This guide is for course providers using the Cademy Admin dashboard. It explains how to send a one-off email, or one email to many people at once (a mass or bulk email), to everyone booked on a course or course date, to selected participants (also called delegates or students) or to people in 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.
Who Can Email Participants: Admins, Course Owners and Instructors (Facilitators)
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 (an instructor, trainer or tutor): Can open courses and dates assigned to them and email the students on them from Registrants, with the same limits as a Course Owner.
Course assignments matter: A Course Owner or Facilitator sees only the courses, dates and blocks assigned to them, directly or through a user group, and only the registrations on those dates. Ask a System Admin to check the assignments when a registration is missing.
Choose Who to Email: One Course, Several Courses or Contacts
Everyone on one course or one course date: start from Courses, then open the course.
People on several courses: a System Admin can start from Orders or Registrations in the main menu and use filters.
People chosen 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 Invite People to Book a Course.
Which record should I email? Use Orders to email each order contact (the person who booked). Use Registrants or Registrations to email each participant.
Use Filter to narrow a list before selecting recipients. The dropdown above the list selects a view, and View holds sorting and columns. Find Records with Filters and Saved Views gives the filtering and saving steps.
Send a Mass Email to All Students on a Course or Course Date (Class)
Use these steps for a scheduled or blended course, for one date or for the whole course.
Go to https://admin.cademy.io and log in.
Select Courses, then open the course.
For one date, select it from Upcoming or Past. 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 everyone in the list, including people on other pages, select Select All followed by the number shown. See the next section.
Select Send Email.
Continue to Write, Preview and Send the Email below.
Request Feedback in the same bar sends a feedback form instead of an email you write. See Send a Feedback Form to Participants After a Course.
Why an Email to All Contacts Was Only Sent to the People on One Page
Ticking the checkbox at the top of a list selects only the rows on the page you can see. If you select Send Email straight away, only those people get the email, for example the first 10 or 50 people of a longer list.
To email everyone who matches your search and filters, tick the checkbox at the top of the list, then select Select All followed by the number shown, for example Select All 240. Check that the selection bar shows the full number, then select Send Email.
Each send also has a limit set by your plan: up to 100 emails at once on Free, 1,000 on Starter and Pro, and 10,000 on Teams and Custom. Extra registrants added from orders count towards it. For a larger list, send in smaller groups, for example one course date at a time.
Email All Registrants From a Past Course Date or Event
Open the course from Courses, select Past in the date list, then select the date. Select Registrants to email the participants, or Orders (System Admin only) to email the people who booked.
People on a finished date often have the status Completed, which the Active Registrations view hides. If people are missing, change Active Registrations to All Registrations. Then select them, using Select All for the whole list, and select Send Email. A System Admin can also filter the main Orders or Registrations page by Course Start Date or Course End Date.
Email Learners on 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 Send Email.
Email Participants Across Several Courses at Once
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. Choose a field and set its condition and value. Results update as you choose. Close the panel, then repeat Filter to add another field. 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 Send Email.
Continue to Write, Preview and Send the Email below.
Important: Select All includes matching results on every page. Check the search, filters and number selected before sending. Cademy finds the matching records again when it sends the email.
Email Only the People Marked as Attended (Attendance)
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 Send Email.
Email Selected Contacts or All 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. To email everyone in the list, tick the checkbox at the top, then select Select All followed by the number shown.
Select Send Email.
Continue to Write, Preview and Send the Email 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 a Newsletter or Promotional Email 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.
Choose Marketing Consent, then Yes.
Wait for the filtered list to finish loading and check the results.
To reuse the filter, save it as a view; see Find Records with Filters and Saved Views.
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 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 view does not freeze its matching contacts.
Record That a Contact Has Unsubscribed From 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.
Let Learners Unsubscribe From Marketing Emails in My Profile
A System Admin can enable Marketing Consent on learner profiles under Settings > Fields > Contacts. It is off by default. See Let Learners Update Their Details After Booking for setup.
When it is enabled and the learner’s contact record is linked to their login, they can use Subscribe or Unsubscribe under Marketing Emails on your provider-named card in My Profile (learner steps: Update Your Personal Details in My Profile). Their choice updates Marketing Consent on your contact record. It does not block manual emails, so keep using the Marketing Consent filter. If they cannot see the preference, you can record their request using the contact-record steps above.
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 to insert names, course dates and other details; see Personalise Emails with Mail Merge Tags. 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 recorded emails and their status as explained in Find Sent Emails and Check Delivery Status. Email history is shown to System Admins; if you are a Course Owner or Facilitator, ask a System Admin to check.
Email Both the Person Who Booked and the Participants on an Order
Start from Orders and select Also email each order’s registrants in the email panel. Cademy then emails the order contact and adds that order’s registrations with Pending, Active or Completed status. If you start from Orders inside a course, only the registrations on that course are added, and course details in the email come from that course. 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.
What the Email Preview Checks and Does Not Check
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 sent from the main Orders page, 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.
Edit a Template for One Email Without Changing the Saved Template
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 Create and Reuse Email Templates for sender and reply settings. For the address your emails are sent from, see Send Emails from Your Own Domain.
If an error or delay occurs after selecting Send, check the email records before trying again: sending again can create duplicate messages. If the result is unclear, contact Cademy Support with the subject, the time you sent it and the records you selected.
Use a Built-in System Template in a Manual Email
A system default is one of Cademy’s built-in email templates, such as Default Reminder Email. The template selector in the email panel lists your saved custom templates. If the system template you need is not offered there, a System Admin or Course Owner creates a custom copy first. A Facilitator must ask one of them.
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 your list, select the recipients again and choose the copy in Select a template....
Why You Cannot Send a Manual Email: What Each Error Message Means
The 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.
Please add a Subject line or Please add some content in the Body of your email: Add both a subject and content to the email body.
Your attachments are too large or Your attachments must be less than 9MB.: Remove an attachment or reduce the combined file size below 9 MB.
You can only send up to [number] bulk emails at once with your current plan: The selection, including extra order registrants, is over your plan’s limit for one send. Send to a smaller group, for example one date at a time, or upgrade your plan.
Failed to send bulk email.: Cademy could not confirm the send. Check the recipients’ email histories before retrying. If the result is unclear, contact Cademy Support with the time and what you selected.
Emails prepared but blocked: Nothing was delivered because emailing is disabled for the account. Do not keep resubmitting the same message. See Why Is Emailing Disabled or Blocked on My Account?.
No recipients available to preview.: The selection has no record the preview can show. Check your selection and filters.
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.
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.
You want to send a booking confirmation again: Resend the original email instead of writing a new one. See Resend a Booking Confirmation or Other Sent Email.
Related Guides
Frequently Asked Questions
Can I send emails to course participants from within Cademy?
Yes. You write, preview and send them in the Admin dashboard, with no separate email tool. When someone replies, the reply goes to Cademy and appears as a conversation in Inbox: see Reply to Customer Messages and Enquiries in Inbox.
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.
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.
Does Cademy add an unsubscribe link to a manual email?
No. Manual emails from Orders, Registrations or Contacts do not include an unsubscribe link. Record an opt-out by switching the contact’s Marketing Consent off, and filter on Marketing Consent before 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; see Set Up Automatic Confirmation and Reminder Emails. Saving a template alone does not schedule or trigger an email.
Can I open one report for the whole bulk send?
No. Cademy does not show a single report for a bulk send. Check the individual email history and delivery status for each relevant contact, order or registration.