This guide is for course providers and trainers who need to follow up learners in an on-demand or blended course (a course with online lessons). It shows how to find learners who have not started, have not finished, have been inactive or have recently completed, and how to save that list and contact them. In the Admin Dashboard, a course's Registrants table brings these learning details together for each person's registration, which is their place on that course.
Use Registrants to find a group of learners. To check everyone's progress through one lesson, use See Each Learner's Lesson Progress in a Course. To review submitted quiz answers, use View Quiz or Test Results and Mark Answers.
Who Can See Learners and Their Progress: Facilitators, Course Owners and Admins
You need the System Admin role, or the Course Owner or Facilitator role with access to the course or date. A System Admin can view every course in the account. A Course Owner, or a Facilitator (a trainer or tutor), sees only the courses and dates they are assigned to; a Course Owner also sees the courses they created. On those courses they can open Registrants to see the learners and their learning columns, and Progress to see lesson progress and quiz results. The main Registrations page, which lists learners across all courses, is for System Admins only. See What Can a Facilitator, Course Owner or System Admin Do?
The course learning views need an on-demand or blended course with published lessons.
Open a Course's Registrants and Show Learning Columns
Log in to the Cademy Admin dashboard.
Select Courses, open the course and select Registrants.
For a blended course, check the selected course date or block. Use View All Dates if you need to open the date list and choose another date.
Select View and find Columns. Use Find a column… to find a learning field, then use its show control.
Show the fields you need and drag the visible columns into your preferred order. To keep this setup, save a view; see Save a Learning View to Follow Up Learners Later.
You can also choose one of the course learning views from the button showing the current view name, such as Active Registrations. These views select useful learning columns for you. This button is the view menu used in the steps below.
Find Learners Who Have Not Started or Not Completed an Online Course
Open the course's Registrants table and choose All Registrations from the view menu.
Select Filter, then Completion. Choose the status you want, such as In Progress or Completed.
Check the resulting rows and their Completion values. Add a Status filter if you need to exclude cancelled or draft registrations.
For a ready-made list of learners who have not started, choose Not Started from the view menu. It selects registrations whose Completion is Not Started, excluding Draft and Cancelled places. That completion value is not proof that someone has never opened a lesson. Check Last Seen, Current Lesson and the individual progress record when you need more detail.
Status describes the course place; Completion describes the course outcome. Lesson Progress is the lesson percentage. These answer different questions. See Check Whether a Learner Has Completed a Course for how completion is determined.
Find Inactive Learners With No Recent Progress (Stuck and Gave Up)
Open the course's Registrants view menu and choose the group that fits your follow-up:
Stuck: registrations whose Last Progress is between 30 and 60 days ago, Completion is not Completed and Access is not Expired. Draft and Cancelled places are excluded.
Gave Up: registrations whose Last Progress is more than 60 days ago, with the same completion, access and registration-status conditions.
Both views put the oldest progress dates first. A missing Last Progress date does not match either date range. Use the Not Started view or an is empty date filter when you need to investigate missing progress.
These view names describe recorded inactivity. They do not establish why the person has not progressed or whether they intend to continue. Someone can have recent Last Seen activity while their Last Progress remains older.
To use a different period, change the Last Progress condition and check the results. Save your own view to keep it; the built-in view's definition cannot be overwritten.
Find Learners Who Have Not Logged In or Been Active for a Week
Cademy does not show when a learner last logged in. Last Seen shows their most recent recorded activity in this course's lessons, which is the closest measure. To list learners not seen for a week or more:
Open the course's Registrants table and choose Active Registrations from the view menu.
Select Filter, then Last Seen. Choose is more than … days ago and enter 7.
Add Completion is none of Completed so learners who have finished are left out.
Show the Last Seen column to check the dates. Save the view to reuse it.
A learner who has never opened a lesson has no Last Seen date, so this filter leaves them out. Use the Not Started view to find them.
Find Learners Active in the Last Seven Days
In the course's Registrants view menu, choose Active This Week. It selects registrations with Last Seen in the last seven days and excludes Draft and Cancelled places. The most recently seen learners appear first.
This is a rolling seven-day period, not a Monday-to-Sunday week. It shows recorded lesson activity, even when the learner's lesson progress has not changed.
Find Learners Who Completed the Course Recently or This Month
Choose Completed Last 30 Days in the course's Registrants view menu. It selects registrations with a Completion Date in the last 30 days, excludes Draft and Cancelled places, and puts the newest completion dates first.
The Completion Date records the first course completion. The view does not also require the current Completion value to be Completed. If a later change means the registration is no longer complete, its historical date can still match. Add Completion set to Completed when you need only currently completed registrations. For another period, change the Completion Date condition. For example, keep is within and choose This month so far to list this month's completions.
What the Learning Columns Mean (Last Seen, Last Progress and Time Spent)
The learning columns describe this registration's activity and progress. They do not combine everything the person has done across every course.
