This guide is for course providers working with lists in the Cademy admin dashboard. Use filters to find the records you need, sorting to put them in a useful order, and saved views to return to the same setup.
Filtering, sorting and view settings change what you see. They do not change or delete the records themselves. You can use these tools on pages your admin role allows you to open.
A view is a named setup for one kind of list. It can keep filters, sorting and the display options that list supports. A view is a reusable set of rules, not a frozen copy of its results: records enter or leave it as their details change.
Understand the toolbar
These controls have different purposes:
The selected view button shows a name such as All Contacts. Open it to choose or manage a view.
Filter chooses which records match. Applied filters appear as conditions in or below the toolbar.
View changes the display: sorting, columns, layout or grouping, where the list supports them.
Search narrows results by text on lists with a search box. It is separate from the saved view.
The toolbar appears on Courses, Contacts, Organisations, Tasks, Orders, Invoices, Payments, Credit Notes, Registrations, Forms, form responses, Reviews, Reports and team-member lists. It also appears on supported lists inside records, such as a course’s Registrants tab. Each list offers its own fields and options.
On narrow screens, controls can show only icons. Layout and display choices are also available through View, and actions such as Export can move into the three-dot menu. Reports has no Search or Sort.
Choose a view
Open the list, for example Contacts in the main menu.
Select the button showing the current view name, such as All Contacts.
Use Find a view… if needed, then select the view. The list uses its saved filters and display settings.
The menu groups views in this order:
Default: views built into Cademy. You can use or duplicate them, but cannot change their saved definition.
Shared: views available to team members who can open the list. Only System Admins can change these views.
Only Me: your own private views. Other team members do not see them in their view menu.
Every admin role can create a private view on a list they can open. Only System Admins can choose Everyone when creating or sharing a view. A shared view does not give someone access to records their role cannot open.
Each kind of list has its own views. For example, a Contacts view is not offered on Orders. Courses has separate course-list views and course-date views. Views used inside a record keep that record’s context: a course’s Registrants view still shows registrations for that course.
Cademy remembers the selected view for that list and context in the same browser. Another browser or device starts with the first Default view unless you open a link to a specific view. Selecting another view resets unsaved view changes, but does not clear the separate Search text. Check Search if results are unexpectedly narrow.
Filter a list
A filter compares a field, such as Payment Status or Marketing Consent, with a value. Start with a suitable view: its existing filters continue to apply when you add another one.
Open the list and select Filter. A searchable list of fields opens. Suggested fields appear first.
Select the field you need. A condition is added and its value picker opens if a value is needed.
Choose or enter the value. For text or numbers, press Enter or leave the input to apply what you typed.
Select Add Filter or Filter to add another condition. A record must match every ordinary filter shown in the row.
Results update as you edit; there is no Apply button. A condition that needs a value does not filter the list until that value is supplied. Closing its picker without completing it removes the unfinished condition.
Select a condition’s field, operator or value to change it. Select its cross to remove it, or Clear Filters to remove the ordinary filters. Reports keeps its required Date condition; change its range instead.
Choose the right condition
The choices depend on the field:
Text: contains, does not contain, is, is not, is empty and is not empty.
Fixed choices, people and organisations: is any of, is none of, is empty and is not empty. Choose one or more values. With one chosen, the condition can read is or is not.
Course and course-collection selectors: is any of and is none of.
Numbers: equals, does not equal, is more than, is at least, is less than, is at most, is empty and is not empty.
Yes/no fields: is, is not, is empty and is not empty. Choose Yes, No or Not set; Not set uses is empty.
Dates with a recorded time: is within for a relative period or Custom Range…; is on, is not on, is before, is after, is empty and is not empty. Reports calls its all-time option is any time.
Date-only contact fields: is on, is not on, is before, is after, is empty and is not empty.
Relative periods, such as Next 30 days, move with the current date. A fixed date or Custom Range stays tied to the dates you choose. Use a relative period for a list you want to revisit regularly.
Combine And and Or with Advanced Filter
Use And when every condition must match, and Or when any condition can match. Ordinary filter conditions use And. For Or or grouped rules:
Select Filter or Add Filter, then Advanced Filter… at the bottom of the field list.
In the row labelled Where, choose the field, condition and value.
Select Add Condition for another row. Select the Or button beside the second row to switch it to And if all rows must match. That choice applies to all rows at that level.
Use Add Group when a set of conditions needs its own And/Or choice. Groups can contain further groups.
Check the resulting list as you edit. Remove an unwanted condition with its cross; a group disappears when its last condition is removed.
The Advanced Filter must match as well as any ordinary conditions outside it. For example, start from All Orders, add Status Group matching Active, then add an Advanced Filter with Payment Status matching Awaiting PaymentOrPayment Overdue. The result is active orders in either payment state. This is a fictional payment-chasing example, not an automatic reminder.
Examples for everyday work
Recent purchases: open Orders, choose All Orders, then Filter > Purchase Date. Keep is within and choose Last 30 days. The list contains orders created during that period.
In-person courses: open Courses, choose the List layout and All Courses, then Filter > Course: Delivery > In Person. The list shows matching courses.
Marketing contacts: open Contacts, choose All Contacts, then Filter > Marketing Consent > Yes. The list shows contacts with consent recorded as Yes.
Sort and choose display options
Open the list and select View.
Under Sort, choose the field for the first sort row. If there is no row, select Add Sort.
Choose its direction. Text uses A → Z or Z → A; numbers use Low → High or High → Low; dates use Oldest first/Newest first or Soonest first/Latest first.
