Use this guide to find answers submitted through General and Feedback forms, keep notes for your team, download responses, read question reports and understand 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 Course Feedback Forms and Reviews. Both kinds of form can also be answered inside an online lesson; to put a form in a lesson, see Add Forms to Lessons.
Responses, Reports and Analytics Compared
Tab inside a form | Use it for |
Responses | Read individual submissions, correct editable answers, keep internal notes and choose export columns. |
Reports | Read summaries of the answers, compare filtered groups and print question charts. This tab is available only when form reporting is enabled for your account. |
Analytics | Understand recorded form views, response totals and conversion over time. |
These form Reports are separate from sales Reports in the main menu. This guide covers General and Feedback responses; Checkout forms use their linked records instead.
Find form responses
Open Forms in your Cademy dashboard. 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. Results update as you choose.
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.
Filter form responses by answer
When form reporting is enabled for your business account, Filter also offers Answer: [question label] for choice, checkbox, True/False, rating and scale questions. Answer filters apply to one form; they are not available on cross-form Reviews lists. Text, number, date and website questions do not have these answer filters.
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. Select the answers for the first two conditions.
Check the resulting filter chip and responses. You can select several options with is any of; a checkbox response matches if any of those options was selected.
is none of includes responses without an answer. If you need only answered responses, combine it with has an answer using AND. has no answer includes saved blanks and responses with no entry for that question. It can therefore include older submissions or imported reviews as well as skipped or conditionally 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 that cannot be answer-filtered, its old answer rule is ignored when loading responses, reports, text answers and exports. Other filters still apply. A saved view can retain that old rule, so recheck the resulting records and update the view after changing the form.
Filter General form responses
On General forms, select Filter → Source and choose 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. To show or hide it, select View and find Course under Columns.
A General form’s Responses tab with saved-view, Filter and View controls. The response details are illustrative.
Filter Feedback form responses
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. Combine the relevant fields for your task.
Select Filter → Review Status, then choose Awaiting Approval, Published or Hidden. Remove that filter chip to include every status. A review’s publication status is separate from whether the participant submitted feedback.
Feedback Source offers Feedback Link, Add Review, Imported and Lesson. These describe how the response entered Cademy; they are not email-delivery statuses. Use Has Review → Yes to find responses with a public review, or No for responses without one.
A Feedback form’s Responses tab with saved-view, Filter, View and Search controls.
Find responses submitted in lessons
Select Filter → Source → Lesson to list lesson submissions. Open a 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 and imported 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.
Show, hide and reorder response columns
Open Forms, choose your form and select Responses. Open View.
Under Columns, use Find a column… to find a question, context field or campaign column. Use its show or hide control. Internal column labels end with (Internal).
Drag the visible columns into the order you want. Return to the table and check them. Open a response to read answers not shown in the table.
The Columns section of View lists the available response fields. New Column adds information for your team.
Hiding a table column does not delete its answers. A form’s response export uses the supported visible columns in their displayed order, so show the fields you need before exporting. Keep at least one supported column visible; with none, the export falls back to all available export columns. Check the CSV before sharing it.
A saved view keeps this form’s filters, sorting, visible columns, their order and widths. Views belong to this form and are shared by its Responses and Reports tabs when reporting is enabled. The selected view and applied filters carry between those tabs; name/email Search and table page numbers do not. Search text is not saved in a view. Use Responses to adjust table sorting and columns; Reports does not have table display controls. To save and reuse a setup, see Filter, Sort and Save Views.
If a response is missing, check the form, clear Search and choose All Responses from the view dropdown. Check and remove any remaining filter chips. Clear Search separately. A deleted response is no longer available.
Edit a form response
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.
Blank answers to conditional questions
A conditional question appears only when its rule is met. If it is hidden, it does not require an answer and the form does not save an answer for it. If someone types an answer and then changes an earlier answer so that the question hides, the typed answer is cleared from the form before submission.
A blank value in Answers, the response table or an export means no answer was recorded for that field. It does not prove whether the question was shown or skipped. Responses do not show a separate Not asked marker for a conditionally hidden question. Do not treat a blank as proof that the person saw or refused to answer it.
To review a question’s current condition, open Forms → your form → Form Editor and its Field Options. Current rules help explain the form’s setup, but do not establish what an earlier respondent saw if the form has changed. See Show or Hide Form Fields with Conditions for setting and checking conditions.
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 files from form responses
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.
Add internal notes and status columns
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 View, then New Column in its Columns section.
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.
An internal column and a conditional public question serve different purposes. An internal column stays off the public form while Show on the Public Form is off. A conditional public question is offered to respondents when its rule is met. Hiding a table column changes only your table view; it does not make a question conditional or internal.
Edit, hide or delete internal columns
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, open View and use that column’s hide control under 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.
Find feedback by 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.
View a participant’s feedback
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.
View feedback for a 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.
Example course Reviews tab, listing six reviews with their star ratings.
The main-menu Reviews area brings reviews together across your account. Publishing, hiding, replying and exporting reviews across forms are separate review-management tasks.
View feedback for a 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 Course Feedback Forms and Reviews.
Example facilitator Reviews tab, distinguishing For Mhairi from the Course rating. The values and person shown are examples.
Check response emails and delivery status
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.
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; 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 form responses as CSV
Open Forms → your form → Responses.
Use Filter → Submitted and Source to choose the responses. When answer filters are available, use Answer: [question label] to narrow the file by supported question answers. On Feedback forms, add the relevant Course, Course Date, Facilitator or Review Status filters. Show the fields you need under View → Columns.
Select Export. If it is hidden, open the menu marked with three dots and choose its Export item. 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.
With at least one supported column visible, the CSV uses the supported columns visible in the table, in their displayed order. These can include answers, internal fields, submission details, campaign information and Feedback context. Address answers use separate columns; ratings and scores are numbers.
To include a lesson response’s course, show Course under View → Columns. There is no Lesson table column; open the response to check its lesson. Public-link and embed responses have no lesson course context.
File Upload and Statement fields are excluded. Supported answers to removed questions remain available in the all-column export, but are not added to a visible-column export when those fields are no longer in the table. Download attachments from the response before removing their question. Choose export columns in the table’s View → Columns, rather than in a separate export window. Form response exports do not offer 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.
Export on one Feedback form’s Responses tab downloads that form’s matching responses.
View form reports and export charts
When form reporting is enabled for your business account, open Forms → your General or Feedback form → Reports. Reports summarises supported current questions with charts and answer counts. It also provides text-answer previews and a searchable All Answers panel. Select View Responses on a card to return to this form’s response list with the same applied filters; it does not add a filter for that question.
Question reports use answer data. They are different from Analytics, which measures form views and response totals over time. Name/email Search on Responses does not filter Reports.
The Reports three-dot menu offers Print PDF for charts through your browser’s print dialog, and Export CSV… for the responses behind those charts. Reports CSV uses all supported export columns, including internal fields and supported stored answers to removed questions, regardless of the table’s visible columns. Use Responses export when you want the supported visible columns instead. Check both kinds of file before sharing.
For chart percentages, blank-answer counts, answer comparisons and the full PDF/CSV procedure, see View and Export Form Reports.
View 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 → Filter → 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.
View campaign tracking 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, select View and find the campaign tracking labels under Columns. Show the details you need. Blank values mean no value was recorded for that item; they do not prove 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 View, find the question under Columns and use its show control. You can also 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 are no emails listed for a response?
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.