Current Lesson: the learner's position among the course's published lessons. It shows the first started, unfinished lesson, or the next unfinished lesson after completed work. Not started means no published lesson has a recorded start or completion. Finished means the registration is completed or all published lessons are complete. An Overdue badge identifies an active registration whose current lesson's deadline has passed; hover over it for the due date.
Time to Complete: the elapsed time from registration to the recorded course completion, shown in whole days or Under 1 day. It is shown only for a currently completed registration with the necessary dates. This includes time away from the course.
Last Seen: the most recent recorded activity in the course's lessons. It is not the person's last login to Cademy. Hover over the relative date to see the full date and time.
Last Progress: the last recorded change to lesson progress. Looking at a lesson without changing its progress does not necessarily change this date. The date is highlighted after 30 days without a progress change.
Time Spent: recorded active time in the course's lessons, shown in hours and minutes. This is different from elapsed Time to Complete and from the course's advertised duration.
Quizzes: passed quizzes compared with the number of distinct quizzes in the published lessons, for example 2/3. A course with no quizzes shows a dash. Earlier passes can remain counted after quizzes are unpublished, and the displayed number is capped at the current total. Open View Quiz or Test Results and Mark Answers to check results for the current quizzes.
The main Registrations page and an organisation's Registrations tab offer Last Seen, Last Progress, Time Spent and Quizzes. Outside one course, Quizzes shows the recorded passed count rather than a course total. Current Lesson, Time to Complete and the five course learning views belong to a course's Registrants table.
In Filter, the learning fields appear under Learning. Duration filters use Time Spent (Minutes) and Time to Complete (Days). Use Quizzes Passed to filter the passed count, or Current Lesson and Current Lesson Status to find a position in the course. Find Records with Filters and Saved Views explains how to combine conditions.
Report on Registrations and Progress for One Membership
The main Registrations page and a course's Registrants table have no Membership filter, so you cannot list progress for one membership's members directly. To follow progress on the courses a membership includes, a System Admin can open the main Registrations page, filter Course (or Course Collection, if those courses are in one collection) and show the learning columns. That list includes everyone on those courses, members or not.
To see who holds a membership, see Manage Membership Subscribers. To count the orders and places booked with one membership, use the Purchased with Membership filter on Reports; Reports does not show lesson progress. See Read Your Sales and Registration Reports.
Save a Learning View to Follow Up Learners Later
Choose a starting view on Registrants, then set its filters, sorting and visible columns.
If you started from a built-in view, select Save View. If you are changing an editable saved view but want to keep the original, use More Save Options beside Save View, then Save as New View….
Enter a name that describes the group, such as No Progress for 14 Days. Choose Only Me, or Everyone if you are a System Admin and want to share it.
Select Save View. The view appears in the view menu.
A saved view keeps rules and display settings, not a fixed list of people. Relative date filters move with the date. Search text and selected row checkboxes are not saved. See Find Records with Filters and Saved Views for the full view controls, or Pin Records and Saved Views to Your Sidebar (Favourites) to add a shortcut.
Check a saved view when opening another course. Registrants views can be reused across courses, while the list still follows the open course and selected date. A Current Lesson filter referring to a lesson that is not in the opened course is removed. Check the remaining filters before acting on the results.
Email or Chase Selected Learners
Open the course's Registrants table, choose the view and check its filters, Search text and selected date.
Tick the intended registrations. Check the selection count; use Select All only when you want all matching results across table pages.
Choose the relevant action from the selection bar. For example, Send Email opens the email editor; it does not send the message until you choose Send.
When using a Current Lesson or Current Lesson Status filter, Send Email, Mark Attendance and Request Feedback can select up to 2,500 people. Narrow the filter if Cademy asks you to. Other actions have their own limits and requirements.
For selection, attendance, certificates and the difference between exporting selected rows and all matches, see Find Who Is Booked on a Course (Registrations). For message previews and delivery checks, see Send an Email to Course Participants or Contacts. Choosing a learning view by itself does not send emails, change progress or issue certificates.
Why Are Learning Dates or Times Missing?
A dash means that value is not available for the record. It does not prove the learner has spent no time learning. Active time has been tracked since 20 October 2026; earlier time is not reconstructed. An approximate Last Seen date starts with ~ and is estimated from earlier lesson progress. Hover over it to read the explanation.
Active time is based on activity while the lesson page is visible. It stops accumulating after two minutes without detected interaction, unless supported video playback or interaction with embedded content keeps it active. Hidden tabs do not accumulate time. It is a learning-activity measure, not a precise attendance or total study-time record.
For a missing Time to Complete, check whether the registration is currently Completed and has both registration and completion dates. For a particular lesson or an unexpected progress value, open See Each Learner's Lesson Progress in a Course. Use Reset or Correct a Learner's Lesson Progress only when you need to change the saved lesson result.