Use this guide to find the answers people submitted on your General and Feedback forms, filter and edit them, keep internal notes for your team, download responses as a spreadsheet and check form views. A response is one person’s submitted set of answers. A Feedback response can also contain a public review.
You need Course Owner or System Admin access for the Forms routes below. Being selected as a form’s notification Owner does not change this access. Email history and the facilitator route need a System Admin, as stated in their sections.
Checkout answers are stored with the relevant Contact, Registration or Organisation records, not as form responses. For form setup, see Create and Share a Survey or Enquiry Form (General Form) or Set Up a Feedback Form for Your Courses. Both kinds of form can also be answered inside an online lesson; see Add Forms to Lessons.
Responses, Reports or Analytics: Which Form Tab to Use
Tab inside a form | Use it for |
Responses | Read individual submissions, correct editable answers, keep internal notes and choose export columns. |
Reports | Charts and summaries of the answers. Available only when form reporting is enabled for your account. |
Analytics | Form views, response totals and conversion over time. |
Form Reports are separate from sales Reports in the main menu.
Where to See the Answers People Submitted on a Form
Open Forms, select the General or Feedback form, then open Responses.
Use Search to find a contact name or email. To limit submission dates, select Filter → Submitted, choose a condition such as is within and select the range. Select a response to open it. Read Answers and the details under Response, including its Reference.
Filter Form Responses by Answer
When form reporting is enabled, Filter also offers Answer: [question label] for choice, checkbox, True/False, rating and scale questions on one form. Text, number, date and website questions do not have answer filters, and cross-form Reviews lists do not offer them.
Open Forms → your form → Responses and select Filter. Choose Answer: [question label].
Choose is any of, is none of, has no answer or has an answer, and select the answers for the first two.
Check the filter chip and responses. A checkbox response matches is any of if any selected option was ticked.
is none of includes responses without an answer; combine it with has an answer using AND if you need only answered ones. has no answer includes saved blanks and responses with no entry, such as older submissions, imported reviews and skipped or hidden questions. It does not prove the person saw the question.
If you remove a question, delete its linked field or change it to a type without answer filters, its old answer rule is ignored. Other filters still apply. A saved view can keep that old rule, so recheck the records and update the view after changing the form.
Filter General Form Responses by Source
On General forms, select Filter → Source and choose Public Link, Embed or Lesson. Every public-link or embed submission is separate, even with the same email address. Inside lessons, the form has one response per Registration. The Course column shows the course a lesson response came from; show or hide it under View → Columns.
A General form’s Responses tab with saved-view, Filter and View controls. The response details are illustrative.
Filter Feedback Form Responses by Review, Rating or Course
Feedback forms also offer Review Status, Has Review, Rating, Course, Course Date and Facilitator under Filter. Course Date filters the date the course starts; Submitted filters when the response arrived.
Review Status:Awaiting Approval, Published or Hidden. A review’s status is separate from whether the participant submitted feedback.
Source:Feedback Link, Add Review, Imported and Lesson describe how the response entered Cademy; they are not email-delivery statuses.
Has Review:Yes finds responses with a public review, No those without one.
A Feedback form’s Responses tab with saved-view, Filter, View and Search controls.
Find Responses Submitted in Online Lessons
Select Filter → Source → Lesson. Open a response to see its Course and Lesson under Response.
To check one learner, open their Registration, expand Progress and the section containing the lesson, then select the form’s name beside Submitted. Hover over the badge for the submission date. System Admins and Course Owners can open the full response; Facilitators see the entry but cannot open it.
Find Form Responses from One Course (Progress)
Open Courses and select the On-demand or Blended course. For a Blended course, check the selected course dates.
Open Progress, then select the form’s name beneath its lesson in the outline.
Select a response to open its answers.
This table is limited to the course and any selected course dates. It can include responses from other sources, such as a feedback link; use Filter → Source → Lesson for lesson submissions only. See See Each Learner's Lesson Progress in a Course.
Find Older and Imported Reviews
Open Forms → Course Review → Responses for older reviews held under Cademy’s built-in form. Choosing a different default feedback form does not move them. Check the form used for the original response as well as the form your course uses now.
Example Course Review response list containing Imported reviews.
Show, Hide and Reorder Response Columns
Open Forms → your form → Responses and select View.
Under Columns, use Find a column… to find a question, context field or campaign column, and use its show or hide control. Internal column labels end with (Internal).
Drag the visible columns into the order you want.
The Columns section of View lists the available response fields. New Column adds information for your team.
Hiding a column does not delete its answers. A response export uses the supported visible columns in their displayed order. With none visible, it falls back to all export columns.
A saved view keeps this form’s filters, sorting, visible columns, order and widths, and is shared by its Responses and Reports tabs. Search text and page numbers are not saved. See Find Records with Filters and Saved Views.
If a response is missing, check the form, clear Search, choose All Responses from the view dropdown and remove any filter chips. A deleted response is no longer available.
