the saved filter menu on Reports.
A built-in saved filter cannot be changed. If you change the conditions, the date range or the grouping while one is selected, the saved filter button shows Select a Filter until you save the combination or select a saved filter again.
Changes you have not saved are lost when you leave Reports. When you come back, Reports starts from the saved filter you last selected.
What each chart counts
Every chart uses the same orders: those that match the saved filter, 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 Orders, Invoices, Payments and Credit Notes.
Revenue
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
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
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
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
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
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
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.
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.
If an order holds more than one course, the whole order counts towards the first course on it. An order whose course cannot be found is under Unknown.
Active Registrants
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 registration that is not Draft, Pending or Cancelled and has lesson progress 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 the date range.
With the date options All time and Is not, 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 figure against the Orders list
Every figure comes from orders, so you can check it in Orders. The Orders list can show a column for each value that Reports uses:
Payment: the payment status.
Total: the amount added up for Revenue, Revenue by Payment Status, Revenue by Currency and Top Courses.
Spaces: the places added up for New Registrations. If a course was removed from an order after the order was created, Reports still counts the places of that course and the Spaces column does not. For that order, New Registrations is higher than the Spaces column.
Created: the date Reports uses for the date range and for placing an order on the charts that run over time.
Source: the source shown in Orders by Source.
To check a figure, filter the Orders list by the same conditions and the same dates as Reports. On the Orders list, the creation date is the filter field Purchase Date. The Orders list shows one of two toolbars, and the steps for filtering differ between them. The guide to filtering and sorting lists explains how to check which toolbar you have and gives the steps for each.
Then compare the number of orders with the Orders figure, and the Total values with Revenue. The Orders list shows no sum for the Total column. Add the values up yourself, or export the Orders list and add them up in a spreadsheet. See the guide to exporting data.
Important: The Orders list has its own Active Orders, and it is not the same as Active Orders on Reports. On the Orders list, it selects orders whose Status Group is Pending or Active. On Reports, it selects orders by payment status. To compare like with like, filter the Orders list on Payment Status with the condition is any of and these choices: Awaiting Approval, Awaiting Payment, Paid, Partially Paid, Partially Refunded, Payment Overdue and Payment Started. Payment Overdue is the status that Reports calls Overdue.
Frequently asked questions
Why does Revenue not match the money I received?
Revenue adds up the totals of the counted orders by the date each order was created. It includes orders that are not paid yet when the filter includes them, and it does not read payment records. To count paid orders only, add a Filter condition on Payment Status and choose Paid.
Why is the Revenue figure on Home different from the one on Reports?
The Revenue chart on the Home page counts every order created in the last 30 days, with no other condition. Reports counts only the orders that match the selected saved filter, the Filter conditions and the date range. With All Orders and Last 30 days selected on Reports, both charts count the same orders.
Why are the charts empty?
A chart shows “No data for the selected filters” when no order is counted. Active Registrants shows “0 registrants” instead. Check the date range first: the options that start with Next count only orders with a creation date in the future. Then select All Orders and All time to see whether your conditions leave out every order. Last, open Filter and remove any condition on a field that Reports cannot filter on, and any Approval Status condition with a choice other than Approved or Rejected.
Can I export the charts or their figures?
No. Reports has no export. To work with the orders behind the figures in a spreadsheet, export the Orders list. See the guide to exporting data.
When do the figures update?
Reports works out the figures from your orders when you open the page and each time you change the saved filter, the conditions, the date range or the grouping. To include orders created since then, reload the page.