This guide is for course providers using the Cademy Admin dashboard. It explains how to send a one-off email manually. You can email people from a specific course or date, across several courses, or from your Contacts list.
Order = a purchase record. It belongs to one person, shown on the Order as Order Contact, and can include more than one course. This guide calls that person the order contact.
Registration = one person's place on the course. The course page calls these people Registrants; this guide calls them participants.
One order can contain several registrations. For example, Jamie books places for Alex and Sam. Jamie is the order contact of one order. Alex and Sam each have their own registration.
Contact = a person's main record. Use Contacts when you want to choose people directly, without starting from a particular course booking.
What each user role can do
System Admin: Can email from Orders, Registrations and Contacts in the main menu. They can also use Orders and Registrants inside any course.
Course Owner: Can open courses and dates assigned to them and email people from Registrants. They cannot use the main Orders, Registrations or Contacts pages, or the Orders tab inside a course.
Facilitator: Can open courses and dates assigned to them and email people from Registrants. They cannot use the main Orders, Registrations or Contacts pages, or the Orders tab inside a course.
Course assignments matter: A Course Owner or Facilitator does not automatically see every course. If they are assigned to the whole course, they can email its participants. Access can also come through an assigned user group or a multi-session block. Date and block assignments determine which registrations they can access; do not assume that selecting the whole course gives access to every date. Ask a System Admin to check the course, block, date and group assignments when a registration is missing.
Before selecting recipients: prepare any system-template copy
A system default is one of Cademy’s built-in email templates. The template selector in the email panel lists your saved custom templates. If the system template you need is not offered in the selector, create a custom copy before selecting recipients.
A System Admin or Course Owner can create the copy. A Facilitator must ask one of these users to prepare it.
In the Admin dashboard, open Settings > Email Templates.
Open the system template you want to reuse. From its Save menu, choose Save as....
Enter a New Template Name, then select Confirm.
Wait for Template created, reopen the saved copy from Email Templates and check its subject, body and attachments.
Return to the course, Orders, Registrations or Contacts list you need, then select recipients using the relevant instructions below.
Choose where to start
One course or one course date: start from Courses, then open the course.
Several courses: a System Admin can start from Orders or Registrations in the main menu and use filters.
People selected from your contact database: a System Admin can start from Contacts in the main menu.
People who have not booked yet: to invite them to book a course, use Send Invites on the course page instead of these steps. See How to Send Invites for Your Listings on Cademy.
Which record should I email? Use Orders to email each order contact. Use Registrants or Registrations to email each participant.
Cademy has two toolbars for lists, and your whole account has one or the other on Orders, Registrations and Contacts, including the Orders and Registrants tabs inside a course. This guide calls them the View toolbar, which has a button named View beside Filter, and the Saved Filter toolbar, which has no View button. Where a step differs between them, this guide says so. Filter, Sort and Use Saved Filters gives the filtering and saving steps for both.
Email people from a specific scheduled or blended course
Go to https://admin.cademy.io and log in.
Select Courses, then open the course.
For one date, select it from Upcoming Dates or Past Dates. If the date list is collapsed, select View All Dates. For a multi-session course, select the relevant block or date.
A System Admin can select Orders to email the order contacts, or Registrants to email the participants. A Course Owner or Facilitator uses Registrants.
Leave the date unselected to work with the whole course. Course Owners and Facilitators can only include the courses and dates assigned to them.
If completed or cancelled people are missing from Registrants, change Active Registrations to All Registrations.
Use the available search or filters to narrow the list if needed.
Select the checkbox beside each person or order you want to email.
To include every matching result, select Select All followed by the displayed number. This includes matching results on other pages, not only the rows currently visible.
Select Email. On the View toolbar, the button is Send Email.
Continue to Write, preview and send the email below.
Email people from an on-demand or on-request course
Open the course from Courses. A System Admin can select Orders or Registrants. A Course Owner or Facilitator uses Registrants and only sees assigned courses. These course types do not require you to select a scheduled date. Select the records, then select Email. On the View toolbar, the button is Send Email.
Email people across several courses
This option is for System Admins. It lets you email matching orders or registrations without opening each course separately.
Go to https://admin.cademy.io and log in.
Select Orders to find order contacts, or Registrations to find participants.
If you need completed or cancelled participants, change Active Registrations to All Registrations.
Select Filter and add the conditions you need, such as Course, Course Start Date or Course End Date. On the Saved Filter toolbar, select Add Filter for each condition, then Apply. On the View toolbar, select the field and choose its value; there is no Apply button. Wait for the results to refresh.
