Use this guide to find answers submitted through General and Feedback forms, keep notes for your team, download responses and read form analytics. 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 grant or restrict this access. Email history and the facilitator-profile route have additional System Admin requirements stated in their sections.
Checkout answers are stored with the relevant Contact, Registration or Organisation records. They do not use this General and Feedback response workflow. For form setup, see Create and Share a General Form or Set Up a Feedback Form for Your Courses. Both kinds of form can also be answered inside an online lesson; to put a form in a lesson, see Add Forms to Lessons.
Find responses to a form
Open Forms in your Cademy dashboard. Select the General or Feedback form, then open Responses.
Use Search to find a contact name or email. Under All Time, choose Last 7 Days, Last 30 Days, Last 90 Days or Custom Range to limit the submission dates. For Custom Range, complete From and To.
Use the filters described below. Select a response to open its details. Read Answers when present and the identifying information under Response, including its Reference.
General forms
General forms offer Source → Public Link, Embed or Lesson. Responses from all three appear in the same form. Every public-link or embed submission is separate, even if someone uses the same email address again. Inside lessons, the same form has one response per Registration.
The Course column shows the course a lesson response came from; public-link and embed responses show a dash there. Select or deselect it under Columns → Lessons → Course.
Example General response list with Source, Columns, Export and internal tracking fields.
Feedback forms
Feedback forms add Course, Date, Facilitator and Review Status filters. Choose a Course before choosing its Date. Changing the Course clears the previously chosen Date.
Under Review Status, choose Any Status, Awaiting Approval, Published or Hidden. A review’s publication status is separate from whether the participant submitted feedback.
Feedback Source offers Feedback Link, Add Review, Imported and Lesson. Lesson is feedback submitted inside a lesson. These describe how the response entered Cademy; they are not email-delivery statuses. This form tab does not offer the separate With a Public Review or Without a Public Review filter used in other review lists.
Example Feedback Responses tab with Course, Date, Facilitator, Review Status and Source filters. The image focuses on the controls; the leftmost table column is partly outside the view.
Responses submitted inside a lesson
Choose Source → Lesson to list them. Open a lesson response to see its Course and Lesson under Response.
You can also start from the learner. Open their registration, expand Lesson Progress and the section containing the lesson, then select Form Submission to open that response. This link is available to System Admins and Course Owners.
Find older reviews
Open Forms → Course Review → Responses to look for older reviews held under Cademy’s built-in form. Choosing a different default feedback form does not move those responses into it. 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.
Choose the columns you see
Open Forms → your form → Responses and select Columns.
Under Form Questions, select the answers you want in the table. Internal lists your team’s tracking columns once the form has one, and UTM holds campaign details. Standard contains the other available columns, together with Feedback on Feedback forms or Lessons on General forms.
Return to the table and check the chosen columns. Open a response to read answers that are not shown in the table.
Hiding a column from the table does not delete its answers. Table column choices do not choose which columns a CSV export contains.
If a response is missing, check the form, clear Search and select Clear Filters when shown. The toolbar’s Clear Filters resets filters; clear the search text separately. A deleted response is no longer available.
Read and correct an answer
Open Forms → your form → Responses and select the response. Expand Answers if needed.
Change an editable answer. For text, number or date inputs, finish editing and 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 your changes.
Close and reopen the response to check the saved value. You do not use the form editor’s top Save button for individual response answers.
If Couldn’t save the answer appears, read the error, correct the value where needed and check the saved response again.
These changes affect this response only. They do not change the person’s saved Contact details. Locked answers, including the identifying Email field, cannot be edited. File uploads can be opened and downloaded, but cannot be replaced from this panel. Public-review ratings and comments are separate from editable private answers.
An imported review can have no separate Answers section. The Public Review and Response sections still show the information available. Changing the wording of a current question can change the label shown beside older answers; add a new form question when you intend to ask something different.
Example General response with Answers, Internal fields and an empty Emails section.
To open the linked Contact record, a System Admin can open the three-dot menu beside Response and choose View Contact when shown. This option requires an existing linked Contact; Course Owners do not see it.
Download uploaded files
Open Forms → your General form → Responses, select the response and expand Answers.
Open the uploaded file you need and download it. Files are not included in response CSV exports.
