This guide is for course providers. It explains how learners and bookers can correct their names, phone numbers, addresses and booking answers after checkout, what you control, what stays locked, and how to fix the messages they see. For the learner's own step-by-step help, send them Edit Your Details for a Course You Are Attending.
Booker (order owner): the person whose account the order belongs to. Some customers call them the seat manager or key booker.
Guest: a participant booked onto the order by somebody else.
Booking answers: the answers to the questions on the course's checkout form. Contact field answers are saved on the person's contact record; Registration field answers are saved on their place on the course.
People can change their details in three places. Each uses different settings:
Where | Who uses it | Which questions appear | Where you set it up |
Edit Your Details on the course page | Each participant, for their own place, including a booker who attends | The booker sees the course's Primary registration form; a guest sees the Form for guest participants | The course's Settings > Forms & Participants |
Edit Attendee on the order or the Participants tab | The booker, for the other people on the order | The Form for guest participants | The course's Settings > Forms & Participants |
The provider card on My Profile | Any learner whose contact record is linked to their login | Contact fields you turn on with Show on Learner Profile, plus Phone, Address and Marketing Consent if enabled | Settings > Fields > Contacts |
What Learners and Bookers Can Change After Booking, Such as Phone Number
On the course page, people can change the questions on their form that are not locked. These rules apply:
Email is always read-only. To correct the email on a place, see Manage the People on a Course You Booked or change it yourself in Admin.
After attendance or learning progress is recorded, First Name, Last Name and Registration field answers are locked. Contact fields such as phone and address stay editable when they are on the form. The lock can come from another course on the same order.
If Edit Your Details is greyed out and says Provider only, you manage that person's details. This applies to Registrations you added to a course without an order, imported Registrations and some older bookings. People on an order you created in Admin can still edit their own details. People with Provider only can still use My Profile for the contact fields you enable there.
Questions hidden by a condition are not shown and changes to them are not saved. On a guest's form, Primary Contact Attending always counts as met. Conditions on the number of people or the order value use the saved order's course places and prices, not custom items such as room hire. A guest is not shown those figures, only the questions they lead to.
Edit Your Details does not show the Organisation Section, so people cannot change company details there.
A saved course answer can also reach that person's place on the other courses of the same order. The booker's answers are stored once for the order. Answers are never copied to places on other orders.
A booker who is not attending has no place of their own to edit.
Contact field changes update your contact record, so the new value appears wherever that contact is shown, including other bookings. Allow Autocomplete controls checkout only; turning it off does not hide a saved value when someone reopens their details.
Change the Form a Booker (Seat Manager) Uses to Assign or Edit Attendees
When a booker adds someone to their order, assigns a place, or edits another attendee, Cademy uses the course's Form for guest participants. A guest editing their own details sees the same form. The booker's own details use the Primary registration form. There is no separate form setting for adding attendees after booking.
Open Courses, choose the course and select Edit Course.
Open Settings > Forms & Participants.
Under Form for guest participants, select the form with the questions you want for attendees. Under Primary registration form, select the booker's form.
Save the course.
The same forms are used at checkout. If Form for guest participants is left on the default form, attendees are asked only for First Name, Last Name and Email. To build or change a form, see Create a Checkout Form (Booking or Registration Form).
Learners Editing Their Own Details on the Course Page
A participant changes the details for their own place like this:
They log in with the email address connected to their place, select My Account, then My Courses & Bookings.
Under Your Courses, they open the course. An on-demand course opens on its Content page, where they select Course Overview in the side panel, or the Overview tab if there is no side panel.
In the side panel, they select Edit Your Details, or Complete Your Details when answers are missing.
They change the available fields and select Save Changes, then reopen the window to check.
In this example, the name, email and a course answer are locked after attendance, while Phone stays editable. A participant can also upload a requested file when their form has an editable File Upload question. A File Upload set up as a Registration field locks with the other course answers after attendance or progress; one set up as a contact field stays open. For the learner's full help, including missing details, send Edit Your Details for a Course You Are Attending.
