This guide is for System Admins and Course Owners setting prices and places for a course with scheduled dates: an On set dates course or a Blended course. Start in the Admin dashboard with access to the course.
A course is the overall listing. A date is one scheduled session. A block groups sessions into one booking. An offer is a price option, such as General Admission or Student.
To add dates or blocks, see Add and Edit Course Dates and Blocks. To build offers, add-ons and sale windows, see Create Price Offers and Add-ons.
Before changing a price or number of places, check which course, block or session you are editing. Changing a course default does not replace values already saved on a date. Lowering a limit does not remove existing bookings.
First, check which settings you are editing
Course defaults: open Courses, select the course, then Edit Course > Pricing & Delivery. These provide the starting settings for dates you add.
One saved date or block: open the course dashboard, find its card, open the card’s three-dot menu and select Edit. These settings apply to that date or block.
A session inside a block: select Expand sessions on the block, then use that session’s three-dot menu > Edit. The top block card and its sessions can have different limits.
Prices and places are separate settings. A date can have its own capacity while still using course price offers. For a whole-block booking, the block’s price applies; a session’s price applies when that session is individually bookable.
What happens when you change course defaults?
Prices
A date can use course offers or have its own offer list. Changing course offers affects dates using that list. A date with its own offers keeps them: changing the course price or adding a Student offer does not replace or extend that date’s list.
When you change a price or offer in a date’s editor and complete its final Save, that date has its own offer list. Check it when making later course-price changes.
Choosing a different currency in a date’s editor also copies the offers and add-ons it is using into that date’s own lists. Changing course prices later does not replace those saved lists. Switching the date back to Course currency changes only its currency: it keeps its saved offers and add-ons. Review and edit the date’s amounts separately; no exchange-rate conversion takes place.
In this example, changing from GBP to EUR leaves the number at 150. Check the intended price before saving. Select the screenshot to enlarge it.
For example, a course is priced at £140 but Monday has its own £240 offer. Customers selecting Monday are offered £240. To offer Monday at £140, change Monday’s saved price. Changing the course default again does not replace Monday’s £240 offer.
Prices use the selected date’s currency, or the course currency when the date follows that default. All offers and add-ons on one date share its currency; a block’s sessions share the block currency. These examples use pounds only for illustration. For the setting and booking restrictions, see Choose Currencies for Courses, Memberships and Gift Cards. Changing a course or date’s offer does not edit an already placed order.
This guide covers the prices you set. For what Cademy charges, see Understand Cademy Plans, Limits and Fees. For VAT on your prices, see Set Up VAT for Course Sales. To give money off, see Create and Apply Discounts. On Teams and Enterprise plans you can also let customers pay an order in monthly instalments instead of all at once: see Offer and Manage Monthly Instalments.
Places
Max Spaces is total capacity, including booked places. If it is 12 and 5 places are booked, there are 7 left. Enter the total you want to allow, not just the additional places.
One offer can reserve several places. For example, an offer with Spaces to block set to 5, selected twice, needs 10 places. Here, block means reserve places; it is different from a block of sessions. Add-ons do not add attendance places. For the setting, see “Sell more than one place per offer” in Create Price Offers and Add-ons.
When you add dates, Cademy saves a capacity for them, starting from the course default unless you choose another number. Changing the course default later does not replace that saved number. If Monday was saved with 12 places, raising the default to 20 leaves Monday at 12; a new date prepared using the new default starts at 20.
Each separate date or block has its own capacity. For four cohorts of 30 people, use 30 as the default and allow 30 on each block and its sessions. The four blocks can hold 120 places between them; you do not need a course default of 120.
A saved 0 means no places can be booked. A missing limit is different: the session can use its block’s limit, then the course default. The editor can display 0 when no limit is saved, so the display alone does not tell you which case applies. Enter and save the intended total to make the date’s limit explicit.
Set the course defaults
Change only the settings you need. Leave the price unchanged if you are only changing places, and leave Max Spaces unchanged if you are only changing prices.
Select Courses and open the course. Select Edit Course, then Pricing & Delivery.
If changing places, enter the intended total in Max Spaces.
If changing a price and there is one Price field, enter the default price there. If changing an existing offer under Price Offers, select the offer, change Price and select Update Price.
