Introduction
Course checkout forms define exactly what customers see during checkout, which questions they must answer, and where that information is stored in Cademy. Checkout behaviour is controlled by course-level settings and by the forms and fields assigned to the course.
This article explains checkout behaviour from the outside in:
what customers see at checkout,
where course providers control that behaviour,
how checkout forms and fields work,
where submitted data appears in the admin area,
and how participants can update their details after booking.
What customers see at checkout
During checkout, customers may be asked to make one or both of the following choices, depending on how the course is configured.
Attending or booking for others
If participant details are captured for a course, checkout asks:
Will you be attending this course?
Yes, I am attending
No, booking for others
This choice determines whether the primary booker is treated as a participant and can affect which fields are shown on the checkout form.
Personal or business registration
Organisation fields on checkout forms
Organisation fields allow customers to register as a business instead of as an individual during checkout.
When the Organisation section is included on a checkout form:
customers are asked whether they are registering as a Person or Business,
business customers can select an existing organisation or create a new one,
organisation details are stored separately from personal contact details.
When this appears at checkout
The Person / Business choice appears only if:
the Organisation section is included on the checkout form template, and
the option Ask customers if they're purchasing as an individual or business is enabled in the Organisation section settings.
If the Organisation section is not included on the form, business registration is not available, even if organisation-related fields exist elsewhere.
How to enable organisation registration
Steps:
Go to Settings → Forms
Edit the checkout form used by the course
Ensure the Organisation section is included on the form
Open Organisation section settings
Enable Ask customers if they're purchasing as an individual or business
Save the form
Where checkout behaviour is controlled
All checkout behaviour for a course is controlled here:
Settings → Courses → select a course → Settings → Forms & Participants
This section determines:
whether guest participant details are collected,
which forms are used for the primary booker and guests,
how guest participants are created,
and how emails are sent.
Participant capture preference
This setting controls whether checkout collects details for guests as well as the primary booker.
Only Capture Primary Contact Details
If enabled:
customers can book multiple spaces,
only the primary booker completes a checkout form,
no guest participant details are collected during checkout.
Result at checkout:
the attending or booking-for-others question does not appear,
only the Primary registration form is used.
Capture Details of All Participants
If enabled:
customers booking multiple spaces must provide details for every participant,
checkout always asks whether the primary booker is attending or booking for others.
Result at checkout:
the attending or booking-for-others question always appears,
this question cannot be disabled independently,
field visibility rules may apply based on the selection.
This is the most common configuration for active course providers.
Primary registration form
The Primary registration form defines:
which fields are associated with the primary booker,
whether organisation registration is available,
which fields may be conditionally hidden based on the primary booker’s attendance choice.
The Primary registration form is always the form associated with the primary booker, but not all fields on the form are always shown.
When the primary booker is attending
If the primary booker selects Yes, I am attending:
the primary booker completes the Primary registration form,
all fields on the form are shown by default,
required fields must be completed before checkout can continue.
When the primary booker is not attending
If the primary booker selects No, booking for others:
the Primary registration form is still used,
fields with Hide if primary contact is not attending enabled are not shown,
only the remaining visible fields are requested.
This allows course providers to avoid asking participant-specific questions to a non-attending booker.
Field visibility in this case is controlled at the field level, not by the form itself.
Form for guest participants
The Form for guest participants defines:
which fields guest participants complete,
whether guest details differ from primary booker details.
Guest participants always complete the guest form when Capture Details of All Participants is enabled.
Guest field visibility is not affected by the primary booker’s attendance choice.
Create each guest as a contact
This setting controls whether guest participants are created as contacts.
If enabled:
each guest is created as a contact,
guest activity such as emails and certificates is tracked.
If disabled:
guest details exist only on the booking,
no separate contact record is created.
This option is recommended for most course providers.
Send guest participants emails
This setting controls automated email delivery to guests.
If enabled:
guest participants receive enrollment confirmation and reminder emails.
If disabled:
no automated emails are sent to guests,
emails can be sent later in bulk if required.
What a checkout form is
Checkout forms define which questions are asked during course registration.
Path: Settings → Forms
Important behaviour:
checkout forms do nothing until assigned to a course,
the same form can be reused across multiple courses,
changes to a form affect all courses using that form.
A checkout form can include:
contact fields,
organisation fields,
statements,
validation and visibility rules.
Contact fields and how data is stored
Contact fields collect information about people.
Contact fields are reusable across all checkout forms.
Each contact field must store its data in one of two places.
Contact fields saved to the contact
If a field is set to Save to Contact:
the value is stored on the contact record,
the value is reused for future bookings,
updates affect the contact everywhere.
