This guide is for course providers and their teams. Use it to ask participants for feedback, choose when requests are sent, remind people who have not answered and check the recorded email activity.
A Registration is one participant’s place on a course or course date. A Feedback form can collect private answers for your team and an optional public course review. A guest participant is someone whose place was booked by another person.
Start in the Admin dashboard. Facilitators can request feedback for registrations they can access. Course Owners and System Admins can also change course settings, manage forms and edit email templates. A System Admin is needed to check the registration’s Emails section.
Before requesting feedback, a Course Owner or System Admin should check Courses > your course > Edit Course > Settings > Feedback & Reviews > Feedback form. The course can use its own form or the account default. See Set Up a Feedback Form for Your Courses for form setup.
Request feedback from one participant or in bulk
Use Request Feedback to email one participant or several participants at once. Each person receives their own link to the form. Manual requests do not require the participant to be marked attended or completed.
Request feedback from one participant
Example registration with Feedback & Review and Request Feedback. The pictured delivery status belongs to a registration confirmation, not a feedback request.
Open Courses > choose the course > Registrants. For a scheduled course, open the relevant course date.
Open the participant’s registration and expand Feedback & Review.
Select Request Feedback. If you already requested feedback and they have not answered, select Resend Request.
Check the recipient and select Preview Email to read the message.
Close the preview using × (Close), then select Send Request in the Request Feedback window.
The request window closes and Cademy shows Requesting feedback from followed by the number of participants. This confirms the request action started; it does not confirm email delivery. If emailing is disabled, Cademy shows Feedback requests prepared but blocked instead.
Request feedback in bulk
Example selected registrations and the bulk Request Feedback action.
Open Courses > choose the course > Registrants. For a scheduled course, open the relevant course date.
Tick the checkbox beside each participant you want to email. The table-header checkbox selects the current page. To include every registration matching your filters, use Select All with the displayed count in the selection bar. Check the selected count.
Select Request Feedback.
Check the selected number and request summary. Use Preview Email to read the message.
Close the preview using × (Close), then select Send Requests in the Request Feedback window.
The request window closes and Cademy shows Requesting feedback from followed by the number of participants. This confirms the request action started; it does not confirm email delivery. If emailing is disabled, Cademy shows Feedback requests prepared but blocked instead.
Check the selected count before sending. Preview Email can show a sample of matching registrations rather than every recipient. It uses a placeholder feedback link, so it checks the message’s appearance, not a working personal link.
Cademy skips a participant if:
They have already answered this feedback form for the registration. An answer sent from a lesson that uses the same form counts.
They are a guest participant and Send guest participants emails is off under Edit Course > Settings > Forms & Participants. Ask a Course Owner or System Admin to check that setting and save any intended change. See Set Up Automatic Course Emails.
They have no email address.
Each participant receives a personal feedback link. They can open it and submit feedback without logging in.
Do not share that link with anyone else. Anyone using it could submit feedback as that participant. Use Request Feedback to send each person their own link.
Requested does not mean delivered. It means Cademy has recorded the feedback request. The email may not have reached the participant’s inbox. Ask a System Admin to check the registration’s Emails section for the recorded email and its status.
If Cademy reports that account emailing is disabled, requests are recorded but nothing is delivered. Contact Cademy Support to enable emailing before relying on these requests.
Send a request automatically when a participant completes
Example course Feedback & Reviews settings with automatic requesting selected. The displayed choices are examples.
Turn this on if you want Cademy to ask for feedback when each participant finishes the course. You do not need to send each request yourself.
Open Courses > choose the course > Edit Course > Settings > Feedback & Reviews.
Under When to ask for feedback, select Automatically when a participant completes the course.
Choose the Feedback request email. It must contain a Feedback Link or Feedback Button so the participant can open the form.
Select Save.