If adding a new offer, select Custom Offers & Add-ons if needed, then Add Price. Leave Create an Offer selected, enter Name and Price, then select Create Price.
Select the course’s Save. After Course saved, reopen Pricing & Delivery and check the values. The smaller offer window’s Create Price or Update Price does not replace this final Save.
Review existing dates separately. For the full offer, optional-extra and sale-window settings, see Create Price Offers and Add-ons.
Change one saved date’s price or places
A session that is not individually bookable has no Pricing section. Set a whole-block price on the block’s top card. Only enable Individually bookable under Booking if you intend to sell that session separately; check its price and capacity before saving.
Change only the price or place settings you need. A session sold separately uses its own offers when it has any; when it has none, customers are offered the course’s offers, not the block’s. Check the session’s own price before you sell it separately.
Select Courses and open the course. Select View All Dates if its date list is hidden.
Find the date or block under the upcoming or the past dates tab. For a session inside a block, select Expand sessions.
On the intended card, open the three-dot menu and select Edit. Check the date or block shown at the top of the editor.
If changing places, under Booking enter the total capacity in Max Spaces, including places already booked.
If changing prices, under Pricing change the single Price, or select an existing offer, change its Price and select Update Price. To add the Student offer missing from this date, expand Custom Offers & Add-ons if needed, select Add Price, enter its Name and Price, then select Create Price.
Select Save in the date editor. After Date updated, reopen that same card’s Edit window to check the saved values. Use the reopened Max Spaces field to check the saved total. For a published course, you can also select the course dashboard’s Open in new tab icon. If the intended date or block is public and currently listed, inspect any price or availability information shown. Private or past dates can be absent, and not every visible date shows a price or numeric place count. No count does not mean the capacity save failed. This does not test a completed booking.
Use the three-dot menu > Edit route above for a saved date. Under Edit Course > Dates, a block’s row or its pencil, and ticking dates then selecting the button that reads “Edit 1 date” (with the number you ticked), open a shared window instead. It starts with Visibility set to Public whatever the dates had, and saving writes the value shown to every date in it. A date saved as Public loses its Linked Organisation and Key Contact. If you do use that window, check Visibility before saving. For a Private date, close it without saving and use the three-dot menu > Edit instead.
The pencil on the row of a single date or session under Edit Course > Dates opens the date editor, not the shared window. Saved from that list, a date with no number of places of its own is given the course default as its saved limit, even if you did not change Max Spaces. For a session that was using its block’s limit, enter the number you want in Max Spaces before saving there.
Optional extras can also come from course settings. Removing every add-on from a date’s list can leave the course’s add-ons available at checkout. If your aim is to stop selling an extra on one date, ask Cademy Support to check that date’s setup before relying on an empty list.
For adding dates, session-specific changes before creation, times and shared editing, see Add and Edit Course Dates and Blocks. Shared editing also applies other settings, including visibility, prices and delivery. Edit dates individually if those settings must remain different. For private dates, see Offer Private Course Dates.
Change places for a whole block
A whole-block booking needs room in the block and every session. A session sold separately must fit the session and block limits. Raising the block’s capacity does not replace a lower limit saved on a session.
Open Courses, select the course and show the date list with View All Dates if needed.
Find the block under the upcoming or the past dates tab. Open its top card’s three-dot menu and select Edit.
Under Booking, enter the total in Max Spaces, then select Save.
Select Expand sessions on the block. On each session’s card, open the three-dot menu > Edit, enter its total Max Spaces under Booking and select Save. Repeat for every session that needs changing.
Check both the upcoming and the past dates tabs if the block spans past and future sessions. Reopen the block and each session to verify their saved totals.
For example, a block allows 50 and has 30 whole-block places booked and no additional individual-session bookings. If a session allows only 30, it is full. To accept 20 more whole-block places in that example, the block and every session must allow at least 50; a session with no limit of its own uses the block’s. Other individual bookings can reduce the room available.
The top block’s booked count is not proof that every session has room. A whole-block place counts in every session; do not add session counts together to count the people on the block. Check the individual session counts and limits too.
How booked places and places left are counted
The places left on a date are its limit minus the places already held. The limit is the date’s own saved Max Spaces; a session without one uses its block’s limit, and a date or block without one uses the course default.
