Use this guide to choose how customers get a place on your course: they book instantly, you approve each booking first, they apply first, or they send a request for another date or a group session. A request becomes a booking only after you have agreed the details.
This guide covers the settings and what the customer sees. To handle a request or application you have received, follow Accept or Decline a Booking Request or Application. To approve or reject a booking that is waiting for your decision, follow Approve or Reject an Order.
In This Guide
Open Booking Options to Change How a Course Is Booked
You need System Admin access or Course Owner access to the course. Booking Options is available for On set dates, Blended course and On-demand online course. It is not linked from Settings for On-request. The Accept bookings, Date requests and Group requests controls below are shown only for On set dates and Blended course.
In the Cademy admin dashboard, select Courses and open the course.
Select Edit Course, then Settings.
Open Booking Options.
Choose the relevant options below. Select Save and check for Course saved.
Review the selected settings on an existing or copied course. Do not assume they use the same choices as a newly created course. Changes affect the customer’s public booking journey. Moving to another page within the course editor can also save your changes, so review your choices before navigating away.
For On set dates and Blended course, the same page holds Allow Waitlist and, when the waitlist is allowed, Automatic Waitlist Emails. See Set Up and Manage a Course Waitlist (Waiting List) and Email Waitlisted Customers Automatically When Places Open. Duplicate Registrations is on this page too: see Stop Someone Booking the Same Course Twice.
Avoid Confusion After Changing Registration Options for a Class
Cademy decides whether a booking needs approval when the customer books. So a new choice under Accept bookings applies to bookings made after you save. Orders already awaiting approval stay that way until you approve or reject them, and requests or applications already received still need handling. Open Orders and select Awaiting Approval to find them. See Approve or Reject an Order.
Before you change the option on a live course, check the course page as a customer would. The booking button and the steps change with the option: for example Apply replaces Book for Via Application.
Registration by Application or Approval on an On-Demand Course
An On-demand online course has no Accept bookings cards, so it cannot take applications or use Manually. Customers buy it through the normal checkout. A booking paid by invoice or by manual payment can still need approval when your payment settings require it. See Take Bookings Paid by Bank Transfer (Manual Payment). To check people before they get access, use an On set dates or Blended course with Via Application.
Compare Instant Booking, Approval, Applications and Requests
Choice | What the customer does | Payment | What you do |
Instantly | Books a listed date | At checkout, by the payment method you offer | Nothing, unless a payment setting needs approval |
Manually | Books a listed date | Card payment is held until you approve | Approve or reject the order |
Via Application | Applies for a listed date | None when applying | Accept or decline the application |
Allow alternative date requests | Asks for another date | None when requesting | Accept or decline the request |
Allow group requests | Asks for a session for a group | None when requesting | Accept or decline the request |
Take Bookings Instantly Without Approval (Instantly)
Under Accept bookings, the choices are Instantly, Manually and Via Application, in that order. Choose Instantly when the course itself should not require you to approve each booking. Customers follow the booking journey and the payment method you offer. A newly created course of the On set dates or Blended course type starts with this choice.
When the customer pays in full at checkout by card, PayPal or Klarna and the payment completes, the booking does not wait for your approval. When emailing is enabled for your account, Cademy sends the customer the booking confirmation email.
Instantly does not mean every booking takes a card payment immediately. Invoice and manual-payment settings can still require approval or allow payment later. The resulting Order’s approval and payment states show what remains to be done.
Approve Bookings Before They Are Confirmed (Manually)
Choose Manually when each booking must be approved. The booking creates an Order awaiting a decision. Payment handling depends on the payment method; a card authorisation is different from money already collected. Check the individual Order before approving or rejecting it.
To set it, open the course, select Edit Course, then Settings, then Booking Options. Under Accept bookings, select Manually, then select Save.
When the customer pays by card for a booking that needs approval, the payment is authorised but not collected: the money is held. Approving the order attempts to collect it, as Approve or Reject an Order explains. Instead of the booking confirmation, Cademy emails the customer that their order is being processed, when emailing is enabled.
When the booking is paid by invoice, the customer cannot pay the invoice online until you approve the booking. Their payment page shows Your Booking Is Awaiting Approval instead of the payment button.
Example of the email a customer receives while a booking awaits approval. It says that the order is being processed.
Cademy also emails your team a notification of the new order request, which asks you to approve or reject it as soon as possible. Approve or reject it promptly. Do not rely on an unanswered order being rejected, or on a held payment being released, automatically after a set time.
Example of the notification email.
Orders that need your decision are listed under Awaiting Approval on the Orders page.
Example of the Orders page with Awaiting Approval selected.
Approve, Reject or Move a Booking Awaiting Approval
When a System Admin opens an order that is awaiting approval, its Order section shows Approve and Reject. Approve or Reject an Order gives the steps, the payment consequences and the checks to make first.