The course must be set to request feedback automatically. Cademy uses the attendance and lesson requirements below, subject to the email, guest participant and previous-request limits in this section:
Course type | What needs to happen before Cademy sends the email |
Scheduled class with one session | You mark the participant as Attended for that session. |
Course with several sessions | You mark the participant as Attended for every required session. For example, if the course has three required sessions, marking only two as attended does not send the email. |
On-demand course | The participant completes every published online lesson. Unpublished or deleted lessons do not count. |
Blended course | You mark the participant as Attended for every required session and the participant completes all published online lessons, if the course has any. A blended course with no published lessons has no online-lesson requirement. |
On-request course | First arrange the course date and register the participant for it. Then mark them as Attended for the required session or sessions. Receiving a course request alone does not send the feedback email. |
An on-demand course needs at least one published lesson to complete automatically. An unscheduled registration has no course-session attendance to complete. A historical completion imported into Cademy does not by itself trigger a request.
To mark attendance, open Courses > choose the course > Registrants, select the course date and use the participant’s Attendance column. For a course with several sessions, open their attendance summary and mark each session. See Record Attendance for full steps.
If you mark the final required session Attended after the class, Cademy evaluates completion then. If the automatic request is enabled and all the requirements and request limits are met, it can send at that point; there is no extra next-day delay.
For the full attendance and online lesson requirements, see Understand Course Completion Status.
Participants who finished before you turned this on: select their registrations and use Request Feedback. Turning the setting on does not send requests to them.
Feedback already given: Cademy does not send the automatic request if feedback is already recorded as answered on the registration. This includes a Feedback form the participant submitted inside a lesson; a General form in a lesson does not count. See Add Forms to Lessons. It does not turn off the separate Day After Follow-up Email.
Previous requests: Cademy does not send another automatic request if an automatic request was already created for this registration. A request that already exists for the course’s current form also prevents it, whether you sent it with Request Feedback or it was created when the participant opened the review page. Choosing a different form for the course does not lift the first of these limits, or the limit for feedback already given.
Later attendance or lesson changes: these do not send the automatic request again.
Email address and guest participants: the participant needs an email address. For a guest participant, Send guest participants emails must be on under Edit Course > Settings > Forms & Participants. Account emailing must also be enabled.
Choose Only when I request it if you want to send requests yourself instead.
Compare automatic feedback requests with the Day After Follow-up Email before enabling both.
Automatic feedback request or Day After Follow-up Email?
These are separate emails. You can turn on either one or both:
Automatic feedback request: asks for feedback when the participant completes the course.
Day After Follow-up Email: sends about a day after a scheduled session ends, but only if the participant is already marked Attended when Cademy checks.
Automatic feedback request | Day After Follow-up Email | |
Where to set it | Courses > choose the course > Edit Course > Settings > Feedback & Reviews > When to ask for feedback. Choose Automatically when a participant completes the course. | Courses > choose the course > Edit Course > Settings > Emails > Day After Follow-up Email. |
When it sends | When you mark all required sessions Attended, the participant completes all published online lessons, or both, depending on the course type. It does not wait until the next day. | About 24 hours after a scheduled session ends. The participant must be marked Attended for that session before Cademy checks. |
Course with several sessions | After you mark every required session Attended. For a blended course, the participant must also complete all published online lessons. | After each session they attended. It can send several emails during one course. |
If you mark attendance late | Marking the final required session as attended can still send the request then. For a blended course, the online lessons must also be complete. | If Cademy has already checked that session, marking attendance later does not send the missed email. |
On-demand courses | Sends when the participant completes every published online lesson. | Not available: there is no scheduled session end time. |
What the email says | Uses the template selected under Feedback request email. | Uses the template selected under Day After Follow-up Email. It can ask for feedback too if you include a feedback link. |
Example: you mark attendance two days late.
Monday: the class ends. You have not marked attendance yet.
Tuesday: Cademy checks who should receive the Day After Follow-up Email. This participant is not marked Attended, so Cademy skips them.
Wednesday: you mark them Attended. This can send the automatic feedback request if it is enabled and the participant has now completed the course. It does not send the missed day-after email.