These hold places:
An order for 5 places holds those places even if only 3 attendee names have been supplied. Orders awaiting payment can hold places too.
Each selected offer holds the number in its Spaces to block, which is one place unless you changed it.
Places added by an admin or imported without an order also count.
In a block, places are counted like this:
A whole-block place is held in the block and in every one of its sessions.
A place booked on one session is held in that session. It also reduces the room for whole-block bookings: the block counts its whole-block places plus the highest number of single-session places booked on any one of its sessions.
Bookings made on individually bookable sessions do not appear in the top block card’s booked count.
For example, a block allows 20 and its sessions have no limits of their own. 12 whole-block places are booked. One individually bookable session has 3 places of its own booked and another has 1. The block has 20 − (12 + 3) = 5 places left for whole-block bookings, although its top card shows 12 booked. The first session has 5 places left and the second has 7.
Existing bookings stay when you change a limit:
Lowering Max Spaces from 12 to 10 when 12 places are booked keeps the existing bookings. It does not cancel two people.
Cancelling an order-linked registration alone does not remove the order’s reserved places. An admin/import registration without an order stops counting when cancelled. Review Cancel an Order or Refund a Payment before choosing a cancellation or order action.
Admin booking routes can allow places to be added beyond capacity. Check the booked total before making a manual booking; do not rely on the public booking limit to prevent it.
When a date has no places left, customers cannot book it. It is shown as sold out, or offers Join Waitlist if the course’s waitlist is turned on. See Manage Course Waitlists.
The availability customers see comes from a count Cademy keeps on each date. Cademy works that count out again when a booking on the date is made, changed, moved or cancelled. It also works it out again, in the background, when the date is saved with a number in Max Spaces, so after saving a new limit allow a moment and reload the public page. If a date still shows as sold out after you have raised its limit and checked the saved number, contact Cademy Support with the course and the date. When a customer submits an order, Cademy checks the places again against the bookings at that moment, and the order is not placed if there is no longer room.
Changing a total is not proof that the date can now be booked. Its date/time, visibility, block settings and offer sale window still matter. If a save fails or the result is unclear, reopen the record and check what was saved before trying again.
Frequently asked questions
Should four cohorts of 30 use a default of 30 or 120?
Use 30 if each new cohort should start with 30 places. Each block and its sessions need the correct limit. The four blocks do not share one pool of 30.
The course says 30 but the date says 0. Which matters?
A saved date limit of 0 overrides the course’s 30. However, the editor also displays 0 for a missing limit. Enter the intended total under that date’s Booking > Max Spaces and select Save, then recheck it.
I changed the default. Do I need to edit existing dates?
Yes, where they have their own saved capacity or offer list. A saved 12 remains 12 after changing the default to 20; a date’s own Student offer list is not replaced by changes to course offers.
Why do both editing screens look similar?
Pricing & Delivery edits course defaults. A date card’s Edit window edits that date or block. For an existing date’s wrong price or capacity, start from its card.
Why is Monday still £240 when the course is £140?
Monday can have its own £240 offer. Edit Monday’s Pricing, change the offer and select Update Price if shown, then Save in the date editor. Check Monday’s customer-facing price afterwards.
Why is my new Student offer missing from an existing date?
A date with its own offer list keeps that list. Add Student to that date’s Pricing, select Create Price, then Save in the date editor. Repeat for other dates with their own lists.
Why can the block show spare places while a session is full?
The block and sessions have separate limits. Check every session, including past sessions where relevant; a lower or fully used session limit can prevent another whole-block booking.
Why are there more booked places than attendee names?
An order reserves the places bought, even before all names are entered. Pending payment, manual/import registrations and whole-block places can also explain the count. Inspect the relevant records before changing capacity.
Does lowering the limit or cancelling one registration free an order’s places?
Lowering the limit does not remove bookings. Cancelling only an order-linked registration does not reduce the order’s reserved places. Follow the cancellation guide and check the order and registration separately.
I raised Max Spaces. Why does the course page still show the date as sold out?
The availability customers see is worked out again in the background after you save the date with a number in Max Spaces, so allow a moment and reload the page. Reopen the date’s editor to confirm the new Max Spaces was saved, and for a block check every session’s limit. If the date still shows as sold out, contact Cademy Support with the course and the date.