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: check More → Contacts, because the menu can be customised. The Contacts page requires System Admin access. Ask a System Admin if you still cannot open it.
Use Filter to choose matching Contacts and View to set sorting and columns. The dropdown above the list selects a built-in or saved view. On a narrow screen, some actions appear as icons or move into the menu marked with three dots.
Find a Contact (Search by Name, Email or Phone)
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.
Enter a name, email address or phone number in Search. If only the search icon is shown, select it first. Search checks first name, last name, email and phone.
Use the dropdown showing All Contacts, or the name of the current view, to choose another one. Select Filter to narrow the results. Open View and use Sort to arrange the results.
If no Contacts match, clear Search, check the selected view and filters, or return to All Contacts.
Save a Contacts View for Later
On the list, set the filters, sorting and columns you want to reuse. Search text and ticked row checkboxes are not saved.
Select Save View. If you have changed a view you can edit and want a separate version, open More Save Options, the arrow beside Save View, and choose Save as New View….
Enter a View name and choose Who can see it. Only Me keeps the view personal. Everyone shares it with team members who can access that list; only System Admins can choose Everyone.
Select Save View, then reopen the saved view from the dropdown above the list and check the records and columns.
To update the editable view already selected, first check who uses it: changes to a shared view apply to everyone who uses that view. Create a separate view if that is not intended. Otherwise, select Save View, wait for View Saved and reopen the view to check it.
For filtering, sorting, saved-view sharing and managing your views, see Find Records with Filters and Saved Views.
Choose and Arrange Contacts Table Columns
Open View, then Columns to show or hide 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.
Page size is remembered for later visits. Save the view to keep its visible columns, their order and widths.
Open a Contact From an Order, Registration or Organisation
In order and registration records, select the linked Contact’s name to open the Contact. An order also has a three-dot menu beside its contact with View Contact.
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 Manage Company Records (Organisations) for the complete organisation workflow.
Add, Import or Export Contacts
Add a Contact Manually (New Contact)
Open Contacts.
Select New Contact.
Complete the available fields in Contact Details. The fields and section names depend on your organisation’s Contact Fields. An email address is optional; search for an existing record before creating another for the same person.
Select Create Contact.
Wait for Contact created, then close the side panel. The table refreshes. If the record is hidden by your current search or filters, return to All Contacts, clear the search and find the new Contact. If an email address already belongs to an existing Contact, open that record instead of repeatedly trying to create it.
Import Contacts From a File
On Contacts, select Import, or open the menu marked with three dots and select Import Contacts…. The file format, matching and field mapping are explained in Import Customers and Learners (Contacts) from a Spreadsheet.
Export Contacts
Select Export. If it is not shown, open the menu marked with three dots and choose the export item showing the Contact count. The export uses the current Search, filters and sorting. You can export all columns, the columns visible in the table, or columns you choose. See Export or Download Your Data as a CSV File for the complete process.
Contact exports do not include CPD awards or CPD totals. To export each Registration’s active CPD award, use a Registration export and select the points or hours columns. See Find Who Is Booked on a Course (Registrations).
Select Many Contacts to Email or Tag (Bulk Actions)
Set the search, filters and page size before selecting Contacts. Changing these or moving to another page clears the selection.
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 Send Email or Add Tag.
Check the selected total before continuing. The Select All option includes matching Contacts on other pages, not only the rows currently visible.
For complete email instructions, including templates, previews and Marketing Consent, see Send an Email to Course Participants or Contacts.
For creating, assigning, removing and filtering by tags, see Add Tags to Contacts and Bookings.
Quick Edit a Contact's Details
Open the ... menu at the right of the Contact's row.
Select Quick Edit....
Change the required field in the Contact Details side panel. Click outside a text field or close a field’s popup to save. Switches and single-choice selections save when changed. There is no separate Save button for an existing Contact.
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.
Edit a Contact's Full Record and Email Address
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. If the Tasks and Notes column is closed, select the icon button at the far right of the top actions, after the three-dot menu, to open it. On a smaller screen, use the Contact, Activity, and Tasks & Notes tabs.
Change the required field. Click outside a text field or close a field’s popup to save. Switches and single-choice selections save when changed. Ordinary changes show Contacts changes saved. Entering a different non-empty email address uses the separate process below and shows Contact Updated. Clearing the email shows Contacts changes saved. Reopen the record to check the saved value.
