This guide is for course providers removing a test, duplicate or mistaken record that should never have existed. Delete removes an eligible order or standalone registration from Cademy’s lists, reports and the learner’s account. It cannot be undone. You delete one record at a time.
An order records a purchase and can contain several participants. A registration is one person’s place on a course. A standalone registration was added manually or imported without an order.
Choose cancellation or deletion
Action | Use it for | Important limit |
Cancel Order or Cancel Registration | A genuine booking that will not go ahead. | Keeps a cancelled record. For an order, review its money and email choices. |
Delete Order | A test, duplicate or mistaken order, including one already cancelled. | No money can ever have been received and no customer credit applied. Deletion cannot be undone. |
Delete Registration | A mistaken standalone registration created manually or by import. | Not available for a registration created by an order. Delete the eligible order instead, or use cancellation/removal for a real booking. |
Use Cancel an Order or Refund a Payment for a real booking that needs cancellation or a refund. Cancelling an order can be done without Cademy cancellation or credit-note emails while keeping its history.
Check whether the record can be deleted
Orders: you need System Admin access. A free order or an unpaid order is eligible only if it has never received a payment or had customer credit applied.
Payment history: a fully refunded order is still ineligible. Card, PayPal, recorded manual and gift-card payments count, as does applied customer credit. An order’s current zero balance is not proof that it can be deleted.
Standalone registrations: use a registration created manually or by a Registrations import, for a course or date you can manage. System Admins, Course Owners and Facilitators use their existing registration access. Attendance, progress or an issued certificate does not itself block deletion.
Order-linked registrations: there is no Delete Registration action. Check the linked order first. Do not delete an entire order just to remove one genuine participant.
These deletion actions are available on all Cademy plans. If Delete Order is disabled, read its payment-history explanation and use cancellation instead. Do not remove payment records to try to make an order deletable.
Deleting an order does not cancel an open payment attempt with a payment provider. If a payment is still pending and you need to stop it, ask Cademy Support to check it before deleting the order.
Delete an eligible order
In the Admin Dashboard, select Orders and open the intended order. Check the customer, order reference, courses and participants.
Select Manage Order, then Delete Order. The action is also available on eligible cancelled orders.
Read the confirmation. It names the record and explains its removal from lists, reports and learner accounts, any release of spaces, any unpaid invoices to be voided, and that deletion cannot be undone.
Select Cancel to leave the record in place, or Delete Order to confirm.
After Order deleted, the panel closes. Check the Orders list and the course’s orders and registrations. For a scheduled course, check its available spaces after they update.
Deleting an active order cancels it without Cademy cancellation emails, cancels its remaining registrations and removes the order and those registrations from normal Cademy views. Unpaid issued invoices are voided, so they are no longer due. Voided invoices remain in the invoice list; deletion does not erase accounting documents. Draft invoices are removed during cancellation.
The record disappears from the customer’s order list and the participants’ course lists. Old links to the deleted order no longer open it. Removing a registration removes the access it provided; another valid registration can still give that learner access.
Delete a standalone registration
In the Admin Dashboard, select Courses and open the course you can manage. For a scheduled course, select the relevant date.
Select Registrants and open the intended person’s registration. Check the person, course/date, registration code and Source. It must be a manually created or imported registration without an order.
In the Registration section, open the three-dot menu and select Delete Registration.
Read the confirmation. It explains removal from the course, reports and the learner’s account, release of the space where applicable, and that deletion cannot be undone.
Select Cancel to keep the record, or Delete Registration to confirm. After Registration deleted, check that it has disappeared from the course list and check available spaces for a scheduled date.
Deleting this registration sends no Cademy cancellation email. It does not delete the contact’s stored details. An already-issued certificate is not revoked by deleting the registration; its existing link continues to work. Do not use deletion as a way to revoke a certificate or remove evidence of genuine training.
Check the result and other systems
Deletion does not recall emails already sent or undo changes already made in connected systems. For example, an existing HubSpot deal remains. Check outside records separately. Releasing a course space can trigger a waitlist notification to another person, even though Cademy does not send a cancellation email for the deleted record.
If deletion reports an error, reopen the list and check whether the record remains before trying again. If the result is unclear, contact Cademy Support with the order or registration reference and the error message. There is no restore action.
Frequently asked questions
Can I delete a paid order after refunding it?
No. Payment or refund history still prevents deletion. Cancel the order and keep its financial history.
Can I delete an imported record?
Yes, if that individual record meets the same rules. Imported orders follow the same payment-history restrictions. An imported standalone registration can be deleted. This is not a bulk undo of an import.
Can I delete just one participant’s registration from an order?
No. Delete Registration is only for standalone registrations. Use the order’s participant-removal or cancellation procedure for a genuine place, and review its financial and email choices.
Can I restore a deleted order or registration?
No. Check the record carefully before confirming deletion.