This guide is for System Admins and Course Owners setting the price and the number of places (capacity, shown as Max Spaces) for a course with scheduled dates: an On set dates course or a Blended course. It explains the course defaults that apply to all new dates, how to give one date, cohort or block its own price or places, and how to add one more person to a full date. 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; you might call it a cohort, a run of dates or a term. An offer is a price option, such as General Admission or Student.
To add dates or blocks, see Add or Change Course Dates and Multi-Session Blocks. To build offers, add-ons and sale windows, see Offer Different Prices for One Course (Price Offers). If the number of places booked does not match your list of registrations, see Why Don't Booked Places Match My Registrations?
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.
Course Defaults or One Date: Check Which Settings You Are Editing
You can set prices and places in two places. The fields look similar, but they do different jobs:
Course defaults, also called top-level settings: open Courses, select the course, then Edit Course > Pricing & Delivery. These provide the starting prices and places 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 only.
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.
If a customer sees the wrong price or cannot book a date, check that date’s own settings first. Prices and places are separate settings: a date can have its own capacity while still using the course’s 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 to Existing Dates When You Change the Course Defaults
A course default is only a starting value. Each date keeps the price and places saved on it, so changing Pricing & Delivery does not always change the dates you already added. The sections below explain when it does.
Prices: Course Offers or a Date’s Own Offer List
A date can use the course’s offers or have its own offer list.
If the date uses the course offers, changing those offers changes the prices offered for that date.
If the date has its own offers, it keeps them. Changing the course price or adding a Student offer to the course 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.
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 the Currency for Your Course Prices. 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 What Each Cademy Plan Includes and Costs. For VAT on your prices, see Set Up VAT for Course Sales. To give money off, see Create a Discount or Promo Code. On Teams and Enterprise plans you can also let customers pay an order in monthly instalments instead of all at once: see Offer Payment Plans (Monthly Instalments).
Why the Ticket Price Differs Between Admin and the Public Course Page
If the price on the public course page or at checkout differs from the price in Pricing & Delivery, the date the customer selected has its own offer list. Customers are offered the date’s price, not the course default.
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 as described in “Change the Price or Number of Places for One Course Date or Cohort” below. Changing the course default again does not replace Monday’s £240 offer. For a whole-block booking, change the block’s price on its top card.
Student or Special Offer Price Not Showing on the Live Website
A special offer price you add to the course, such as a Student offer, does not appear on a date that has its own offer list, so customers do not see it on the live course page for that date. Add the offer to each such date:
Open the date’s three-dot menu > Edit and find Pricing. If you see Custom Offers & Add-ons, select it to show the offers.
Select Add Price, leave Create an Offer selected, and enter the Name and Price. Select Create Price.
Select Save in the date editor. Repeat for other dates that have their own offer lists.
If the offer is saved on the date but still does not appear, check its sale window: select the offer, open More Options and read Available from (optional) and Available until (optional). Outside its sale window an offer cannot be bought; checkout can still list it with Sales start on or Sales ended on. If you change these values, select Update Price, then Save in the date editor.
Places: Max Spaces Is the Total for Each Date
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 a Group Ticket for Two or More People (Couple, Family or Group)” in Offer Different Prices for One Course (Price Offers).
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.
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.
Max Spaces Per Cohort or the Total for All Cohorts?
Max Spaces is per date or block, not a total for the whole course. Each separate date or block has its own capacity. For four cohorts of 30 people, use 30 as the course default and allow 30 on each block and its sessions. The four blocks can then hold 120 places between them; you do not need a course default of 120. The blocks do not share one pool of 30 places.
Set the Course Defaults for Price and Places (Pricing & Delivery)
Use this to set the starting price and number of places for dates you will add. 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.
Example of the course defaults on Pricing & Delivery, with Max Spaces and the Price Offers list outlined.
For the full offer, optional-extra and sale-window settings, see Offer Different Prices for One Course (Price Offers).
Updated Spaces in the Pricing & Delivery Tab but the Date Is Not Changing
Updating the spaces in the Pricing & Delivery tab changes the course default only. A date that already has its own saved number of places keeps it: a date saved with 12 places stays at 12 when you change the default to 20. Change that date’s Max Spaces in its own editor, as described in the next section. The same applies to prices: a date with its own offer list keeps it.
Change the Price or Number of Places for One Course Date or Cohort
Use this when the date already exists. For a whole-block price or limit, choose the block’s top card. For one session, choose that session’s card. Change only the price or place settings you need.
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. 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 and capacity before saving.
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 an 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, and ticking dates then selecting the button that reads “Edit 1 date” (with the number you ticked), open a shared window for all the dates in it. That window opens with Visibility set to Public, whatever the dates have. Only the settings you change there, such as Max Spaces, Visibility or prices, are saved to every date in it; the others keep each date’s own value. A date changed to Public loses its Linked Organisation and Key Contact.
The pencil on the row of a single date or session under Edit Course > Dates opens the date editor, not the shared window.
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 or Change Course Dates and Multi-Session Blocks. For private dates, see Offer a Private Course Date for One Group or Company.
Change Places for a Whole Block of Sessions
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.
Example of an expanded block: its top card with two session cards under it.
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.
Add One More Person to a Full Course or Date
When a date or block is full, customers cannot book it. To let one more person in, either raise its limit or add the person yourself.
Raise the limit: open the date’s card, select the three-dot menu > Edit, enter the new total in Max Spaces under Booking (for example 13 instead of 12) and select Save. For a block, raise the block and every session, as described above. The extra place can then be booked online by anyone, not only the person you have in mind.
Add the person yourself: add a registration on a full date from the date’s Registrants tab, or, as a System Admin, create an order. Adding a registration shows the warning “This date is full. Creating this registration will take it over capacity.” and still lets you continue. The date then has more places taken than its limit, and customers still cannot book it. See Create an Order to Book a Customer Onto a Course and “Check full dates” in Add a Participant to a Course Without Creating an Order.
If the person is on the course waitlist, you can book them from their entry with Convert to Booking; see Set Up and Manage a Course Waitlist (Waiting List). Check the booked total before adding places manually.
How Booked Places and Places Left Are Counted
How places taken, places left and blank or unnamed places are counted, and why they can differ from your registrations, is explained in Why Don't Booked Places Match My Registrations?
Frequently Asked Questions
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. If it is a session inside a block, check the block’s limit too.
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 offer list is not replaced by changes to course offers.
Why do both editing screens look similar?
Both let you enter prices and places. 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.