This guide is for course providers who want Cademy to create the same export again every day, week or month and email a download link to chosen people, for example a weekly list of new bookings or registrations. It explains how to set up a scheduled export, when it runs, what the email contains, and how to pause, resume or delete the schedule.
Scheduling requires Scheduled Exports to be included in your plan. This feature is included with the Teams plan. Without it, On Schedule cannot be selected and carries the label Cademy Teams Feature. To download a file once instead, see Export or Download Your Data as a CSV File.
Which Exports Can Be Scheduled
You can schedule exports of course dates, orders (all four Records options: Orders, Participants, Invoices and Line Items), registrations, contacts and organisations.
You cannot schedule the course list in List layout, the Invoices page, Payments, lesson progress, quiz results, form responses or reviews. Their export window has no Export Timing choice.
Set Up an Automatic Export Emailed Every Day, Week or Month
Open the page that lists the records, such as Orders or Registrations, and apply the filters or saved view you need. For course dates, open Courses, select the Dates layout, open View and set Show to Upcoming or Past. For a Calendar or Timeline export, set the dates with Filter.
Select Export. If the window shows Records or Columns, choose them as for a one-off export. Booking form answers (Organisation and Registration Fields) can be included, as in a one-off Participants export.
Under Export Timing, select On Schedule.
Under Schedule, select Daily, Weekly or Monthly.
Choose the Time. For a weekly schedule also choose the Day of Week, and for a monthly schedule the Day of Month, from 1 to 28. Times are full hours.
Under Recipients, check who receives the file. You are added to begin with. To add people, search for users of your account or type an email address. At least one recipient is needed.
Optionally, enter an Export Name. Cademy uses it in the subject of each email.
Select Schedule Export. Cademy confirms with the message Export schedule created. and closes the window.
For example, to email the list of people booked on one course every Monday morning, open Registrations, select Filter > Course and choose the course, then schedule a Weekly export on Monday at a morning time, with the trainers who need the list as recipients.
When a Scheduled Export Runs (Times and Time Zones)
The time you choose is in your Cademy account’s time zone. Cademy starts due schedules once an hour.
A new schedule first runs at its next due time. If that time has already passed when you create the schedule, Cademy creates the first file at the next hourly run and does not wait for the next day, week or month. This happens with a daily schedule created later in the day than its time, a weekly schedule created later on its chosen day, and a monthly schedule created after its chosen day and time in that month.
Each run applies the saved filters again, so the file contains the records that match at the time of the run.
Scheduled Export Emails and Download Links
After each run, every recipient gets an email with a button that downloads the file. If the export fails, they get an email that says so.
Important: The email contains a download link, not an attachment. Anyone who has the link can download the file without signing in to Cademy until the link expires, at the latest after 3 days. Add only recipients who are allowed to see the data.
When a user is archived, Cademy removes them from the recipients of scheduled exports where they were selected from the list of users. A recipient whose email address was typed in is not removed and keeps receiving the download link. To remove that address, delete the schedule and create it again. A schedule that is left without recipients still runs, but sends no email. For what else archiving changes, see Remove a Team Member’s Access (Archive a User).
Cademy sends no export emails while emailing is switched off for your account. The files are still created, and a System Admin can download them under Settings, then Exports.
Scheduled Export Limits: Changing the Time, Dates and Archived Users
A schedule cannot be edited. To change its filters, columns, time or recipients, create a new schedule and delete the old one.
A schedule created from Dates keeps the Upcoming/Past boundary fixed at the time you create it. An Upcoming schedule therefore continues to include dates that end later; a Past schedule does not add them. Recreate the schedule to reset that boundary. Calendar and Timeline schedules use the filters you set, not the period displayed on screen.
A scheduled registrations or course dates export contains no more than the records that the person who created the schedule has access to at the time of each run. If that person no longer has access to your account, for example because they were archived, the files contain no rows.
Archiving the user who created a schedule does not pause or delete the schedule, and a schedule cannot be passed to another user. The schedule keeps running, and the recipients who remain keep receiving the download link. A scheduled orders, contacts or organisations export keeps its filters and columns. A scheduled registrations or course dates export then creates files with no rows: a System Admin deletes the schedule under Settings, then Exports, and a user who has access to the records creates it again. The Scheduled Exports section does not show who created a schedule, so find the schedule by its name, schedule and recipients.
A registrations schedule created by a Course Owner or Facilitator is also limited to the courses and dates that person had access to when the schedule was created. Courses assigned to them later are not added.
In a scheduled registrations export, the price and payment columns are removed from later files if the person who created the schedule is no longer a System Admin.
See Your Scheduled Exports and Their Files (Settings > Exports)
System Admins manage scheduled exports on the Exports page.
Select Settings in the main menu.
Select Exports, under Tools. The page has two sections, Scheduled Exports and Export Runs.
Export Runs lists the 50 most recent exports, scheduled and immediate. A scheduled run shows Scheduled in the Type column. For seven days after a run finished, its row has a Download button; after that, it shows Expired. A FAILED run created no file. For all export statuses, see Export or Download Your Data as a CSV File.
Pause, Stop, Resume or Delete a Scheduled Export
The Scheduled Exports section lists every schedule that has not been deleted, with its Name, Status, Schedule and Recipients. Hover over the recipients to see the full list. A schedule created without an Export Name has a name made from its frequency, type and time, for example Daily Orders Export at 09:00.
The Actions column has icon buttons. Hover over an icon to see its name.
The pause icon, Pause: the schedule’s status changes to PAUSED and it creates no files.
The play icon, Resume, shown on a paused schedule: the schedule runs again. If a run time passed while it was paused, it runs at the next hourly run.
The bin icon, Delete: the schedule is removed as soon as you select the icon, with no confirmation step. Files it has already created stay under Export Runs.
Frequently Asked Questions
Why can I not select On Schedule?
Scheduling needs a plan that includes Scheduled Exports. Without it, On Schedule is shown with the label Cademy Teams Feature and cannot be selected. If Export Timing is not shown yet, select an option under Columns first. If it is still not shown, the export cannot be scheduled: this applies to the course list in List layout, the Invoices page, Payments, lesson progress, quiz results, form responses and reviews.
Why did the scheduled export email not arrive?
The email for a scheduled export goes to the schedule’s recipients; the email for a one-off export goes to the person who started it. Check the spam folder first. No export email is sent while emailing is switched off for your account, and an archived user who was selected from the list of users is removed from scheduled export recipients. In every case, a System Admin can download the file under Settings, then Exports.
Can I change the time or recipients of a scheduled export?
Not on the existing schedule. Create a new schedule with the time, recipients, filters or columns you need, then delete the old one.