Use Add Sort for another field. The first sort takes priority, then the next sorts records with matching first values. Drag rows to change that priority, or use a row’s cross to remove it.
Lists offer up to ten sort levels, limited by their available sort fields. The choices differ by list. Course dates and Reports have no Sort section; date lists follow their date ordering and Reports groups chart points by time.
Where there is a Columns section, use the eye controls to show or hide columns and drag the shown columns to reorder them. Search with Find a column…. A locked column is always shown. In tables that support resizing, drag a column boundary to change its width.
Other options depend on the page. Courses offers List, Dates, Calendar and Timeline. Tasks offers List and Board. Grouping, row height and additional settings appear where supported. Display changes take effect immediately.
Reset to View Default at the bottom of View restores the selected view’s display settings without removing your filter changes. To discard all unsaved view changes, use More Save Options beside Save View, then Reset Changes. Search remains separate.
Save a view
A saved view keeps its filters, sorting and supported display choices, including columns and widths, layout, grouping, row height and list-specific settings. It does not save Search text, the current results page or the particular calendar date you are looking at.
Create a reusable view
Set the filters and display options you want to keep. A dot beside the selected view name marks unsaved changes, and Save View appears.
If you started from a Default view or a Shared view you cannot edit, select Save View to open the New View form. If you are editing your own view, or a Shared view as a System Admin, use the arrow More Save Options beside Save View, then Save as New View….
Enter a descriptive name under Icon and name. An icon is optional.
Under Who can see it, choose Only Me or, as a System Admin, Everyone. Only Me is selected initially.
Select Save View. The created view is selected and appears in this list’s view menu under Only Me or Shared.
You can also open the selected-view menu and choose New View. Leave Start from the current filters, sort and columns ticked to keep the setup on screen, including its supported display settings. Clear it to start without the current filters and display customisation. Give the view a name and select Create View.
Update an existing view
Open the list and select your saved view.
Change the filters or display settings and check the results.
Select Save View to replace that view’s saved setup. Cademy shows View Saved.
Important: Saving changes to a Shared view changes that view for everyone on the account. Use More Save Options > Save as New View… and Only Me if the change is for your own work. Default views cannot be overwritten.
Rename, copy, share or delete a view
Open the selected-view menu.
Select the three dots beside the view you want to manage.
Choose the action you need from the menu.
Rename: edit the name in the view’s row and press Enter.
Change Icon: choose the icon used for the view.
Duplicate: creates a private view named “Copy of” followed by the original name and selects it. Duplicating the current view includes its unsaved view changes.
Copy Link: copies a link to this page or record tab with that view selected. It does not include unsaved changes or Search text. A private-view link does not make the view visible to someone else.
Add to Favourites or Remove from Favourites: changes your personal sidebar shortcut. See Favourite Records and Views in Your Sidebar.
Who can see this view: a System Admin can choose Only Me or Everyone for a saved view they can edit.
Delete View: opens a confirmation. Select Delete View to delete it or Cancel to keep it. Deleting a view does not delete its records.
Default views offer Duplicate, Copy Link and the Favourites action. Rename, Change Icon and Delete View are available for your own private views and, for System Admins, Shared views. Only System Admins can change view visibility.
Important: Renaming or deleting a Shared view affects everyone who uses it. A deleted view cannot be restored from the view menu. Removing a Favourite removes only your shortcut, not the saved view.
Find the right starting view
Default views provide common starting points. Your role and any record context still limit the results:
Courses: course rows use All Courses, Published Courses and Archived Courses. Date layouts use All Dates, Published Courses and Bookable Dates. Archived courses require Archived Courses or a filter on their archived date. See Find Courses in List, Date and Calendar Layouts.
Orders: Active Orders selects Status Group Pending or Active; Awaiting Approval selects orders awaiting approval; All Orders includes every status group. See Find Orders, Invoices, Payments and Credit Notes.
Registrations: Active Registrations selects Active or Pending; All Registrations includes other statuses. See Find and Manage Course Registrations.
Tasks: Active Tasks, All Tasks, My Tasks, Overdue and Archived. The View setting Hide tasks closed a while ago also affects results. See Create and Manage Follow-up Tasks.
Invoices: All Invoices, Outstanding, Overdue, Drafts and Paid. Payments: All Payments, Succeeded and Refunds. Credit Notes: All Credit Notes and With Remaining Credit.
Reports: Active Orders and All Orders. Reports’ Active Orders uses payment statuses, which is different from the Orders list’s Status Group rule. See Use Reports and Understand Their Figures.
Frequently asked questions
Why can I not find a record I know exists?
Check the selected view, all applied filters, Search text, record context and your role. On Courses, check whether you are looking at course rows or course dates and whether an archived course needs Archived Courses.
Why is Save View missing?
It appears after a view setting changes. Typing in Search does not change the view, so Search alone does not make Save View appear.
Can I keep a view to myself?
Yes. Choose Only Me when creating it. Only System Admins can choose Everyone or edit Shared views.
Will my view contain the same records tomorrow?
It keeps the rules, not a snapshot of records. Results follow the current record details. Relative date filters move with the date; fixed dates do not.
Does a favourite keep changes I have not saved?
No. Save the view first. Adding a view to Favourites gives you a shortcut to its saved setup. See Favourite Records and Views in Your Sidebar.
Can I share a view by copying its link?
A link selects a view that the recipient is allowed to use. It does not change Only Me to Everyone, give access to a restricted page or include unsaved changes.