Example of an order awaiting approval, with Reject and Approve at the bottom of its Order section.
What Approving a Booking Does to the Payment
Approving can collect a payment that was held for approval. Approval and payment are separate results, so check the order’s payment status afterwards. See Approve or Reject an Order.
What Rejecting a Booking Does
Rejecting cancels the order. When emailing is enabled, Cademy emails the customer that the order was rejected. Do not treat Reject as an automatic refund: Approve or Reject an Order explains what to check for a held or completed payment.
Example of the email a customer receives when a booking is not accepted.
Move a Booking Awaiting Approval to Another Date
If the date the customer booked no longer works for you, you can move the booking to another date. Agree the move with the customer first. Moving does not approve or reject the order, so that decision is still needed. Follow Move or Transfer a Participant to Another Date or Course.
Example of the Change Course or Date… action in an order’s Details section.
Let Customers Send a Request Instead of Booking
A request captures an enquiry from a customer when you are not ready to take payment from them. Requests are used:
When a course accepts bookings Via Application.
When Allow alternative date requests is selected on a course.
When Allow group requests is selected on a course.
On an On-request course, where the customer asks for a date that works for them instead of choosing a listed date. Some On-request journeys book immediately instead. See Create an On-request Course for One-to-One or Private Sessions.
Make People Apply Before They Can Book a Course (Via Application)
Choose Via Application when you want to collect an application before arranging the booking or requesting payment. It suits a more controlled admissions process, where you check that the course is right for the person before they book or pay. An application starts a request conversation. The application itself does not take payment.
To set it, open the course, select Edit Course, then Settings, then Booking Options. Under Accept bookings, select Via Application, then select Save.
How Customers Apply for a Course
The applicant completes the form set on the course. To choose it (Create a Checkout Form (Booking or Registration Form) explains these forms):
In the course editor, open Settings, then Forms & Participants.
Under Primary registration form, select the Checkout form that collects the information you need from the person applying. A General form is a separate form and is not selected here.
Select Save and check for Course saved.
On the published course page, available dates normally show Apply for a course using Via Application, instead of Book. A customised booking-button label can replace that wording; see Rename Course Buttons and Labels (Custom Labels). The date must still be available for booking and have spaces.
Example course page showing the default Apply button.
The application follows Date, Spaces, Contact Info and Confirmation. The customer completes the configured form and sees Application Sent. There is no payment step in this application journey.
Example of the Application Sent screen at the end of an application.
Example of the application acknowledgement email.
When emailing is enabled, Cademy emails the applicant an acknowledgement and emails your team a notification of the new application. A reply sent to the reply address of these emails reaches Inbox; Reply to Customer Messages and Enquiries in Inbox explains how replies and notifications work.
Example of the application notification. Its View & Handle Application button opens the related conversation.
Inbox example showing the application answers with Review & Accept and Decline.
The application is stored as a request and its conversation is available in Inbox. Review the information there before arranging the booking. Receiving an application does not mean the learner has already been enrolled. To accept or decline it, follow Accept or Decline a Booking Request or Application: accepting creates an order and, when payment is due and emailing is enabled, Cademy sends the customer a payment-request email.
Approve an Application Without Sending a Card Payment Link (Manual Payment)
When you select Review & Accept, the Confirm & Accept Application window has a Total Cost you can change to the amount you agreed.
Example of the Confirm & Accept window with Total Cost outlined. Select Accept to finish. What happens next depends on the amount:
Above 0: the order waits for payment and Cademy emails the customer a payment request. It always has Get Invoice. It has Pay Now only when Include Payment Links on Invoices, Emails and Order Pages is on and card, PayPal or Klarna payments are set up.
0: the order needs no payment and the customer gets a confirmation email instead.
To be paid by bank transfer, cheque or another way outside Cademy, turn off Include Payment Links on Invoices, Emails and Order Pages under Settings > Payments > Invoices & Receipts. It applies to your whole account, not one course. The window’s Summary still says the customer will be emailed a link to complete payment; with payment links off, that email has Get Invoice only. Record the payment on the order when it arrives. This is separate from the Manual Payment option customers choose at checkout. See Record a Cash, Cheque or Bank Transfer Payment and Accept or Decline a Booking Request or Application.
Let Customers Request a Different Date (Alternative Date Requests)
Use alternative date requests when customers need a date other than those you list, including when you have no suitable upcoming date.
Open Courses, choose the course and select Edit Course.
Open Settings, then Booking Options.
Under Date requests, select Allow alternative date requests. Choose Do not allow to turn the option off.
Select Save and check for Course saved.
Select Allow alternative date requests, then save the course.
Whichever Accept bookings option you use, Instantly, Manually or Via Application, Cademy does not capture payment details when a customer requests an alternative date or a group booking.