Download needed files before removing their File Upload question from the form. After removal, the response keeps the saved filenames but no longer provides their download controls.
Answers to removed questions remain readable. They are not editable as current form questions. Feedback forms do not collect file uploads.
Keep a status or notes for your team
Use an internal column for information your team adds, such as an enquiry’s status, an internal 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 Columns → New Column…, or Add Column.
Choose Status, Internal Notes, Follow-up Date or another available 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. Check Column added. The column saves immediately; the form editor’s top Save is not required.
Open a response and enter its value under Internal. For text, number or date inputs, finish editing and click outside to save. Single-choice and switch controls save when changed. Close a Multiple Choice Checkboxes or Address popup to save. 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”. On a fictional workshop response, choose “Needs follow-up” under Internal, then reopen that response to check it. This status does not send a message.
A Follow-up Date records a date for your team. It does not create an automatic reminder. File Upload, Statement and the special Facilitator Rating question cannot be internal columns.
Edit, hide or delete a column
To edit an internal column, open its table-heading menu and select Edit Column…. Make the changes, select Save and check Column saved.
To hide a column from your own table view, deselect it in Columns. Its saved values remain.
To remove an internal column and its values, open its table-heading menu, select Delete Column… and confirm with Delete Column. Check Column deleted. This deletes the column’s saved values from every response to the form.
Turning Show on the Public Form on converts an internal column into a public question. After that, use Forms → your form → Form Editor to edit the question or turn its public visibility off, then save the form. Do not make private notes public just to change which columns your team sees.
Read feedback for a participant, course or facilitator
Use these routes when you start with a participant or course rather than the form. A Registration is one participant’s place on a course.
One participant
Open Courses, choose the course and open Registrants. Select the relevant course date for a scheduled course.
Open the participant’s registration and expand Feedback & Review. Read whether feedback was requested and whether they responded.
Course Owners and System Admins can select Open Full Response when a response is available. This opens the full answers and response details.
The Registrants table can show Feedback, Rating and Review columns. If you cannot see them, 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.
One course
Open Courses → your course → Reviews to read feedback from that course across forms. Facilitators can use the course and date access available to their role, but cannot open the full response simply because they can see a course review or registration summary.
The main-menu Reviews area brings reviews together across your account. Publishing, hiding, replying and exporting reviews across forms are separate review-management tasks.
One facilitator
You need System Admin access. A facilitator does not gain access to this profile tab simply because it is their 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. It does not include responses without a course date.
Cademy uses the facilitators assigned to the course date when feedback is submitted. If none are assigned there, it uses those on the parent block of dates, then those on the course. A block is a group of course dates booked together. The saved attribution determines which facilitator’s list includes the response. The list can include responses even when the form did not ask participants to rate the facilitator. The facilitator score uses the separate Facilitator Rating answer when present; otherwise it uses the Facilitator score from the public review. This is distinct from the course’s overall rating.
A dash in the facilitator score column means no applicable score is available for that response. It does not mean that no course feedback was received. To collect a facilitator score, add Facilitator Rating to the form; see Set Up a Feedback Form for Your Courses.
Example facilitator Reviews tab, distinguishing For Amelia from the Course rating. The values and person shown are examples.
Check emails recorded 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 the response if the email was expected recently.
A saved response does not prove an email was sent. Delivered means the recipient’s mail server accepted it; it does not prove that the person read it. If the expected message remains absent, give Cademy Support the form name, response Reference and the kind of email expected.
For a feedback-request email sent before a response existed, check the participant’s registration and its Emails section. Do not rely only on the response’s email list. See Find Sent Emails and Check Delivery Status for those routes.
Export responses to a spreadsheet
Open Forms → your form → Responses.
Choose the submission-date and Source filters you need. On Feedback forms, apply the relevant Course, Date, Facilitator and Review Status filters as well. Clear filters if you want all responses to that form.
Select Export. The export starts immediately. When ready, select Download CSV.
Open the CSV in your spreadsheet app and check the expected 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 all responses matching the applied filters, including other table pages.
The CSV includes supported answers and internal fields, submission details and campaign information. Feedback exports also include the relevant course, date, facilitator and review information. Address answers use separate columns; ratings and scores are numbers. Answers to removed public questions are retained.
General form exports have Course and Lesson columns. They are filled in for lesson responses and blank for public-link and embed responses. Feedback exports do not include a Lesson column; open the response in Cademy to check its lesson.
