This guide is for course providers who want companies to book places on their courses, for example for their staff. It shows how to make checkout ask whether the customer is booking as a person or a business, how business details are collected and saved, and what the invoice shows.
When the choice is on, checkout asks Registering as a: and the customer selects Person (Personal registration) or Business (Company registration). A business booking saves the company’s details on an organisation record in your account, separately from the booker’s personal contact details. Cademy calls a company an organisation.
You set this up on the course’s checkout form. For creating checkout forms and adding them to courses, see Create a Checkout Form (Booking or Registration Form).
Let a Company Book and Pay for Its Staff (Booking as a Business)
On the Your Details step, the booker chooses Person or Business. If they choose Business, the questions in the form’s Organisation Section appear. Depending on the options you allow, the booker selects their company from your existing organisations or enters a new one.
In this example, the Your Details step asks whether the booker is attending and whether they are registering as a Person or a Business. The business details are saved on the organisation’s record. The booker is still saved as a contact.
Invoice the Company When the Booker Chooses Business on the Registration Form
For a paid booking, the Payment step has a Billing Details section. When the booker chose Business, it asks for Business Name, Billing Email and Billing Address, which are required, and an optional tax number (named after your tax label, for example VAT Number) and PO Number. If the booker selected an existing organisation, Cademy fills these in from that organisation’s saved billing details. The booker can still change them.
These billing details are shown on the order’s invoices, and the order is saved as a business order linked to that organisation. A Person booking asks only for a Full Name and Billing Address; the booker’s email is used.
To change the billing details on an order after booking, see Change an Existing Order. For invoice settings, see Set Up Invoices for Your Courses.
When the Person or Business Choice Appears
The Person or Business choice appears when both of these are in place:
The course’s Primary registration form (the booker’s checkout form) includes an Organisation Section.
Ask Customers If They’re Purchasing As An Individual Or Business is switched on in that section’s settings.
Having organisation fields elsewhere in your account does not turn on this choice. If the Organisation Section is present but the choice is switched off, checkout shows Business Details directly, so every booking on that form gives business details while the organisation name question stays Required (the default) and no Show This Section rule hides the section.
Person is selected to begin with. Business is selected to begin with when Pre-Populate is on and the booker is already linked to an organisation, or when Auto-Link By Domain matches their email domain to one of your organisations.
Turn On the Person or Business Choice (Company or Individual)
Open your Cademy dashboard and select Forms.
Open the Checkout form used as the course’s Primary registration form, then open Form Editor. If the course uses Cademy Default Form, first open Courses > open the course > Edit Course > Settings > Forms & Participants and select Duplicate beside the primary form. In Duplicate Default Form, enter or check Name, then select Create Form. The copy is selected automatically. Use Edit to open its Form Editor, follow the remaining steps below, and save the course with the copy selected.
If the form has no business section, click Add Organisation Section. Inside it, use Add Field to add the business details you need.
Open the three-dot menu beside Organisation Section and select Section Settings….
Turn on Ask Customers If They’re Purchasing As An Individual Or Business.
Check the options described in the next section, click Save in the window, then Save at the top of the form.
Make sure this form is selected on the course. The path is Courses > open the course > Edit Course > Settings > Forms & Participants > Primary registration form. Save the course after changing its selected form.
Choose How Business Details Are Entered (Organisation Section Settings)
These options are in the same Section Settings… window as the Person or Business choice:
Pre-Populate: fill in the business details when the customer is already linked to an organisation.
Auto-Link By Domain: if the customer is not linked to an organisation, try to match their email domain to an organisation’s domain. For example, a work email ending in @example.com can match that company.
Allow Organisation Search: let customers find and select an existing organisation from your account.
Lock Linked Organisations: stop a customer who is already linked to an organisation from choosing a different one.
Allow Creating New Organisations: let customers create a new organisation during checkout.
Under Org Fields Visibility, choose what happens when an existing organisation is selected:
Hide All Org Fields When An Existing Organisation Is Selected: the customer does not need to fill in those business fields again.
Always Show All Org Fields & Allow Editing: show the business fields and allow changes to the saved details.
If you allow customers to select and edit an existing organisation, their changes can update that organisation’s saved record. Choose these options carefully.
Add Company Name and Other Business Questions to the Booking Form
Organisation fields collect business details, such as a company name or billing email. Their answers belong to the organisation’s record.
In the form’s Organisation Section, click Add Field to select an existing organisation field. Or choose New Organisation Field…, enter the details and click Create Field, then save the form. Manage these shared fields under Settings > Fields > Organisations. For the steps, see Create Company Fields for Organisation Records.
Show the Business Section Only for Matching Bookings
You can show the Organisation Section only for some bookings, for example larger group bookings. This needs conditional fields enabled and included in your account (the Teams or Custom plan). Open Forms > your Checkout form > Form Editor. Open the Organisation Section’s three-dot menu and choose Section Settings…. Under Show This Section, select Only When…, complete the rule, save the window and save the form.
For example, use Number of People is at least 5 to offer the section for larger bookings. It can also check suitable earlier questions. It cannot check Booking as an Organisation, because that choice belongs to the section itself. When the section is hidden, its fields are not asked or saved. When shown, its Person or Business and Org Fields Visibility settings still apply. For how conditions work, see Show or Hide Form Questions Based on Answers.
Company or Individual Option Gone From the Booking Form
If checkout no longer asks whether a customer is booking as a company or an individual, find the form the course uses and check its Organisation Section:
Open Courses > open the course > Edit Course > Settings > Forms & Participants. The booking form is the one under Primary registration form. Select Edit beside it to open it.
In Form Editor, check that the form has an Organisation Section. Cademy Default Form has none, so a course using it never shows the choice.
Open the section’s three-dot menu, select Section Settings… and check that Ask Customers If They’re Purchasing As An Individual Or Business is on. If the section has a Show This Section rule, check that the booking matches it.
If someone changed the course to another form, the questions follow the new form. To ask for another detail, such as a date of birth, add a Contact field to the form; see Create Custom Contact Fields for Your Forms.
Clients Registered as Individuals by Mistake Instead of an Organisation
Checkout selects Person unless an organisation is filled in through Pre-Populate or Auto-Link By Domain. If the booker leaves Person selected, the booking is saved as an individual booking. To reduce this:
If every booking on a course should be a business booking, turn off Ask Customers If They’re Purchasing As An Individual Or Business. Checkout then shows Business Details directly. Keep the organisation name question Required.
Link regular bookers to their organisation and keep Pre-Populate on, or turn on Auto-Link By Domain for bookers who use a work email, so Business is selected for them. See Manage Company Records (Organisations).
An order cannot be switched between Individual and Organisation after it was made. To make the invoice show the company, correct the order’s billing details, as described in Change an Existing Order.
Frequently Asked Questions
Where can I see the company details a booker entered?
A System Admin can open Organisations and select the business to see its saved details. The order’s billing details are on the order.
Why did a company’s saved details change after a booking?
If the form’s Organisation Section uses Always Show All Org Fields & Allow Editing, a booker who selects the company can change its saved details. Choose Hide All Org Fields When An Existing Organisation Is Selected to prevent this.