Mark attendance before the next-day email check. Cademy checks once an hour, so the sending time is approximate.
The Day After Follow-up Email also requires an email address and an Active or Completed registration. For guest participants, Send guest participants emails must be on.
Avoid asking for the same feedback twice
If both emails are enabled and their respective conditions are met, both can send. If both templates contain a feedback link, the participant can receive two emails asking for feedback. The Day After Follow-up Email does not skip someone just because they already submitted feedback. Turning one email on does not turn the other off.
For one request after the whole course, use Automatically when a participant completes the course.
If you also want a day-after email for notes or resources, keep it enabled but remove the feedback request from that email’s template.
If you do not need the day-after email, turn it off under Edit Course > Settings > Emails and save.
To ask for feedback yourself instead, choose Only when I request it under When to ask for feedback. This does not switch off the separate day-after email.
See Set Up Automatic Course Emails for the full day-after email settings.
Change the email asking for feedback
Example email template with Feedback Link and Feedback Button under Mail Merge.
Use this to change the subject and message participants receive before they fill in the form. Editing a shared custom template changes future emails from every course using it. Save a copy first if this course needs different wording.
Open Settings > Email Templates in the Admin dashboard.
Open the email template you want to use. To save your own copy, open the Save dropdown and choose Save as...; in Save as new template, enter New Template Name and select Confirm. Check Template created; the copy opens for editing. Built-in templates must be saved as a copy rather than overwritten.
Edit Subject and Email Body.
Click where you want the feedback link in the message. Open Mail Merge and select Feedback Link or Feedback Button. Cademy fills in the correct link when it sends each request. Save the template.
Open Courses > choose the course > Edit Course > Settings > Feedback & Reviews.
Select the template under Feedback request email, then save the course.
Before sending to participants, use a test registration with your own email address. If you need to create it, follow Add yourself as a participant. Use Request Feedback, preview the message, close the preview and select Send Request. Open the received email and check that its link opens the right form.
Close the form after checking it. Do not select Send Feedback, or its custom submit label, unless you intend to submit a real response. Its public review can be published automatically according to the course settings.
If Send replies to contains a custom address, saving shows a Warning that replies bypass Cademy Inbox. Confirm only if that reply destination is intended. Creating a template copy here does not select it for a course; complete the course-setting steps above. For the full template steps, see Create and Reuse Email Templates.
If the selected request template has been deleted, Cademy uses Default Follow-up Email instead. Check the template shown in the Request Feedback window. This fallback concerns request emails, not confirmation emails sent after someone answers.
If you see This template has no Feedback Link, add Feedback Link or Feedback Button to the template, or choose another template that includes one. The warning does not prevent sending, so correct it before selecting Send Request or Send Requests.
Preview Email shows the message’s appearance. To check the feedback link, send yourself a request using a registration with your email address, then open the email in your inbox.
Request Feedback: sends a personal link. The participant can answer without logging in.
Other course emails: when the email has course details but no personal feedback request, Feedback Link opens the course’s Add Review page. This route requires the participant to log in and follows the course’s review rules. The Day After Follow-up Email does not create a personal request.
Emails sent from Contacts: Cademy does not know which course you want reviewed. Send the request from the course’s registration instead.
Never paste one participant’s personal link into a shared email template. Each participant needs their own link.
Remind a participant who has not answered
Example unanswered request with Resend Request. The original request date stays the same after a resend.
Open Courses > choose the course > Registrants.
Select the participant and expand Feedback & Review.
If the request is unanswered, select Resend Request.
Check the summary and select Preview Email. Close the preview using × (Close), then select Send Request in the Request Feedback window.
After selecting Send Request, reopen the registration and ask a System Admin to check its Emails section if you need to confirm the latest recorded message. The Requested label alone does not confirm delivery.
Cademy does not send automatic reminders for unanswered feedback. Use Resend Request when you want to remind the participant. A resend for the same form reuses their personal link and keeps the original request date; that date is not the time of the latest email.
To remind several participants, select them in the course’s Registrants list and choose Request Feedback. Cademy skips anyone who has already answered this form for the registration.
Understand Responded and old request links
Responded means a response is stored for the registration. It can be a response to an earlier form, so it does not prove the participant answered the form the course uses now.
For example, a participant answers Form A and you later select Form B for the course. Their registration can still show Responded and hide the individual Request Feedback button. To request Form B, select that registration in the course’s Registrants table and use Request Feedback. Check the summary: it excludes people who already answered the currently selected form.
An old personal link stays with the form selected when the link was created. Requests created after the change use Form B. Sending a request for Form B does not redirect a link already sent for Form A. Editing Form A changes the questions its existing links show. Archiving or deleting Form A makes those old links unavailable for new answers.
After a participant submits, their personal link no longer accepts another response while that response remains stored. Deleting the response can reopen the link; do not delete feedback just to send a reminder.
Check why a feedback email did not arrive
Open the participant’s registration under Courses > choose the course > Registrants and confirm the email address.
Expand Feedback & Review. Check whether a request was recorded or a response received. If the participant has already answered the form the course uses now, Request Feedback does not email them again. If the course’s form changed, follow the Responded guidance above; the status can refer to an older form.
For a guest participant, ask a Course Owner or System Admin to check Edit Course > Settings > Forms & Participants > Send guest participants emails. Save the course if an intended change is made.
For an automatic request, ask a Course Owner or System Admin to check Edit Course > Settings > Feedback & Reviews > When to ask for feedback, the participant’s required attendance and lessons, and the previous-request limits above. Turning automatic requests on does not send requests for historical completions.
Ask a System Admin to check the registration’s Emails section. For emails connected to a response, open Forms > the form > Responses > the response > Emails.
If the account reports that emailing is disabled, contact Cademy Support. A System Admin should open a recorded email to check its status: DELIVERED means the recipient’s mail server accepted it, not that the participant read it. The request status is not an email-delivery check. See Find Sent Emails and Check Delivery Status for the other statuses.
Requested does not confirm delivery. It means Cademy recorded the request.
Ask the participant to check their spam folder.
If you need help, send Cademy the course name, course date, participant’s email address and any message or error shown.
Frequently asked questions
Can I send one personal link to everyone?
No. Each personal link belongs to one participant. Use Request Feedback so every selected participant receives their own link. Anyone using a forwarded personal link could answer as that participant.
Can I request feedback before the participant completes?
Yes. Manual Request Feedback does not require attendance or completion. Check the recipients and skip counts before sending.
Why is Request Feedback missing after I changed the form?
The registration can still show Responded because it has an answer to an earlier form. Select the registration in the course’s Registrants table and use Request Feedback there. Check the summary for the form currently selected.
Why did the request date not change after a reminder?
A resend for the same form reuses the request and keeps its original date. A System Admin can check the registration’s Emails section for the latest recorded message.
Does Preview Email test the personal link?
No. It uses a placeholder link. To check a real link, use a test registration with your own email address, send the request, then open the received email. Opening the form is separate from submitting answers.
Will enabling automatic requests email everyone who already finished?
No. It does not scan previous completions. Select the relevant registrations and use Request Feedback; check the current-form eligibility summary.
Does someone who gave feedback inside a lesson still get the automatic request?
No. When a participant submits a Feedback form inside a lesson, the answer is recorded on their registration and Cademy does not send the automatic request when they complete the course. A General form in a lesson does not count. The Day After Follow-up Email is separate and can still send.
Can both automatic feedback and the day-after email send?
Yes. They are independent. The day-after email can also send after feedback was answered. Use one feedback request if that is your intention, and keep any separate resource follow-up free of a second feedback request.
Does Requested mean the participant received the email?
No. It only confirms a recorded request. A System Admin can check Emails on the registration; the participant can also check their spam folder.