Use this for long-term personal details such as names and email addresses.
Enrollment-only fields (booking-specific data)
Enrollment-only fields (booking-specific data)
Not all checkout data should live on a contact record.
Enrollment-only fields allow course providers to collect information that applies only to a specific booking, not to the person long-term.
Contact vs enrollment fields
When creating a contact field, the course provider must choose where the data is saved.
Save to Contact
data is stored on the contact record,
reused across future bookings,
suitable for long-term personal details.
Save to Enrollment
data is stored only on that booking,
can vary between courses,
does not overwrite contact data.
The same field type can be used in either way.
When to use enrollment-only fields
Use Save to Enrollment for:
course-specific declarations,
one-off consent questions,
internal notes,
answers that may change between bookings.
Enrollment-only fields are visible:
on the booking side sheet,
but not on the contact profile.
Organisation fields and business registration
Organisation fields collect company information.
Path: Settings → Organisations
Important behaviour:
organisation fields belong to organisation records,
business registration appears only when organisation fields are included on the checkout form,
without organisation fields, customers cannot register as a business.
Hide or show fields based on attendance
Hide or show fields based on whether the primary booker is attending
Checkout forms can dynamically hide or show fields depending on whether the primary booker is attending the course.
This prevents asking participant-specific questions to someone who is booking on behalf of others.
How this works
When Capture Details of All Participants is enabled:
the booker is asked whether they are attending,
field visibility can change based on that answer.
This behaviour is controlled per field, not per form.
How to hide fields when the primary booker is not attending
Steps:
Go to Settings → Forms
Edit the Primary registration form
Open the settings for a field
Enable Hide if primary contact is not attending
Save the form
Result at checkout
If the booker selects Yes, I am attending → the field is shown
If the booker selects No, booking for others → the field is hidden
This is commonly used for:
dietary requirements,
medical information,
attendance-specific questions.
How to make a field required
Required fields must be completed before checkout can continue.
Steps:
Go to Settings → Forms.
Edit the relevant form.
Open the field settings.
Enable Required.
Save the form.
Checkout cannot be completed unless the field is filled in.
How Allow Autocomplete works
If Allow Autocomplete is enabled:
when an existing contact checks out,
the field is automatically pre-filled using the value already stored on the contact record,
the customer does not need to re-enter the information.
If Allow Autocomplete is disabled:
the field is always shown empty at checkout,
the customer must manually enter a value every time,
previously stored contact data will be replaces with new data.
When to enable or disable autocomplete
Enable Allow Autocomplete when:
the field contains long-term personal details,
reusing existing data improves checkout speed,
consistency across bookings is desired.
Disable Allow Autocomplete when:
the course provider wants customers to confirm or re-enter details each time,
the data may change between bookings,
explicit confirmation is required for compliance or accuracy.
This setting applies only to contact fields saved to the contact.
Fields saved to the booking are never auto-filled from past data.
Where course providers see submitted data
Submitted data appears in different places depending on field configuration.
Contact page
Path:
Contacts → open a contact
Shown here:
contact fields saved to the contact,
organisation associations,
long-term personal details.
If a value is not visible here, it may be saved to the booking instead.
Booking side sheet
Path:
Enrollments → open a booking → View All Contact Info
Shown here:
all contact fields,
all enrollment-only fields,
all guest participant details.
This is the most complete view of submitted data.
Updating registration details after booking
Participants can update their own registration details after booking.
Path:
Student dashboard → Course dashboard → Participants → Edit
Behaviour:
primary bookers can edit their own details,
guest participants can edit their own details,
editable fields depend on the checkout form assigned to the course.
Updated values are saved based on field configuration:
Save to Contact updates the contact record,
Save to Enrollment updates only the booking.
Custom form validation rules
Custom form validation rules
Validation rules ensure that data entered during checkout matches specific requirements.
Validation is applied before checkout can be completed.
Supported validation types
Depending on the field type, validation can include:
number ranges,
date ranges,
email patterns,
telephone formats,
custom regular expressions (regex).
Common use cases
Validation is commonly used to enforce:
company email addresses only,
specific domains,
numeric-only values,
minimum or maximum values.
Using AI to generate regex patterns
Course providers can use AI tools to generate regex patterns.
Example prompt:
Create a regex that allows only company email addresses and blocks Gmail and Yahoo.
Steps:
Generate the regex pattern
Paste it into Pattern (Regex)
Add a custom error message
Test the checkout flow
This allows strict data control without custom development.
