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 = the booking. It belongs to the person who made or owns the booking.
Registration = one person's place on the course. The course page calls these people Registrants.
One order can contain several registrations. For example, Jamie books places for Alex and Sam. Jamie owns 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 registrants. If they are assigned only to a particular date, they can email only the registrants for that date. A System Admin can change these assignments.
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.
Which record should I email? Use Orders to email the person who made or owns each booking. Use Registrants or Registrations to email each person who has a place on the course.
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 people who own the bookings, or Registrants to email the people with course places. 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.
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.
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 owners, 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.
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.
Continue to Write, preview and send the email below.
Important: Select All includes every result matching your current filters. Review both the filters and the number selected before sending.
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.
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.
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:
Open Contacts.
Select Filter.
Add the rule Marketing Consent equals True.
Check the filtered results.
To reuse this selection, select Save Filter, then Create New Saved Filter. Enter a clear Saved Filter Name and select Create.
Select the table checkbox, then select Select All followed by the displayed number.
Select Email and complete the message.
Marketing Consent is a recorded preference and a filter, not an email block. A contact whose Marketing Consent is off can still be selected manually and can still receive booking confirmations, reminders or other non-promotional emails. Apply and check the filter every time you send a promotional email.
Record that a contact no longer wants promotional emails
Open Contacts.
Find and open the person's contact record.
Under Contact Details, find Marketing Consent and switch it off.
Wait for the Contacts changes saved confirmation.
Manual emails do not automatically include a general unsubscribe link. This applies to emails manually sent from Orders, Registrations or Contacts. If you want recipients to tell you that they no longer want promotional emails, include your organisation's own preference or contact instructions in the message, then update their Marketing Consent.
Write, preview and send the email
To use saved content, select Select a template... and choose an email template. Otherwise, enter a new Subject and Email body.
If you started from Orders and also want to email the participants linked to each selected order, select Also email each order's registrants. Cademy excludes the primary order contact from the additional participant list so that person is not emailed twice from the same order.
If needed, select Add Attachments. The combined attachment size must be less than 9 MB.
Select Preview to check the personalised email before sending. If you selected all filtered results, the preview shows a sample from the matched results.
Select Send. Cademy confirms that your emails are being sent.
If you cannot send the email
The 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 maximum number depends on your Cademy plan. Use more specific filters to reduce the selection, or contact Cademy Support if you need help.
Emails prepared but blocked: The records were prepared but nothing was delivered because emailing is disabled for the account. Contact Cademy Support to enable emailing.
The template you need is missing: Ask a System Admin to check Settings > Email Templates, or write a new subject and body for this one-off email.
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. Apply your filters, 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 owner.
How do I email both the order owner 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 only see courses and dates assigned to them. Ask a System Admin to check your assignment if something is missing.
Can I use a template and still edit the email?
Yes. Select Select a template..., then review and edit the subject and body before sending.
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 use the Marketing Consent equals True filter 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 booking owner or Registrants or Registrations for the people with course places.
Does this set up an automatic email?
No. These steps send a one-off email manually. Automatic emails are managed separately through your email template settings.
Where can I see an email after it was sent?
See View, Resend and Forward Emails for Contacts, 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.