Booker Who Booked for Others Cannot Edit Their Own Contact Field When Attending
A booker who booked for others and also attends edits their own details with Edit Your Details in the course side panel, on Overview or Participants. The three-dot menu on their own row has no Edit. If a field, such as a meal preference, is missing or cannot be changed, check:
The form: the booker sees the course's Primary registration form, not the Form for guest participants. A question that is only on the guest form does not appear for the booker. Add it to the primary form.
Locks: after attendance or progress, name and Registration field answers are locked. A meal preference set up as a Registration field locks; as a contact field it stays editable.
Conditions: a condition on the form can hide the question.
Provider only: Registrations added without an order, imported Registrations and some older bookings are managed by you. An order you created in Admin does not cause this.
Their changes are saved on their contact record and on the order. See Edit Your Details for a Course You Are Attending for the booker's steps.
Order Owners Editing Another Participant's Details
The booker can edit another participant's details on the order:
From My Account, they select My Courses & Bookings, then Orders & Billing, and open the order.
Under the correct booked course date, they open the other person's three-dot menu and select Edit.
In Edit Attendee, they change the available answers, select Save Changes and reopen Edit to check.
The course's Participants tab has the same controls. Editing a guest's name and answers updates that person across the dates of the same course on the order; there are no separate answers for each date. Editing locks if that person has attendance or learning progress on any date of that course in the order. Email is read-only, phone appears only when the guest form asks for it, and the booker cannot upload a file for somebody else.
Changing an option, replacing or removing a person are separate actions. See Manage the People on a Course You Booked.
Participants See Registration Incomplete or Missing Details
These messages mean a required question on that person's form has no answer yet. They are about details, not course progress.
A guest sees Registration incomplete in the course side panel, with a line that you need a few more details. Additional details required opens by itself on the course page, with the required questions they can complete.
A booker who booked only their own place sees Your registration details are incomplete with Complete Your Details.
The person fills in the answers and selects Save Changes, or Save in Additional details required. If a missing answer is locked or not shown to them, or the message stays after saving, they need you. Ask them for the details and enter them yourself, as described in "Change Locked Details Yourself in Admin" below. Entering a missing contact detail in Admin clears the message. A course answer entered on the Registration is saved there, but the message can still show on the learner's course page.
This happens, for example, after you add a required question to a form that people already booked with. For the learner's steps, see Edit Your Details for a Course You Are Attending.
Validation Error: Organisation Name Required When Updating Details
If the form has a required Organisation Section and the person's contact is not linked to an organisation, saving Edit Your Details can show Validation Error naming an organisation question such as Organisation Name. Edit Your Details does not show the organisation questions, so the person cannot fix it there.
A guest can reload the course page. When Additional details required opens with the organisation questions, they fill them in and select Save.
Otherwise, link the person's contact to their organisation yourself. See Manage Company Records (Organisations). Once the contact is linked, Edit Your Details skips the organisation questions when saving.
Why Details Are Missing From a Contact Record After Booking
If a person's details are not on their contact record in Contacts, check:
Guests not saved as contacts: with Create each guest as a contact off on the course's Forms & Participants page, guests are not added to your Contacts list. Their details stay on the order and their Registration.
Registration fields: answers to Registration fields are saved on the person's place on the course, not on the contact. Open the Registration to see them.
Questions not asked: only the questions on the form that person completed are saved. A booker using Only Capture Primary Contact Details gives no details for guests, and the default guest form asks only for name and email.
Answers still missing: the person has not completed required details yet. See "Participants See Registration Incomplete or Missing Details" above.
General form custom questions: answers to New Custom Field… questions stay on the form response.
To check where a question saves, look at its Contact, Registration or Organisation label in Form Editor. See Create Custom Contact Fields for Your Forms.
Let Learners Update Contact Details on My Profile
A learner's My Profile page can show a card named after your course provider account, where they update the contact fields you choose. It works without a current booking, after attendance or course completion, and when their course action says Provider only, once their contact record is linked to their Cademy login. Learner profile visibility is off by default for every field, including Phone, Address and Marketing Consent.