Find Campaign (UTM) Details Saved with Responses
Campaign tracking details, also called UTM tags, can be saved with General form responses when supplied in the link. Select View and show the campaign tracking labels under Columns. A blank value means nothing was recorded; it does not prove a person read a particular email.
Edit a Mistake in a Form Response (Submission)
Open Forms → your form → Responses and select the response. Expand Answers if needed.
Change an editable answer. For text, number or date inputs, click outside the input to save. Single-choice and switch controls save when changed. For Multiple Choice Checkboxes or Address, close the popup to save.
Close and reopen the response to check the saved value. You do not use the form editor’s Save button.
If Couldn’t save the answer appears, correct the value and check again. Changes affect this response only, not the person’s Contact details. Locked answers, including the identifying Email field, cannot be edited. File uploads cannot be replaced here. Public-review ratings and comments are separate from editable private answers.
Example General response with Answers, Internal fields and an empty Emails section.
To open the linked Contact, a System Admin can open the three-dot menu beside Response and choose View Contact when shown. Course Owners do not see it.
Why an Answer Is Blank (Conditional Questions)
A hidden conditional question saves no answer, and an answer typed before the question hid is cleared before submission. A blank in Answers, the table or an export means no answer was recorded; it does not show whether the question was shown or skipped, and there is no Not asked marker. Current rules under Form Editor → Field Options do not prove what an earlier respondent saw if the form has changed. See Show or Hide Form Questions Based on Answers.
An imported review can have no Answers section. Changing a question’s wording can change the label beside older answers; add a new question when you intend to ask something different.
Download Uploaded Files from Form Responses
Open Forms → your General form → Responses, select the response, expand Answers and download the file. Files are not included in CSV exports. Download files before removing their File Upload question: afterwards the response keeps the filenames but not the download controls. Answers to removed questions stay readable but not editable. Feedback forms do not collect file uploads.
Add Internal Notes and Status Columns to Responses
Use an internal column for information your team adds, such as an enquiry’s status, a note or a follow-up date. It stays off the public form while Show on the Public Form is off.
Open Forms → your form → Responses. Select View, then New Column in its Columns section.
Choose Status, Internal Notes, Follow-up Date or another type.
Check Label. For a choice field, enter its choices under Options, one per line. Keep Show on the Public Form off.
Select Add Column and check Column added. It saves immediately.
Open a response and enter its value under Internal, saving as for other answers. Reopen the response to check it.
Example New Column chooser with Status, Internal Notes and Follow-up Date. These are suggested types, not values entered on a response.
For example, create a Status column with “Needs follow-up” and “Done”, then choose “Needs follow-up” on a fictional workshop response. A status does not send a message, and a Follow-up Date does not create a reminder. File Upload, Statement and Facilitator Rating cannot be internal columns. Hiding a table column changes only your view; it does not make a question internal or conditional.
Edit, Hide or Delete Internal Columns
Edit: open the column’s table-heading menu, select Edit Column…, make the changes, select Save and check Column saved.
Hide from your view: open View and use its hide control under Columns. Its values remain.
Delete: open its table-heading menu, select Delete Column… and confirm with Delete Column. Check Column deleted. This deletes its values from every response to the form.
Turning Show on the Public Form on converts an internal column into a public question. After that, edit it or turn its public visibility off in Form Editor, then save the form.
Find Feedback by Participant, Course or Trainer
Use these routes when you start with a participant, course or trainer rather than the form. A Registration is one participant’s place on a course.
View One Participant’s Feedback
Open Courses, choose the course and open Registrants. Select the course date for a scheduled course.
Open the participant’s registration and expand Feedback & Review to see whether feedback was requested and answered.
Course Owners and System Admins can select Open Full Response when a response is available.
The Registrants table can show Feedback, Rating and Review columns; add them from the table’s column options. Requested does not prove that an email reached the participant.
Example registration with received feedback and Open Full Response. The review is Awaiting Approval even though the participant has responded.
View Feedback for a Course
Open Courses → your course → Reviews to read that course’s feedback across forms. Facilitators can use the course and date access of their role, but cannot open the full response just because they can see a review or registration summary.
Example course Reviews tab, listing six reviews with their star ratings.
The main-menu Reviews area brings reviews together across your account for publishing, hiding, replying and exporting.
See Feedback for One Trainer or Course Leader (Facilitator)
You need System Admin access, even for your own profile.
Open Users & Facilitators in the main menu and select the person.
Open Reviews. Use the course and review filters to narrow the list.
Select a response to read its details.
The list shows responses linked to a course date and attributed to that facilitator when submitted; responses without a course date are not included. Cademy uses the facilitators on the course date when feedback is submitted, else those on the parent block of dates (course dates booked together), else those on the course. The list can include responses even when the form did not ask about the facilitator.