Check the filtered results before continuing.
Select the checkbox at the top of the table.
Select Select All followed by the displayed number to include every matching result across all pages.
Select Email. On the View toolbar, the button is Send Email.
Continue to Write, preview and send the email below.
Important: Select All includes matching results across pages, not only visible rows. Review the search, filters and number selected before sending. Cademy checks the matching records again when it processes the email; the displayed number is not a frozen recipient list.
Email only people marked as attended
Attendance is shown for a specific course, not as a filter on the top-level Registrations page. Open the course and relevant date, select Registrants, use the Attendance column to find people marked as attended, then select those rows manually and select Email. On the View toolbar, the button is Send Email.
Email people from Contacts
This option is for System Admins.
Go to https://admin.cademy.io and log in.
Select Contacts.
Use search or Filter to find the people you need.
Select the checkbox beside each contact, or use Select All followed by the displayed number to include every matching result.
Select Email. On the View toolbar, the button is Send Email.
Complete the message as explained below.
An email started from Contacts is recorded on each contact's activity. Because it was not sent from a particular order or registration, it is not automatically added to an order or registration's email history.
Send promotional emails only to contacts with marketing consent
For a newsletter, offer or other promotional email, use the Marketing Consent filter before selecting recipients:
In the Admin dashboard, open Contacts.
Select Filter.
On the Saved Filter toolbar, select Add Filter, choose Marketing Consent, equals and True, then select Apply. On the View toolbar, select Marketing Consent, then Yes.
Wait for the filtered list to finish loading and check the results.
To reuse the filter, save it as a saved filter or a view. The steps, and who can save, depend on your toolbar; see Filter, Sort and Use Saved Filters.
Select the required row checkboxes. To include every matching result, select the table checkbox and then Select All followed by the displayed number.
Check the selection and select Email. On the View toolbar, the button is Send Email. Then follow Write, preview and send the email below.
Marketing Consent is a recorded preference and a filter, not an automatic email block. A contact whose consent is off can still be selected manually. These manual-send steps do not automatically restrict recipients to those with consent. Apply and check the filter for each promotional send; a saved filter or view does not freeze its matching contacts.
Record that a contact no longer wants promotional emails
In the Admin dashboard, open Contacts and open the person’s contact record.
Find Marketing Consent among the contact’s fields. Expand its field section if it is collapsed; section names depend on your account’s field setup.
Switch Marketing Consent off. This saves the change immediately; there is no separate Save step.
Wait for Contacts changes saved, then reopen the record and check that the switch is still off. If a save error appears, do not assume the preference changed.
Manual emails do not automatically include a general unsubscribe link. Include your organisation’s preference or contact instructions where needed. Do not rely on changing Marketing Consent to cancel an email already submitted for sending. Check the consent filter before future promotional sends.
Write, preview and send the email
The email panel applies to the selected records. Its heading counts orders, registrations or contacts, not necessarily distinct people or email addresses.
Choose a template using Select a template..., or enter your own Subject and Email body. Check both before continuing.
Use Mail Merge in the editor for supported personalisation. Check that the sending record has the required course, date or order information. A Contact-only email does not automatically have that context.
If you started from Orders, decide whether to select Also email each order’s registrants. Leave it off to email only each order contact. Read the recipient rules below before turning it on.
If needed, select Add Attachments and choose the files. Wait for uploads to finish and check the attachment list, including files copied from the template. Keep the combined size below 9 MB.
Select Preview. Check the displayed recipient, rendered subject and message. Use Next and Back when more than one preview record is available.
Close the preview. Check the selected records, additional-registrant choice and attachments again. Select Send only when you intend to deliver the message.
Cademy reports Your emails are being sent. when the request is accepted. This does not confirm delivery to every recipient. Check the relevant recorded emails and statuses using the linked history guide. Email history is shown to System Admins; if you are a Course Owner or Facilitator, ask a System Admin to check.
Check who receives an order email
With Also email each order’s registrants selected, Cademy adds that order’s undeleted registrations with Pending, Active or Completed status. Cancelled registrations are not added by this option. For a cancelled registration, use the Registrations or Registrants list and select that record directly.
Within one order, the same contact is included only once, including when the order contact is also a registrant. This is not a global duplicate check across several orders or registrations: someone connected to more than one selected record can receive more than one email. The panel’s order count does not include the extra registrants.