Setting | What it controls |
Show on Learner Profile | Whether an eligible contact field appears for the learner to see and update on My Profile. |
Allow Autocomplete | Whether a saved value fills a field at checkout. It does not hide a saved value on My Profile or in Edit Your Details. |
The checkout form and its Field Options | The questions and rules at checkout and in Edit Your Details. They do not choose the fields on My Profile. |
Choose Supported Fields for My Profile
You can enable the built-in Phone and Address fields, and custom contact fields of these types: Text, Text Area, Date, Number, True/False (Boolean), Telephone, Email, Website, Address, Multiple Choice Checkboxes, Single Choice Options and Dropdown.
First Name, Last Name and the built-in Email cannot be enabled. Neither can File Upload, Organisation, Tags, Statement, user reference, rating, scale or date-and-time fields. A custom Email question is separate from the learner's login email and does not change it.
Enable a Custom Contact Field on My Profile
You need the Course Owner or System Admin role.
Open Settings > Fields and the Contacts tab.
Select the custom field. For a new field, choose its type and complete its required settings first.
Turn on Show on Learner Profile and select Save Field.
Check for Field updated, or Field created for a new field, and reopen the field to check the switch.
Fields shown on learner profiles have an eye icon in the field list. To stop showing a field, turn off Show on Learner Profile and save. Its saved values are kept.
Enable Phone, Address or Marketing Consent on My Profile
A System Admin must save these built-in settings.
Open Settings > Fields and the Contacts tab.
Find Phone, Address or Marketing Consent, open the cog menu on that row and select Show on Learner Profile.
Wait for Shown on learner profiles. The field shows an eye icon, and its cog menu offers Hide from Learner Profile.
Repeat for each built-in field. Each choice is saved separately.
To hide one again, select Hide from Learner Profile and wait for Hidden from learner profiles. If you see Failed to update learner profile settings, check the setting again before treating it as saved.
Marketing Consent adds Marketing Emails with Subscribe or Unsubscribe to your provider card. It does not appear in Edit Details. If it is the only enabled item, the card has no Edit Details button.
Showing the control does not give consent on the learner's behalf. Their choice updates the marketing consent on your contact record. It does not block every manual email or withdraw queued messages, so use consent filtering when choosing marketing recipients; see Send an Email to Course Participants or Contacts.
What Learners See on My Profile and Where Changes Are Saved
Learners open My Profile, find your provider-named card, select Edit Details, change the fields and select Save Changes. The card shows Your details have been saved. The learner's steps, including marketing preferences and missing cards, are in Update Your Personal Details in My Profile.
Their changes update your contact record; check them under Contacts and the person's Contact Details. Answers already stored on orders or Registrations are not rewritten, and another provider's records are unaffected. My Profile does not unlock the learner's name or course answers, change their login email or correct a certificate name.
The profile form uses the field's shared label, type and choices. Per-form labels, required settings, patterns, minimum and maximum values, conditions and widths do not apply there.
If your card is missing, check that at least one eligible field or Marketing Consent is enabled and that the learner's contact record is linked to their Cademy account. Having their email on a contact does not prove the contact is linked to the login.
Change Locked Details Yourself in Admin
When a learner cannot change something, such as a name after attendance, a locked course answer or a Provider only place, change it for them:
Contact details: open Courses, the course, Registrants and the person's Registration, then edit under Contact Info. System Admins can also edit the full record under Contacts.
Course answers: in the same Registration, expand Registration Fields and edit the answer. Typed answers save when you select outside the field. This changes only that Registration, not the answers stored on the order, so it does not clear Registration incomplete. Course Owners and facilitators can do this for courses they can access.
Email: it cannot be edited from the Registration side sheet. Changing it on the contact record can merge contacts that use the same address; follow Manage Customer and Learner Records (Contacts) first.
See Create Custom Contact Fields for Your Forms for how these edits save.
Frequently asked questions
Can a learner change their phone number after booking?
Yes, when the phone question is on their course form, through Edit Your Details, even after attendance. If you enable Phone on My Profile, they can change it there too.
Can a learner change the email address on their place?
No. Email is read-only for learners and bookers. The booker can replace the person, or you can change it in Admin.
Do My Profile changes update the answers on earlier orders?
No. They update your contact record. Answers stored on orders and Registrations stay as they were.
Can the booker upload a file for another attendee?
No. Each person uploads their own file through Edit Your Details when their form has an editable File Upload question.