To keep a person’s record close at hand, select the star beside their name in the breadcrumb at the top of the page. The shortcut appears in your sidebar’s Favourites. See Pin Records and Saved Views to Your Sidebar (Favourites) for personal shortcuts and saved views.
Select Manage contact fields below the details to change which fields your organisation uses. See Create Custom Contact Fields for Your Forms for the complete setup process.
Check carefully before changing or clearing an email address. This can change which learner record or account is linked to the Contact; it is not simply a correction to a display label. If another Contact already uses the new address, Confirm email address change warns about merging and overwritten information. Open the linked existing Contact and compare both records. Use Cancel if they are different people or you are unsure. Contact Support before continuing if either record has credit, CPD awards, linked tasks, older bookings or conflicting details; do not assume all history and balances will combine.
To enter a different email address:
In the full Contact record, edit Email and click outside the field.
If Confirm email address change appears, open the linked existing Contact and compare both records. Select Confirm only after confirming they are the same person and resolving the field, credit and history concerns above. Select Cancel otherwise. When no merge warning appears, the new address is saved directly.
Wait for Contact Updated, then reopen the resulting Contact and check its email, details and affected records. If the change fails or the result is unclear, stop and ask Support before trying again.
If the Contact has available credit, a Credit: line can appear near the top of its details column. Select it to expand the credit notes, then select a note number to open it on the Credit Notes page. An absent line alone does not prove that no credit exists while details are loading. See Manage Credit Notes and Customer Credit for credit creation and use.
When Learners Update Their Own Contact Details
You can choose which supported Contact fields learners can update on their My Profile tab. This is separate from the questions on a course’s checkout form. See Create Custom Contact Fields for Your Forms for the Show on Learner Profile settings, supported fields and access requirements.
When you enable editable profile fields, a learner whose contact record is linked to their login uses My Account > My Courses & Bookings > My Profile, then Edit Details on your provider-named card. When they save, their changes update the fields on your contact record. Open Contacts, find the person and check Contact Details to see the saved values. Learners can use enabled profile fields even when their course-page details are labelled Provider only, and after attendance or course completion.
Editing the fields on the provider’s card does not change the name held on your contact record or the learner’s login email. The personal account name under Personal Details is separate. These contact-field changes do not rewrite saved booking answers or another provider’s records. If you separately enable Marketing Consent on the profile, the learner’s Subscribe or Unsubscribe choice updates Marketing Consent on your contact record. For the learner steps and the distinction from personal account details, see Update Your Personal Details in My Profile. For promotional sends, continue to apply the consent filter described in Send an Email to Course Participants or Contacts.
Manage Users Who Have CPD Logins (Learner Accounts and Passwords)
Learners log in with their own account to see their courses and bookings; see Log In to See Your Courses and Bookings. You cannot see or set a learner's password in Admin. A learner who cannot log in resets it themselves, as described in Forgot Your Password? Reset or Change It.
Each learner's CPD awards show on the CPD tab of their Contact's Activity. Changing a Contact's email address can change which login the record is linked to, so follow the email steps above. To give your own staff a login to the Admin dashboard, see Invite a Team Member or Facilitator.
See a Contact's Bookings, Activity, Tasks and Notes
See a Contact's Orders, Emails and CPD (Activity)
The Activity area includes All Activity, Orders, Requests, Certificates, Conversations, and Emails. Select a tab to show only that type of activity.
When the account is on Pro, Teams or Custom and CPD is enabled under Settings > CPD, Activity also includes a CPD tab. Each award shows the awarded points or hours using your organisation’s labels, the course, the award date and a REVOKED marker where applicable. Select an award to open its Registration.
The CPD tab shows individual awards, not an accumulated total. For complete CPD guidance, see Set Up and Award CPD Points or Hours.
To inspect an outgoing email, select Emails, then select the message. See Find Sent Emails and Check Delivery Status for delivery statuses and message details. To send the message again, see Resend a Booking Confirmation or Other Sent Email.
See If a Registrant Has Booked a Course With You Before
Open the person's Contact. From a Registration or order, select their name; from Contacts, search by their name or email address. In Activity, All Activity and Orders list every order and Registration that person has with you, apart from drafts, whatever their status.