The facilitator score uses the Facilitator Rating answer when present, otherwise the Facilitator score from the public review; it is separate from the course’s overall rating. A dash means no score for that response, not that no feedback was received. To collect one, add Facilitator Rating to the form; see Set Up a Feedback Form for Your Courses.
Example facilitator Reviews tab showing feedback attributed to that facilitator.
Check Emails Sent for a Response
You need System Admin access. Course Owners do not see the response’s Emails section.
Open Forms → your form → Responses and select the response.
Expand Emails. Select a recorded email to read its message and delivery status.
For a missing confirmation or team notification, check the form’s Settings, the chosen recipients and whether email was enabled and saved. Refresh if the email was expected recently.
Example response with the Emails section open, listing one recorded email and its delivery status.
A saved response does not prove an email was sent. Delivered means the recipient’s mail server accepted it, not that the person read it. For a feedback-request email sent before the response existed, also check the participant’s registration and its Emails section; see Find Sent Emails and Check Delivery Status.
Download Form Responses as a Spreadsheet (CSV Export)
Open Forms → your form → Responses.
Use Filter → Submitted, Source and, when available, Answer: [question label]. On Feedback forms, add Course, Course Date, Facilitator or Review Status as needed. Show the fields you need under View → Columns.
Select Export, or open the three-dot menu and choose its Export item. When ready, select Download CSV.
Open the CSV in your spreadsheet app and check the records and columns.
Search does not filter the export. Typing one person’s name or email does not limit the file to that person. Exports include every response matching the applied filters, on every table page.
The CSV uses the supported visible columns in their displayed order: answers, internal fields, submission details, campaign information and Feedback context. Address answers use separate columns; ratings and scores are numbers. Show Course to include a lesson response’s course; there is no Lesson column.
File Upload and Statement fields are excluded. Answers to removed questions are in the all-column export but not in a visible-column export once they leave the table. There are no scheduled repeat exports. This export covers one form; to export reviews from different forms in one file, use Export in the main-menu Reviews area. System Admins can find generated exports under Settings → Exports.
Export on one Feedback form’s Responses tab downloads that form’s matching responses.
Form Reports, Charts and PDF
For charts and answer summaries on the Reports tab, printing a PDF and the Reports CSV (which uses all supported columns, not only visible ones), see View Form and Feedback Reports (Answer Charts).
Check Form Views, Response Totals and Conversion Rate
Open Forms → your General or Feedback form → Analytics.
Choose Last 7 Days, Last 30 Days (the default) or Last 90 Days.
Read Views, Responses and Conversion Rate, then the charts over time.
Views: recorded form views, not unique people. General forms combine public-link and embed activity. Reopening a Feedback page that says feedback was already sent is not another view.
Responses: saved responses dated within the period, including lesson submissions and imported responses. Deleting responses can change later totals.
Conversion Rate: responses divided by views. For example, 5 responses and 100 views gives 5%. With no views, it shows a dash.
Opening a form inside a lesson does not add a view, so Conversion Rate is not a lesson completion rate or the share of invited people who answered. Analytics uses your account’s reporting timezone; Responses date filters use your browser’s, so totals near midnight can differ.
Example Feedback Analytics for Last 30 Days, showing Views, Responses and Conversion Rate.
Delete a Form Response
Deletion is permanent. It removes the response and any public review with it. To stop a review appearing publicly but keep the feedback, use the review’s Hide action instead.
Download any answers or files you need. Open Forms → your form → Responses and select the response.
Open the three-dot menu beside Response and select Delete Response….
Read the confirmation and select Delete. Check Response deleted.
Deleting a Feedback response can let the participant submit again through their personal feedback link while that link and form remain valid.
Example Delete Response… action inside a response. Hide affects public visibility; Delete Response removes the response.
Frequently Asked Questions
Why can I not find a response?
Check the original form, clear Search and remove filters. Older reviews can be under Course Review even after you choose another default form. A deleted response is no longer available.
Why is a question missing from the table?
Open View, find the question under Columns and show it, or open the response’s Answers. Answers to removed questions remain readable.
Can I correct the submitted email address?
No. The identifying Email answer is locked. For a public-link or embed response, ask the person to submit again; this creates a separate response. In a lesson, the email comes from the learner’s account and they cannot submit the same form again for that Registration.
Does editing an answer update the person’s Contact record?
No. It changes the selected response only. General form submission settings can update Contact details when someone submits.
Why is an internal column appearing on the public form?
Its Show on the Public Form setting is on. Turn it off for that question in Form Editor, save the window and save the form.
Why are no emails listed for a response?
No emails are recorded for it. Check the form’s email settings and recipients. Feedback-request emails are checked from the registration.
Does a Feedback response mean the review is public?
No. A response can have no public review, or its review can be Awaiting Approval or Hidden.
What details help Cademy investigate a missing answer or email?
The form name, the response Reference if available, the action attempted and any error shown, and whether it concerns an answer, an export or an email.