Frequently Asked Questions (FAQs)
Why is the booker not asked “Will you be attending this course?” at checkout?
Why is the booker not asked “Will you be attending this course?” at checkout?
Because participant capture is not enabled for the course.
Check this setting: Settings → Courses → select a course → Settings → Forms & Participants
If Participant capture preference is set to:
Only Capture Primary Contact Details → this question will not appear
To show this question, enable:
Capture Details of All Participants
Why can’t the booker book for others?
Why can’t the booker book for others?
Because the course is set to Only Capture Primary Contact Details.
Fix:
Settings → Courses → select a course → Settings → Forms & Participants
→ Enable Capture Details of All Participants
This allows the booker to:
choose whether they are attending or booking for others
enter guest participant details during checkout
Why is the booker not asked for guest participant details?
Why is the booker not asked for guest participant details?
Because guest participant capture is disabled.
This happens when:
Participant capture preference is set to Only Capture Primary Contact Details
Enable Capture Details of All Participants to collect guest details at checkout.
Why is the booker not asked to register as a person or a business?
Why is the booker not asked to register as a person or a business?
Because either:
no organisation fields are included on the checkout form, or
the option Ask customers if they're purchasing as an individual or business is disabled.
The Person / Business choice appears only when both conditions are met.
The Person / Business choice appears only if:
the checkout form assigned to the course includes the organisation field, and
the option Ask customers if they're purchasing as an individual or business is enabled.
How to enable person or business registration
Go to Settings → Forms
Edit the form used by the course
Add the Organisation field (if one does not already exist)
Click Organisation section settings
Enable Ask customers if they're purchasing as an individual or business
Save the form
Once organisation fields are present and this option is enabled, the Person / Business choice appears automatically at checkout
Can primary booker fields be hidden when booking for others?
Can primary booker fields be hidden when booking for others?
Yes.
Primary booker fields can be hidden when the booker is not attending and is booking for others by using a field-level visibility setting.
This works only when:
Capture Details of All Participants is enabled, and
the booker selects No, booking for others at checkout.
How to hide primary booker fields
Go to Settings → Forms
Edit the Primary registration form
Open the settings for the field
Enable Hide if primary contact is not attending
Save the form
Result at checkout
If the booker selects Yes, I am attending, the field is shown
If the booker selects No, booking for others, the field is hidden
How can a field be made required at checkout?
How can a field be made required at checkout?
A field can be made required by enabling the Required setting on the field.
How to make a field required
Go to Settings → Forms
Edit the form used by the course
Open the settings for the field
Enable Required
Save the form
Result at checkout
The booker or participant must complete the field before checkout can continue.
Checkout cannot be completed while the field is empty.
Required rules apply only when the field is visible.
If a required field is hidden due to visibility rules, it is not required at that moment.
Where can a course provider see answers submitted during checkout?
Where can a course provider see answers submitted during checkout?
It depends on how the field is stored.
Contact page shows:
contact fields saved to the contact
organisation associations
Booking side sheet shows:
all contact fields
all enrollment-only fields
all guest participant details
If a value is not visible on the contact page, check the booking side sheet.
Can primary bookers and guest participants complete different forms?
Can primary bookers and guest participants complete different forms?
Yes.
Courses support:
a Primary registration form
a Form for guest participants
These forms can contain different fields.
Why are guest participants not created as contacts?
Why are guest participants not created as contacts?
Because Create each guest as a contact is disabled.
When disabled:
guests exist only on the booking
no contact record is created
Enable this option to track guest activity and history.
Why are guest participants not receiving emails?
Why are guest participants not receiving emails?
Because Send guest participants emails is disabled.
When disabled:
no automated confirmation or reminder emails are sent
emails can still be sent later in bulk if required
Can participants update their details after booking?
Can participants update their details after booking?
Yes.
Participants can update their own details from:
Student dashboard → Course dashboard → Participants → Edit
What gets updated depends on field configuration:
Save to Contact updates the contact record
Save to Enrollment updates only that booking
Why did editing a form affect multiple courses?
Why did editing a form affect multiple courses?
Because checkout forms are reusable.
If multiple courses use the same form:
changes apply everywhere the form is assigned
Create a new form if different behaviour is required.
Why does nothing change at checkout after editing a form?
Why does nothing change at checkout after editing a form?
Because the form may not be assigned to the course.
Check: Settings → Courses → select a course → Settings → Forms & Participants
Ensure the correct form is selected.
Why is a field not showing at checkout?
Why is a field not showing at checkout?
The field may not be included on the assigned form or may be hidden when the primary booker is not attending.