How Customers Request a Different Date
The course page offers Request a Date. This starts a request for you to discuss; it does not charge the customer or reserve a confirmed place on one of your existing dates.
Example showing Request a Date.
The request journey uses Dates, Message, Contact Info and Confirmation. Customers choose one to three preferred dates, select offer quantities and any optional add-ons, and complete their contact information. They can also add a message. They see Request Sent after submission. No payment is taken in this request journey.
Example of the Dates step of a date request.
Example of the Request Sent screen.
When emailing is enabled, Cademy emails the customer a short acknowledgement and emails your team the details of the request.
Let a Group Request Its Own Session (Group Requests)
Use group requests when a customer wants to arrange a session for their group. This is different from buying several places on an already listed course date.
Open Courses, choose the course and select Edit Course.
Open Settings, then Booking Options.
Under Group requests, select Allow group requests. Choose Do not allow to turn the option off.
Select Save and check for Course saved.
Select Allow group requests, then save the course.
How Customers Request a Group Booking
The customer selects Request Group Booking on the course page. The request uses Dates, Message, Contact Info and Confirmation. They choose preferred dates and offer quantities for the group and complete the contact information. They can also add a message.
Example of the course page and the Dates step of a group request.
After submission, the customer sees Request Sent. The request does not take payment. Agree the details before arranging the Order and any payment request. Date and group requests are available as conversations in Inbox.
Example of the Request Sent screen for a group request.
When emailing is enabled, Cademy emails the customer an acknowledgement of the request.
Example of the acknowledgement email.
Choose the Cancellation and Rescheduling Policy for a Course
For an On set dates or Blended course, choose the policy under Cancellation Policy in Booking Options, then select Save. See Set Cancellation and Rescheduling Policies.
Stop Someone Booking the Same Course Twice (Duplicate Registrations)
Duplicate Registrations in Booking Options controls whether someone who already has a place can book the course again. See Stop Someone Booking the Same Course Twice.
On-Request Courses Where Customers Ask for a Date
An On-request course has no listed dates and does not use the Accept bookings cards above. You set how it is booked under Pricing & Delivery > Booking Flow. See Create an On-request Course for One-to-One or Private Sessions.
How Customers Place a Request on an On-Request Course
Handle a Request or Application You Have Received
Alternative date requests, group requests and applications are handled the same way. Accept or Decline a Booking Request or Application gives the full steps.
Request Notification Email
Its View & Handle Request button opens the request’s conversation in Inbox. See Accept or Decline a Booking Request or Application.
Requests Tab on the Course
Open the course and select its Requests tab. See Accept or Decline a Booking Request or Application.
Request Conversations in Inbox
Accept a Request or Application
Discuss a Different Date With the Customer
Decline a Request or Application
Payment Request and Confirmation Emails After You Accept
See Accept or Decline a Booking Request or Application and “Approve an Application Without Sending a Card Payment Link” above.
Create an Order Yourself and Request Payment
Filter and Sort Orders Awaiting Approval or Payment
If Bookings Happen on Another Website (External Bookings)
External Bookings sends supported booking actions to your chosen external website. It requires a plan that includes the feature and a valid HTTPS destination. An external purchase does not create an Order or Registration in Cademy or reduce Cademy’s available spaces.
Use Send Customers to an External Booking Website for setup and the supported buttons. This is separate from hosting course content on another website.
Frequently asked questions
Why can I not see the Accept bookings cards?
Check the course type and your access. These cards are for the On set dates and Blended course types. The On-demand online course and On-request types do not show them. You need System Admin or Course Owner access to edit the course.
Does Instantly always mean the customer has paid?
No. The course does not require its own booking approval, but invoice or manual-payment settings can still require approval or payment later. Check the Order’s actual states.
What is the difference between Manually and Via Application?
Manually creates a booking Order for approval. Via Application collects a request without taking payment at the application stage, so you can review and discuss it before arranging the booking.
Why is the Apply button missing?
Check that Via Application is selected and saved, the course is published, and the date is available with spaces. Also check whether a customised button label or External Bookings changes the action shown.
Do date and group requests depend on which Accept bookings card I choose?
No. Date requests and Group requests are separate settings. Their request journeys do not take payment, whether you use Instantly, Manually or Via Application for listed-date bookings.
Does a request reserve a confirmed place?
No. A date request, group request or application needs to be handled before it becomes the intended booking. An On-request instant calendar booking is a different journey.
Where do I find an application or request?
Open Inbox in the admin dashboard and select its conversation, or open the course and select its Requests tab. To accept or decline it, follow Accept or Decline a Booking Request or Application. A booking that is awaiting approval is an order, not a request: follow Approve or Reject an Order. If you have a question about these settings, email Cademy Support at support@cademy.io.