If nothing older shows, search Contacts for another record with the same name or a different email address. A returning learner who booked with a different email can have a second Contact. Join the two with Merge Duplicate Contacts. To stop the same person registering for a course twice, see Stop Someone Booking the Same Course Twice.
Add a Task or Note to a Contact
In Tasks, select + (Add Task). Enter a Task title, check the linked Contact and any assignee, due date or other details, then select Save. Check that the task appears in this Contact’s Tasks.
In Notes, enter the note in Add note..., then select Add Note. Check for Note created and the saved note in the list.
Select an existing note to open Edit Note. Change the text and select Save Note; check for Note updated. Delete Note removes the note immediately, so use it only when intended and check for Note deleted.
For broader task management, see Create and Manage Follow-up Tasks.
All Notes Have Disappeared From a Contact: Show the Tasks and Notes Column
The Tasks and Notes column is closed. Cademy remembers this in your browser, and closes it on a screen narrower than about 1,000 pixels. Select the icon button at the far right of the top actions to open it again, or use the Tasks & Notes tab on a small screen.
The Notes section is folded. Select the Notes heading to expand it.
The notes are on another Contact. A duplicate record for the same person keeps its own notes. Search Contacts for the person's other email address.
Facilitator access. On orders and Registrations, a team member with the Facilitator role sees only the notes they wrote.
A deleted note cannot be restored from Admin. Contact Support if notes are still missing.
Message a Contact or Book Them Onto a Course
Message and Add to Course appear at the top of the full Contact record.
Message: starts a new Inbox message for this Contact. Enter the message and select Send. See Reply to Customer Messages and Enquiries in Inbox.
Add to Course: opens order creation with this Contact selected. Follow Create an Order to Book a Customer Onto a Course for the remaining course, participant, billing and payment choices and the final creation action.
Delete or Merge a Contact
Open the ... menu at the top right of the full Contact record for Merge Duplicate and Delete Contact.
Merge Duplicate: opens the Merge Duplicate Contact dialog. Select an existing Contact in Merge with, then choose which Contact to Keep. The other Contact shows Archive: merging archives the duplicate, and there is no separate archive action. Review the data and history limitations before merging; do not assume every record or balance moves. See Merge Duplicate Contacts for the complete steps and data rules.
Delete Contact: select Delete to confirm. If the person has active bookings or Registrations, a Warning lists them and asks you to select Force Delete. The deleted Contact's details are lost, and there is no undo in Admin.
Deleting a Contact does not cancel bookings, refund payments or delete the learner’s Cademy account. Related records remain and may show Anonymous. Active membership subscriptions can block deletion even when Force Delete is selected. Resolve the intended booking or membership outcome first; contact Support if it is unclear. After deletion, check Contact deleted. and the Contacts list.
Booking Removed After Deleting a Duplicate Contact
Each booking belongs to one Contact. If you delete the duplicate that held the booking, the booking stays in Cademy but is no longer linked to a person: it shows Anonymous and does not move to the Contact you kept. To combine two records for the same person, use Merge Duplicate instead of deleting one. Contact Support if you have already deleted the record that held a booking.
Frequently Asked Questions
Why can I not see Contacts in the main menu?
Check More → Contacts and the direct Contacts link first. If you still cannot open it, ask a System Admin to check your access.
Why can I not find a Contact?
Clear the search, return to All Contacts, and check whether a view or 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 opens Confirm email address change. Compare the linked existing record with the current Contact. Conflicting fields can be overwritten, and not all history or credit is transferred. Cancel and ask Support if the records or consequences are unclear.
Where can I see emails sent to a Contact?
Open the full Contact record, select Emails in Activity, then select a message. Use Find Sent Emails and Check Delivery Status for message statuses, and Resend a Booking Confirmation or Other Sent Email to send a message again.
Why can I not see the CPD tab on a Contact?
The CPD tab requires Pro, Teams or Custom and CPD must be enabled under Settings > CPD. Reload the Admin dashboard after changing access or settings. The tab shows individual awards, including revoked awards, and does not show a total.
Why is CPD missing from the Contact export?
Contact exports deliberately exclude CPD because Cademy does not currently calculate per-contact totals. Use a Registration export to export each Registration’s active CPD points or hours.
How do I add a custom Contact field?
Open a Contact and select Manage contact fields, or go to Settings → Fields and select the Contacts tab. See Create Custom Contact Fields for Your Forms.