This guide is for course providers who need to cancel a class, a session or a whole course run on an On set dates or Blended course, for example because the trainer cannot attend or the group will no longer run. It explains what to do with the people already booked, how to tell them, how to stop reminder emails and how to delete the date.
Cademy has no single button that cancels a date and everyone on it. You move or cancel the bookings first, tell the people affected, then delete the date. To delete a date you need to be a System Admin or a Course Owner with access to the course. Start in the Cademy admin dashboard.
Course date: one scheduled session of a course. The delete window calls it an occurrence.
Block: a group of sessions sold together, such as a six-week course. Each session also appears as a date inside the block.
Booking: recorded as an order. Each person attending has a registration, which gives them their place.
Cancel a Course Date That Has Bookings and Let Everyone Know
Follow these steps in order when a date, session or block will not go ahead and people are booked on it.
Decide what each person needs. If they will come on another date, move them. If they will not, cancel their booking. To see who is booked, open Courses, choose the course and the date or block, then select Registrants.
Move people to another date: follow the one-person steps in Move or Transfer a Participant to Another Date or Course. To move everyone on one order, follow the order steps in Move or Transfer a Participant to Another Date or Course.
Cancel bookings that will not be moved: to cancel a whole order, follow Cancel a Booking or Part of an Order. To cancel one person on an order with other people, follow the steps for part of an order in Cancel a Booking or Part of an Order. You choose whether to refund, hold the money as credit or keep it.
Tell the people affected. Cancelling an order emails the customer and participants unless you untick Email the customer and participants. Moving someone sends a move email when Notify Participant is left on. Cancelling only a registration sends no email. To explain what happened, email the people yourself from Registrants: tick them and select Send Email. See Send an Email to Course Participants or Contacts.
Delete the date once no active orders or registrations remain on it, as described in “Delete a Course Date or Block” below.
Reschedule Attendees When a Session Is Cancelled Because the Host Cannot Attend
If a session cannot run at its planned time, you can keep the people booked and change the time, or move them to a date that already exists.
Same group, new time: edit the date and change its Start Date & Time and End Date & Time. Everyone booked stays on it. They are not emailed about the change, so tell them yourself. See Add or Change Course Dates and Multi-Session Blocks.
Another existing date: move each person, or each order, to that date. See Move or Transfer a Participant to Another Date or Course.
Another trainer: if the session can still run with someone else, change the date’s Facilitators / owners in its editor. See Choose Facilitator Emails and Calendar Invitations for the emails your team receives.
Stop Reminder Emails Going Out for a Cancelled Course Date
Automatic reminder emails go only to people whose registration is still active, on a date that has not been deleted, for a published course. So reminders for a cancelled date stop when you do either of these:
Cancel the people’s registrations. Cancelling an order with Cancel participant registrations too ticked cancels them, and so does Cancel Registration on one person.
Delete the date. A deleted date gets no participant reminders, and its facilitators get no 24-hour reminder.
People you move to another date get the reminders for their new date. A reminder that was already sent cannot be recalled. To check which reminders a course sends and when, see Set Up Automatic Confirmation and Reminder Emails.
Delete a Course Date or Block
Delete a date when it should no longer exist. Cademy refuses to delete a date or block that still has active orders or registrations, so move or cancel those bookings first.
Select Courses, then open the course. Select View All Dates if the date list is hidden.
Find the date or block under Upcoming or Past. Select Load More if it is not yet listed. For one session of a block, select Expand sessions.
On the card you want to delete, open the three-dot menu and select Delete.
A window titled Delete Occurrence asks “Are you sure you want to delete this occurrence?”. Select Delete to confirm.
Cademy shows Date deleted.
If the date still has active orders or registrations, the window changes to Cannot Delete Occurrence and nothing is deleted. It says: “Move or cancel the linked orders and registrations before deleting this occurrence. Once only cancelled, draft, abandoned, or moved records remain, you can delete it.” Select Got It. To move people to another date, see Move or Transfer a Participant to Another Date or Course. To cancel their bookings, see Cancel a Booking or Part of an Order. Then delete the date again.
Example of the Cannot Delete Occurrence window.
The date editor (three-dot menu > Edit) has a Delete button that opens the same confirmation. Under Edit Course > Dates, the bin icon on a row and the Remove button for ticked dates delete at once, without a confirmation window. The rule about active orders and registrations applies there too: if a row stays after you select the bin or Remove, the deletion was refused.
Warning When Deleting a Class Date With No Bookings
Delete Occurrence with “Are you sure you want to delete this occurrence?” appears for every date you delete from the three-dot menu or the date editor, whether or not anyone is booked. It is a confirmation, not a sign of hidden bookings. Select Delete to remove the date. Only Cannot Delete Occurrence means that active bookings are stopping the deletion.
Cancelling One Session Removed All Dates in the Course Series (Block)
To cancel only one session of a block, such as tomorrow’s session in a six-week course, delete that session’s own card:
Open the course and find the block. Select Expand sessions on the block card.
On the card of the session that will not run, open the three-dot menu and select Delete, then confirm.
Deleting the block’s top card, or the block’s row under Edit Course > Dates, deletes the whole block and all its sessions. Check which card you are on before you confirm.
The booking check looks only at bookings held on the card you delete, and for a block on its sessions too. It does not look at the block a session belongs to. So one session of a block is deleted at once even when people have booked the whole block. Those people stay booked on the block’s other sessions. Before deleting a session, open the block’s Registrants and tell those people first. If the session is moving rather than cancelled, change its time instead of deleting it.
What Deleting a Course Date Removes and Who Is Told
Cademy does not offer an undo after a date is deleted. Deleting a block deletes all its sessions. Cancelled and draft registrations on the date are removed with it, and so are that date’s items on cancelled, draft or abandoned orders. If you still need those records, keep the date.
Deleting a date also does the following:
If the course is synced to a connected calendar, Cademy removes the date’s event from that calendar. See Sync Course Sessions with Google or Outlook Calendar.
If the course uses a connected Zoom account, the Zoom meeting Cademy created for the date is removed. See Connect Zoom to Create Meeting Links for Course Dates.
Team members assigned to the date are emailed about the deletion when Assignment & Date Update Emails is on. See Choose Facilitator Emails and Calendar Invitations.
The deletion itself does not send an email to customers or participants. Tell them yourself when you move or cancel their bookings.
Remove a Course or Group That Will No Longer Run
When a whole course or group stops, for example because its host has left, deal with each upcoming date that has people booked: move or cancel their bookings, tell them, then delete the date, as described above. To take the course itself off your website, unpublish or archive it. Archiving does not cancel orders or registrations or refund anyone. See Archive or Restore a Course.
Frequently asked questions
Can I delete a date that people have booked?
Not while that date or block has active orders or registrations of its own: move or cancel them first, then delete it. One session of a block is different: it is deleted at once even when people have booked the whole block, so check the block’s Registrants first.
Does cancelling the bookings free the places on the date?
Cancelling a whole order frees its places. Cancelling only a person’s registration can leave the place held on the order. See Cancel a Booking or Part of an Order.
Can I get a deleted date back?
No. Add the date again if you need it. See Add or Change Course Dates and Multi-Session Blocks.