This guide is for System Admins who manage people in the Cademy Admin dashboard. It explains how to find, add, import, export, email and update Contacts, then use each contact record to review activity, tasks and notes.
Contact = a person's main record. A contact may come from a booking, be added manually, or be imported. The record brings together that person's details and their activity with your organisation.
If Contacts is missing from your main menu: the Contacts page requires System Admin access. Ask a System Admin in your organisation if you need access or need them to complete the task.
Open and find Contacts
Go to https://admin.cademy.io and log in.
Select Contacts in the main menu. You can also open https://admin.cademy.io/contacts directly.
Select Search and enter a name, email address or phone number. Search checks first name, last name, email and phone.
Use Saved Filters to open an existing view, or select Filter and Sort to narrow and arrange the results.
If no Contacts match, clear the search, check the selected saved filter, or return to All Contacts.
Save a filter for later
Apply the filters and sorting you need.
Select Save Filter, then Create New Saved Filter.
Enter a Saved Filter Name and select Create.
Choose and arrange table columns
Select Columns to show or hide contact fields.
Drag column headings to change their order.
Drag a column edge to resize it.
Open a column-heading menu to sort, move or hide that column where those actions are available.
Use the controls below the table to move between pages or change how many Contacts are shown.
Cademy remembers your column choices and page size for later visits.
Add, import or export Contacts
Add one Contact
Open Contacts.
Select New Contact.
Complete the available fields in Contact Details.
Select Create Contact.
Wait for the Contact created confirmation, then close the side panel. The new Contact appears on the first page of the table.
Import several Contacts
Select Import on the Contacts page. See Contacts Import for the complete file, matching and field-mapping process.
Export Contacts
Select Export. The export uses the current Contact filters and sorting. You can export all columns, the columns visible in the table, or columns you choose. See Exporting Data and Scheduling Exports in Cademy for the complete process.
Select Contacts for bulk actions
Use search or filters to show the Contacts you need.
Select the checkbox beside each Contact. To start with the current page, select the checkbox at the top of the table.
To include every Contact matching the current search and filters, select Select All followed by the displayed number.
Select Email or Tag.
Check the selected total before continuing.Select All includes matching Contacts on other pages, not only the rows currently visible.
For complete email instructions, including templates, previews and Marketing Consent, see Send Emails to Orders, Registrations and Contacts.
For creating, assigning, removing and filtering by tags, see Tags.
Quick edit a Contact
Open the ... menu at the right of the Contact's row.
Select Quick Edit....
Change the required field in the Contact Details side panel.
Wait for the Contacts changes saved confirmation, then close the panel.
The email address cannot be changed in Quick Edit. Open the full Contact record and change it under Contact Details.
Open and update the full Contact record
Select a row in the Contacts table, or open its ... menu and select View Contact.
On a wide screen, Contact Details, Activity, and Tasks and Notes appear in separate columns. On a smaller screen, use the Contact, Activity, and Tasks & Notes tabs.
Select a Contact Detail to edit it. Wait for the Contacts changes saved confirmation.
Select Manage contact fields below the details to change which fields your organisation uses. See Contact Fields for the complete setup process.
Check carefully before changing an email address. If another Contact already uses the new address, Cademy shows Confirm email address change. Confirming merges the two Contacts and combines their data into one record.
Use Activity, Tasks and Notes
Review activity and sent emails
The Activity area includes All Activity, Orders, Requests, Certificates, Conversations, and Emails. Select a tab to show only that type of activity.
To inspect an outgoing email, select Emails, then select the message. See View, Resend and Forward Emails for Contacts, Orders and Registrations for delivery statuses, message details, resending and forwarding.
Add a task or note
In Tasks, select the + action to add a task linked to this Contact.
In Notes, enter the note in Add note..., then select Add Note.
Select an existing note to edit or delete it.
Other actions on a Contact
Message: starts a new Inbox message for this Contact. Enter the message and select Send.
Add to Course: starts adding this Contact to a course.
Merge Duplicate: opens a confirmation process for combining this Contact with another Contact. Review which Contact will remain and the warning about fields and history before confirming.
Delete Contact: deletes the Contact after confirmation. If the Contact has active bookings or enrollments, Cademy shows an additional Force Delete warning.
Deleting a Contact does not cancel their active bookings or enrollments. If you force delete the Contact, those records remain but show Anonymous instead of the person's name. Cancel the related records first if that is the intended outcome.
Other ways to reach Contacts
Linked Contact names and View Contact actions also appear in relevant order and registration records.
To manage people linked to one organisation, select Organisations, open the organisation, then select Contacts. That table shows only Contacts linked to the organisation and includes Add Contact and Remove from Org actions. See Organisations for the complete organisation workflow.
Frequently asked questions
Why can I not see Contacts in the main menu?
The Contacts page requires System Admin access. Ask a System Admin in your organisation to check your role or complete the task.
Why can I not find a Contact?
Clear the search, return to All Contacts, and check whether a saved filter is hiding the record. Search by the person's name, email address or phone number.
Can I select Contacts on more than one page?
Yes. Apply the correct search and filters, select the table checkbox, then select Select All followed by the displayed number. Review the total before using a bulk action.
Why can I not change the email address in Quick Edit?
Quick Edit does not allow changes to an existing Contact's email address. Select View Contact and change the email under Contact Details.
What happens if the new email address belongs to another Contact?
Cademy warns that the two Contacts will be merged. Open the linked existing Contact and review both records before selecting Confirm.
Where can I see emails sent to a Contact?
Open the full Contact record, select Emails in Activity, then select a message. Use View, Resend and Forward Emails for Contacts, Orders and Registrations for message statuses and actions.
Can I delete a Contact who has active bookings or enrollments?
Cademy shows a Force Delete warning. Deleting the Contact does not cancel those records. They remain and show Anonymous, so cancel the related bookings or enrollments first when needed.
How do I add a custom Contact field?
Open a Contact and select Manage contact fields, or go to Settings > Contact Fields. See Contact Fields.
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