File Upload and Statement fields are excluded. Download attachments from the response before removing their question. Column visibility in the table does not control the CSV. This route offers neither a choice of export columns nor scheduled repeat exports.
This export covers one form. To download review details from different forms in one file, use Export in the main-menu Reviews area instead. System Admins can also find generated exports under Settings → Exports.
Example Export button on one Feedback form’s Responses tab. Exporting here downloads that form’s matching responses.
Understand form analytics
Open Forms → your General or Feedback form → Analytics.
Choose Last 7 Days, Last 30 Days or Last 90 Days. The default period is 30 days.
Read Views, Responses and Conversion Rate, then the Views Over Time, Responses Over Time and Conversion Rate Over Time charts.
Views: recorded form views, not unique people.
Responses: saved responses dated within the chosen period.
Conversion Rate: responses divided by views as a percentage. For example, 5 responses and 100 views gives 5%. With no views, the rate shows a dash.
General forms combine public-link and embed activity. For Feedback forms, viewing an open form records a view; reopening a page that says feedback was already sent does not count as another open-form view.
Responses submitted inside lessons count towards Responses, but opening a form inside a lesson does not add a view. Do not use Conversion Rate as a lesson submission or completion rate. Use Responses → Source → Lesson to look at lesson submissions.
This is not the percentage of invited participants who answered. The response total can include imported responses without corresponding recorded views. Analytics does not establish email delivery or course attendance. Deleting responses can change later totals because they count responses still stored.
Analytics uses your provider account’s reporting timezone. Date filters on the Responses table use your browser’s timezone, so totals near midnight can differ between the two views.
Example Feedback Analytics for Last 30 Days, showing Views, Responses and Conversion Rate.
See campaign details
Campaign tracking details, also called UTM tags, help identify a link’s campaign or source. They can be saved with General form responses when supplied in the link.
Open Forms → your form → Responses → Columns → UTM and select the details you want to see. Blank values mean that no value was recorded for that item. These fields do not prove that a person read a particular email.
Delete a response
Deletion is permanent. It removes the response and any associated public review. If you only want to stop a review appearing publicly while keeping the feedback, use the review’s Hide action instead.
Download any answers or uploaded files you need first. Open Forms → your form → Responses and select the response.
Open the three-dot menu beside Response. Select Delete Response….
Read the confirmation and select Delete. Check Response deleted and that the response no longer appears in the list.
Deleting a Feedback response can allow the participant to submit again through their personal feedback link if that link and form remain valid. It does not block the person from submitting another response.
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 permanently deleted response is no longer available.
Why is a question missing from the table?
Open Columns → Form Questions and select it, or open the response’s Answers. Removed questions’ earlier answers remain readable, but they are no longer current form fields.
Can I correct the submitted email address?
No. The identifying Email answer is locked. For a General form’s public-link or embed response, ask the person to submit again with the correct address. This creates a separate response; the earlier one remains unless deleted. In a lesson, the email comes from the learner’s signed-in 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; editing a saved response is a different action.
Why can people see an internal question?
Its Show on the Public Form setting is on. Open the form’s Form Editor, edit that custom question, turn the setting off, save the window and save the form. Hiding its table column alone does not change public visibility.
Does a Follow-up Date send a reminder?
No. It records the date for your team and does not send an automatic reminder.
Why is Emails empty?
The response has no recorded emails in that section. Check the form’s email settings and expected recipients. Feedback-request emails are checked from the registration. A response existing does not prove that an email was sent.
Why did my export include more people than my search?
Export uses the applied filters, not the name or email Search text, and includes every matching table page. Do not use search alone to prepare a file for one person.
Can I download uploaded files from the CSV?
No. Open each General response’s Answers to download files. Do this before removing the File Upload question, which leaves filenames without download controls.
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. Check the review’s status separately.
Is Conversion Rate the percentage of invited people who replied?
No. It divides saved responses by recorded form views. Repeat views, imported responses and responses submitted inside lessons mean it is not a count of invitations or unique people. It does not establish email delivery.
What details help Cademy investigate a missing answer or email?
Give the form name, the response Reference if available, the action attempted and any error shown. Say whether it concerns an answer, an export or an email so the relevant record can be checked.