Understand what the preview checks
For an all-results selection, the preview shows a sample, not every matching recipient. An Order preview does not show each additional registrant separately. For an order containing several courses, use the relevant Registration when you need to check one participant’s course-specific details.
Preview checks rendered message content, not delivery, attachment arrival or reply routing. If an attachment cannot be retrieved when the email is processed, sending can continue without that file. A delivery status does not confirm that every intended attachment arrived. Sign-in links can be placeholders; do not use them as an access test. If a value is blank, check the selected record and merge tag before sending.
Editing a template for one send
Editing the subject or body here changes this send, not the saved template. It also means the manual send uses the course provider’s name instead of the saved template’s custom sender name. To retain a custom sender name, save a separate template first and select it without editing its subject or body in this panel.
Manual emails use a tracked Cademy conversation reply address. A template’s Send replies to value does not redirect these manual replies to an external mailbox. See the template guide for sender and reply settings. For the address your emails are sent from, see Custom Verified Email Domains.
If an error or delay occurs after selecting Send, check existing email records before trying again. Sending again can create duplicate messages. If the result is unclear, do not resubmit just because no email record has appeared. Contact Cademy Support with the subject, submission time and the orders, registrations or contacts you selected. Do not interpret an accepted request, closed panel or one successful recipient as proof that the whole selection was delivered.
If you cannot send the email
The Email or Send Email button is missing: Select at least one order, registration or contact. If the whole page is missing, ask a System Admin in your organisation.
The person's email address is wrong or missing: Do not send the message yet. Ask a System Admin to correct the person's contact record, then return to the list and try again.
A required field warning appears: Add both a subject and content to the email body.
Your attachments must be less than 9MB: Remove an attachment or reduce the combined file size.
You have selected too many recipients: The allowed number depends on your account’s limit. Additional order registrants count towards that limit. Use a narrower selection or contact Cademy Support; do not assume the panel’s order count is the final recipient count.
Emails prepared but blocked: Cademy has reported that emailing is disabled for the account. Check the individual email records and contact Cademy Support about the restriction. Do not keep resubmitting the same message.
The template you need is missing: Ask a System Admin or Course Owner to check Settings > Email Templates, or write a new subject and body for this one-off email.
Related guides
Frequently asked questions
Can I email people from a past event?
Yes. Open the course, choose the date under Past Dates, then use Orders or Registrants. If completed people are missing, change Active Registrations to All Registrations. A System Admin can also filter the main Orders or Registrations page by course dates.
How do I email completed or cancelled registrations?
Open Registrants inside the course or Registrations from the main menu, then change Active Registrations to All Registrations. Use the Status filter if you need to narrow the results further.
Can I email all matching people, including results on another page?
Yes. Filter the list, select the table checkbox, then select Select All followed by the displayed number. Check the total carefully before sending.
How do I email participants instead of the person who booked?
Use Registrants inside the course or Registrations at the top level. Use Orders when you want the order contact.
How do I email both the order contact and the participants?
Start from Orders, then select Also email each order's registrants in the email panel.
Why can I see Registrants but not Orders?
Orders is available only to System Admins. Course Owners and Facilitators email participants from Registrants in an assigned course or date.
Why can I not see every course or date?
Course Owners and Facilitators need the relevant course, date, block or group assignment. Ask a System Admin to check these when a registration is missing.
Can I use a template and still edit the email?
Yes. Select a template using Select a template..., then review the content. Edits apply to this send, not the saved template. Changing the subject or body also replaces the template’s custom sender name with the course provider’s name.
Does Cademy add an unsubscribe link to a manual email?
No. Emails manually sent from Orders, Registrations or Contacts do not automatically include a general unsubscribe link. Record an opt-out by switching the contact's Marketing Consent off, and filter by Marketing Consent before future promotional sends.
Can I use these steps for a private booking?
Yes. If the private booking appears in a course or in the main Orders or Registrations list, choose Orders for the order contact or Registrants or Registrations for the participants.
Does this set up an automatic email?
No. These steps send a one-off email manually. Automatic course emails have separate settings under the course’s Edit Course > Settings > Emails. Saving a template alone does not schedule or trigger an email.
Where can I see an email after it was sent?
See View Email History for Contacts, Team Members, Orders and Registrations. The email may appear on the contact, order or registration, depending on where it was sent from.
Can I open one report for the whole bulk send?
No. Cademy does not currently show a single bulk-send event report. Check the individual email history and delivery status for each relevant contact, order or registration.