This guide is for course providers who work with lists in the Cademy admin dashboard, such as Courses, Contacts and Orders. It explains how to narrow a list with filters, change its order with sorting, and keep a combination you use often as a saved filter or a view.
Filtering and sorting change only which records you see and the order they are in. They do not change or delete any record.
Filtering and sorting are included in every Cademy plan, and every admin role can use them on the lists that role can open. Who can save a filter or a view depends on your role and on the toolbar the list shows. The sections on saving give the rule for each.
A saved filter is a named set of filter conditions and a sort order for one list. On a list with the View toolbar it is called a view, and it also stores which columns are shown. Some Cademy messages and guides use “view” for both.
Where you can filter and sort
A toolbar for filtering and sorting sits above these lists in the admin dashboard:
Courses
Contacts
Organisations
Tasks
Orders, and the Invoices, Payments and Credit Notes tabs on the Orders page
Registrations
Reports, where it filters the data that the charts show
It also appears where one of these lists is shown inside another record, for example on the Orders, Registrants and Tasks tabs inside a course.
Cademy has three admin roles: Facilitator, Course Owner and System Admin. Which of these lists you can open depends on your role. Courses and Tasks are in the main menu for every role. Contacts, Organisations, Orders, Registrations and Reports are in the main menu for System Admins only.
Check which toolbar you have
Cademy has two toolbars for lists. They do similar jobs with different buttons, so check which one is above the list you are using.
View toolbar: has a button named View beside Filter. What you save is called a view.
Saved Filter toolbar: has no View button. What you save is called a saved filter.
When the toolbar has little room, for example on a phone, the View and Filter buttons show only their icons, without their names. To check which toolbar you have, open the list on a wider screen.
Courses, Tasks and Reports show the Saved Filter toolbar. Contacts, Organisations, Orders, Invoices, Payments, Credit Notes and Registrations show one or the other. Which one you see is set for your whole account, so everyone on your account sees the same toolbar on these lists. The same applies where these lists appear as tabs inside a course or an organisation. One exception: on an account with the Saved Filter toolbar, the Contacts tab inside an organisation has Search but no saved filter button, Filter or Sort.
The Saved Filter toolbar has these controls, from left to right:
Search: finds records by text, such as a name. Reports has no Search.
The saved filter button: shows the name of the selected saved filter, for example All Courses. A long name is cut short. The button shows Select a Filter when no saved filter is selected.
Save Filter: appears only after you change the filter or the sorting.
Filter: opens the filter builder.
Sort: opens the sorting options.
The View toolbar has these controls, from left to right:
The view button: shows the name of the selected view, for example All Contacts.
View: opens the sorting and column options.
Filter: opens the list of fields you can filter by. A number on the button shows how many filters are applied.
A search box: finds records by text, such as a name.
When filters are applied on the View toolbar, a row under the toolbar lists them, with Add Filter and Clear Filters.
Each list also has its own buttons beside these. On a narrow screen, such as a phone, some of the buttons show only their icon. On the View toolbar, buttons such as Import and Export move into a menu marked with three dots when there is not enough room for them. To export a list, see Export Data or Schedule an Export.
Use a saved filter or a view
Select a saved filter or a view to switch a list to a ready-made set of filter conditions and sorting in one step.
Open the list. For example, select Courses in the main menu.
Select the button in the toolbar that shows the name of the selected saved filter or view, for example All Courses. A menu opens with a search box and the saved filters or views for this list.
Select one. The menu closes, and the list shows the records that match it, in its sort order.
On the Saved Filter toolbar, built-in saved filters come first in the menu and have a padlock icon. Saved filters created on your account follow, listed by name. Saved filters are shared: everyone on your account who can open the list sees the same ones.
On the View toolbar, the menu puts the views in up to three groups. Default holds the views built into Cademy. Shared holds the views that everyone on your account can see. Only Me holds the views that only you can see. A group is shown only when it has a view in it. A view also sets which columns the list shows.
Each list has its own saved filters or views. One created on Contacts is not offered on Orders.
The first time you open a list, it uses its first built-in saved filter or its first view under Default. After that, Cademy selects the one you last used on that list in the same browser. This choice is kept in your browser, not in your Cademy account, so a different browser or device starts with the first built-in one again.
On the Saved Filter toolbar, the choice is remembered for each kind of list, wherever that list appears. For example, a saved filter you select on one course’s Orders tab is still selected on the Orders page and when you open another course. On the View toolbar, the choice is remembered separately for the list’s own page, for its tab inside a course and for its tab inside an organisation.
On the Saved Filter toolbar, on Orders, Invoices, Payments and Credit Notes, a filter or sort you applied without saving is also kept in the browser and is still applied when you come back.
Filter a list
Use Filter to show only the records that meet conditions you choose. The steps differ between the two toolbars.
Filter with the Saved Filter toolbar
Open the list and select Filter in the toolbar. The filter builder opens and lists the conditions that are applied now, including those of the selected saved filter. If there are none, it shows Filter Your View.
Select Add Filter. A row appears with a field and a condition already chosen. The first row is labelled Where.
In the first box of the row, choose the field to filter by. Long field names are cut short in the box.
In the second box, choose the condition, such as equals or contains. The conditions offered depend on the field.
If the row shows a third box, type or choose the value to compare with. Conditions such as is set need no value, so they show no third box.
To add another condition, select Add Filter again. Beside the second row, choose And to keep records that meet every condition, or Or to keep records that meet at least one of them. The same choice applies to every row. To mix And with Or, use a group, as described below.
Select Apply. The filter builder closes and the list shows only the records that match.
The list does not change until you select Apply. To close the filter builder without changing the list, select Filter again. To remove a condition, select the cross at the end of its row, then select Apply.
If you change the field or the condition of a row, its value is cleared, so enter the value again.
Filter with the View toolbar
Open the list and select Filter. A list of fields opens, with a search box. A few fields are under Suggested at the top, and the others are in groups below.
Select the field to filter by. Cademy adds a filter for that field to the row under the toolbar. If the filter needs a value, a panel opens for it.
Type or choose the value. A text or number value you type is applied when you press Enter or leave the box. Once the filter has its value, the list shows only the records that match. There is no Apply button.
To add another filter, select Add Filter in the row, or Filter again. A record must meet every filter in the row to be shown.
A filter in the row has three parts: the field, the condition and the value. To change one of them, select that part. To remove a filter, select the cross at its end. To remove every filter, select Clear Filters.
A filter that still needs a value is not applied. If you close its panel without giving a value, Cademy removes it from the row.
Conditions you can choose
The conditions offered depend on the type of field. On the Saved Filter toolbar they are:
equals and does not equals: the field is, or is not, the value you give.
contains and does not contains: for text fields. The field includes, or does not include, the text you type.
is any of and is none of: you choose several values. The field is one of them, or is none of them.
is greater than, is greater than or equal, is less than and is less than or equal: for number fields.
is set and is not set: the field has a value, or is empty.
Dates that Cademy records with a time, such as the date a record was created: a period counted from now, such as today, last 7 days, next 30 days or month to date; a fixed date, with is, is not, is before, is after or is in range; or is set and is not set.
Date fields you created yourself: equals, does not equals, before, after, is set and is not set.
On the View toolbar the conditions have different names:
Text fields: contains, does not contain, is, is not, is empty and is not empty.
Fields with a fixed set of choices: is any of, is none of, is empty and is not empty. You choose one or more values. With one value chosen, the filter in the row reads is or is not.
Fields where you choose a course or a course collection, such as Course on Orders: is any of and is none of only.
Number fields: equals, does not equal, is more than, is at least, is less than, is at most, is empty and is not empty.
Yes or no fields: is, is not, is empty and is not empty. You choose Yes, No or Not set. Choosing Not set changes the condition to is empty.
Dates that Cademy records with a time: is within, with a period such as Last 7 days, Last 30 days or This month so far, or Custom Range… for your own start and end dates; is on, is not on, is before or is after with a date you pick; or is empty and is not empty.
Date fields you created yourself: is on, is not on, is before, is after, is empty and is not empty.
Combine And and Or with groups
On the Saved Filter toolbar, all rows at one level use the same And or Or. To mix them, select Add Group. A group is a boxed set of rows inside the filter, with its own Add Filter button and its own And or Or choice. A group can contain further groups. To delete a group and its rows, select Remove Group inside it.
For example, on an Orders list with the Saved Filter toolbar, this filter finds orders in the Active status group whose payment status is Awaiting Payment or Payment Overdue. The first row is Status Group, equals, Active. It is joined by And to a group with two rows: Payment Status, equals, Awaiting Payment, and Payment Status, equals, Payment Overdue, joined by Or.
On the View toolbar, the filters in the row under the toolbar are always joined by And. To use Or, or to group conditions, select Filter or Add Filter, then Advanced Filter… at the end of the field list. A panel named Advanced Filter opens with one row, labelled Where. In the row, choose the field, the condition and the value. Select Add Condition for another row. Beside the second row, a button shows Or to begin with. Select it to switch between Or and And. The choice applies to every row at that level. Select Add Group to add a group of rows with its own And or Or.
The list updates as you edit, so the Advanced Filter panel has no Apply button. To remove a row, select the cross at its end. A group is removed when its last row is removed. A record must meet the advanced filter as well as every other filter in the row under the toolbar.
Example: filter orders
To see orders placed in the last 30 days, open Orders. On the Saved Filter toolbar, select Filter, then Add Filter. Choose the field Purchase Date and the condition last 30 days. This condition needs no value. Select Apply.
On the View toolbar, select Filter, then Purchase Date under Suggested. Cademy adds the filter Purchase Date, is within, Last 30 days. To use a different period, select Last 30 days in the filter and choose another.
The new condition is added to the conditions of the selected saved filter or view. With Active Orders selected, the list shows only orders that match Active Orders and were placed in the last 30 days. Select All Orders first to look through every order.
Example: filter courses
To see courses delivered in person, open Courses, which has the Saved Filter toolbar. Select Filter, then Add Filter. Choose the field Course: Delivery, the condition equals and the value In Person. Select Apply.
Example: filter contacts
To see contacts who agreed to receive marketing, open Contacts. On the Saved Filter toolbar, select Filter, then Add Filter. Choose the field Marketing Consent, the condition equals and the value True. Select Apply.
On the View toolbar, select Filter, then Marketing Consent, then Yes.
Sort a list
Sorting sets the order of the records in a list. The steps differ between the two toolbars.
Sort with the Saved Filter toolbar
Select Sort in the toolbar. A panel opens.
Under Sort by, choose a field.
Under Direction, choose Ascending for A to Z, lowest first or oldest first, or Descending for the reverse.
Select Apply. The panel closes and the list is reordered.
A list is sorted by one field at a time. When you choose a different field under Sort by, Direction changes to Descending, so check it before you select Apply.
The fields offered under Sort by differ from list to list. Sort is not shown on Reports, or on Courses in any view other than List View.
Sort and choose columns with the View toolbar
Select View. A panel opens with a Sort section and a Columns section.
In the Sort section, select the button that shows the field the list is sorted by, and choose a different field.
Choose the direction beside the field. The two choices depend on the field, for example Oldest first and Newest first for a date, A → Z and Z → A for text, or Low → High and High → Low for a number.
To sort by a second field as well, select Add Sort. To remove a field from the sorting, select the cross at the end of its row.
The list changes as soon as you choose. The panel has no Apply button. The fields offered for sorting differ from list to list.
The Columns section lists the columns the list can show and says how many are shown. Select the button beside a column to hide it or to show it, and use the Find a column… box to look for a column by name. A column with a padlock is always shown and has no button to hide it. The columns shown can also be put in a different order here.
Reset to View Default, at the foot of the panel, puts the sorting and the columns back to those of the selected view.
Save a filter on the Saved Filter toolbar
Saving turns the filter and sorting you applied into a saved filter. Everyone on your account who can open that list can then select it. Save Filter is shown to every role, but Cademy saves only for a System Admin. For a Facilitator or Course Owner, the saved filter is not created or updated.
A saved filter stores the filter conditions and the sorting. It does not store the text in Search or your choice of columns.
Create a saved filter
Apply the filter and the sorting you want to keep. Save Filter appears in the toolbar.
Select Save Filter, then Create New Saved Filter. A window opens.
Type a name under Saved Filter Name and select Create. If you leave the name empty, Cademy uses My New Saved Filter.
Cademy shows the message Saved Filter Created and selects the new saved filter. From then on it is listed in the menu of the saved filter button on that list.
Update a saved filter
Select the saved filter with the saved filter button.
Change its conditions with Filter or its order with Sort, and select Apply. Save Filter appears in the toolbar.
Select Save Filter, then Update Current Saved Filter.
Built-in saved filters cannot be updated. After you change the filter or the sorting of a built-in saved filter, the saved filter button shows Select a Filter, and Save Filter offers only Create New Saved Filter. Use it to keep your version under a new name.
Rename, duplicate or delete a saved filter
These actions start from three dots beside each saved filter. The three dots are shown to System Admins only.
Select the saved filter button to open the menu.
Select the three dots at the end of the saved filter’s row. A panel opens beside the menu.
In the panel:
To rename the saved filter, change the text under Saved Filter Name, then select Update Filter. This button appears once the name is different. Cademy shows the message Saved Filter Updated.
To copy it, select Duplicate Filter. Cademy creates a saved filter with the same conditions and sorting, adds “(copy)” to the name and shows the message View Duplicated.
To delete it, select Delete Filter, then Delete to confirm, or Nope to keep it. After a deletion, Cademy shows the message View Deleted.
A built-in saved filter cannot be renamed or deleted. Duplicate Filter is for saved filters created on your account. A copy of a built-in saved filter is not added to the menu, and neither is a copy made on Reports. On Courses, a copy made in a view other than List View is added to the List View menu only. In these cases, select the saved filter, change its filter or sorting, and use Save Filter and Create New Saved Filter instead.
Important: Saved filters are shared with everyone on your account. Updating or renaming one changes it for every user, and a deleted saved filter cannot be restored.
Save a view on the View toolbar
Saving turns the filters, the sorting and the columns you set into a view. A view does not store the text in the search box.
Every admin role can save a view that only they can see. Only a System Admin can share a view with everyone on the account, and only a System Admin can change or delete a shared view.
Create a view
Set the filters, the sorting and the columns you want to keep. Reset and a save button appear.
Select Save as New View. If the button reads Save View, select the arrow beside it, then Save as New View… in the menu. A form named New View opens.
Type a name for the view. You can also choose an icon for it.
Under Who can see it, choose Only Me or Everyone. Only Me is chosen to begin with. Everyone can be chosen by System Admins only.
Select Save View. The button cannot be selected until the view has a name.
Cademy shows the message View Created and selects the new view. From then on it is listed in the view menu on that list, under Only Me or Shared.
You can also start from the view menu. Select the view button, then New View. The form is the same, with one more choice, