This guide is for course providers and their teams. Use it to email participants a feedback form (evaluation form) after a course, one at a time, all at once or automatically, send reminders and check why a feedback email did not arrive.
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. To read the answers, see Find and Manage Form Responses (Submitted Answers).
Email a Feedback Form to Course Participants (Request Feedback)
Use Request Feedback to email one participant or everyone on a course. Each person receives their own link to the form. Manual requests do not require the participant to be marked attended or completed.
Send the Feedback Form to One Participant
Example registration with Feedback & Review and Request Feedback.
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.
Cademy shows Requesting feedback from followed by the number of participants. This confirms the request started, not that the email was delivered. If emailing is disabled on your account, Cademy shows Feedback requests prepared but blocked instead.
Example feedback request email with the Share Your Feedback button.
Send the Feedback Form to All Participants on a Course
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.
Select Request Feedback in the selection bar.
Check the selected number and request summary. Use Preview Email to read the message.
Close the preview using × (Close), then select Send Requests.
Bulk Request Feedback works on one course’s registrations at a time, so you send one course at a time. Preview Email can show a sample of the selected registrations and uses a placeholder 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. See Set Up Automatic Confirmation and Reminder 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.
Requested does not mean delivered. It means Cademy has recorded the request. A System Admin can check the registration’s Emails section for the email and its status. If Cademy reports that account emailing is disabled, nothing is delivered; contact Cademy Support.
Can I Schedule a Feedback Request Email Two Weeks After the Course?
Cademy cannot schedule a feedback request for a set number of days after a course. When to ask for feedback offers only Only when I request it and Automatically when a participant completes the course, and the course emails under Edit Course > Settings > Emails have fixed times (the latest is the Day After Follow-up Email).
To ask two weeks later, keep Only when I request it, and on the day you choose, open the course’s Registrants, select everyone and use Request Feedback. Cademy skips anyone who has already answered.
Send the Feedback Form Automatically When a Participant Completes
Example course Feedback & Reviews settings with automatic requesting selected. The displayed choices are examples.
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.
Cademy sends the email when the participant completes the course, as below, subject to the limits after the table:
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. Marking only two of three required sessions 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 every required session Attended and the participant completes all published online lessons, if the course has any. |
On-request course | First arrange the course date and register the participant for it, then mark them Attended. Receiving a course request alone does not send the email. |
An on-demand course needs at least one published lesson to complete automatically. An unscheduled registration has no session attendance to complete. A historical completion imported into Cademy does not trigger a request. To mark attendance, see Mark Attendance for a Course Date or Session; for the full rules, see Check Whether a Learner Has Completed a Course.
If you mark the final required session Attended after the class, Cademy checks completion then and can send the request straight away; there is no extra next-day delay.
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: no automatic request is sent if feedback is already recorded on the registration, including a Feedback form submitted inside a lesson (a General form does not count). See Add Forms to Lessons. This does not turn off the separate Day After Follow-up Email.
Previous requests: no second automatic request is sent for a 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 limit, 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.
Why Request Feedback Does Not Send the Usual Post-Course Email (Day After Follow-up)
Request Feedback and the automatic request do not use the template set for the Day After Follow-up Email. They send the template chosen under Edit Course > Settings > Feedback & Reviews > Feedback request email (Default Follow-up Email if none is chosen or it was deleted). A new course uses Default Follow-up Email for both, so the two differ once you change the day-after template. The Request Feedback window shows the Email template it will send. To send the same message as your day-after email, choose that template under Feedback request email and check it contains a Feedback Link.
The two emails are separate. You can turn on either one or both:
Automatic feedback request | Day After Follow-up Email | |
Where to set it | Edit Course > Settings > Feedback & Reviews > When to ask for feedback | Edit Course > Settings > Emails > Day After Follow-up Email |
When it sends | When the participant completes the course (attendance, lessons or both). It does not wait until the next day. | About 24 hours after a scheduled session ends, if the participant is already marked Attended when Cademy checks. |
Course with several sessions | Once, after every required session is marked Attended. | After each session they attended, so it can send several emails. |
If you mark attendance late | Marking the final required session can still send the request then. | If Cademy has already checked that session, the missed email is not sent. |
On-demand courses | Sends when every published online lesson is complete. | Not available: there is no session end time. |
What the email says | The template under Feedback request email. | The template 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. Tuesday Cademy checks for the Day After Follow-up Email; the participant is not marked Attended, so they are skipped. Wednesday you mark them Attended; this can send the automatic feedback request, but not the missed day-after email. Cademy checks once an hour, so sending times are approximate.
The Day After Follow-up Email also needs an email address and an Active or Completed registration. For guest participants, Send guest participants emails must be on.
Avoid Sending Two Feedback Emails to the Same Participant
If both emails are on and 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 who already answered.
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 but remove the feedback link from its template.
If you do not need the day-after email, turn it off under Edit Course > Settings > Emails and save.
Choosing Only when I request it does not switch off the day-after email.
See Set Up Automatic Confirmation and Reminder Emails for the day-after email settings.
Change the Feedback Request Email Template
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, so save a copy first if this course needs different wording.
Open Settings > Email Templates.
Open the template. To make your own copy, open the Save dropdown, choose Save as..., enter New Template Name and select Confirm. Built-in templates must be saved as a copy.
Edit Subject and Email Body.
Click where you want the link, open Mail Merge and select Feedback Link or Feedback Button. Save the template. If Send replies to has a custom address, saving shows a Warning that replies bypass Cademy Inbox; confirm only if that is intended.
Open Courses > choose the course > Edit Course > Settings > Feedback & Reviews, select the template under Feedback request email and save the course.
To test it, use a registration with your own email address (see Add Yourself to a Test Course in Set Up a Feedback Form for Your Courses), send it with Request Feedback and open the email in your inbox. Do not select Send Feedback on the form unless you mean to submit a real response; its public review can be published automatically. For the full template steps, see Create and Reuse Email Templates.
If you see This template has no Feedback Link, add Feedback Link or Feedback Button, or choose another template. The warning does not stop sending, so fix it first.
Request Feedback: sends a personal link. The participant can answer without logging in.
Other course emails: a Feedback Link opens the course’s Add Review page, which needs 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 template.
Send a Feedback Reminder to Participants Who Have 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, use Preview Email, close the preview, then select Send Request.
Cademy does not send automatic reminders. A resend for the same form reuses the personal link and keeps the original request date. 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.
What Responded Means 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. The summary excludes people who already answered the currently selected form.
An old personal link stays with the form selected when the link was created. 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
Example registration’s Emails section with the feedback request email marked DELIVERED.
Open the participant’s registration under Courses > choose the course > Registrants and confirm the email address.
Expand Feedback & Review. 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, see What Responded Means and Old Request Links.
For a guest participant, check Edit Course > Settings > Forms & Participants > Send guest participants emails.
For an automatic request, check When to ask for feedback, the participant’s required attendance and lessons, and the previous-request limits.
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. DELIVERED means the recipient’s mail server accepted it, not that the participant read it. See Find Sent Emails and Check Delivery Status.
Ask the participant to check their spam folder.
If account emailing is disabled, contact Cademy Support. If you need help, send Cademy the course name, course date, participant’s email address and any message 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.
Can I request feedback before the participant completes?
Yes. Manual Request Feedback does not require attendance or completion.
Why is Request Feedback missing after I changed the form?
The registration can still show Responded for an earlier form. Select it in the course’s Registrants table and use Request Feedback there.
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 message.
Does Preview Email test the personal link?
No. It uses a placeholder link. Send a request to a test registration with your own email address and open the received email.
Will enabling automatic requests email everyone who already finished?
No. Select those registrations and use Request Feedback.
Does someone who gave feedback inside a lesson still get the automatic request?
No, if they submitted a Feedback form in the lesson. A General form does not count. The Day After Follow-up Email is separate and can still send.
Does Requested mean the participant received the email?
No. It only confirms a recorded request. A System Admin can check Emails on the registration.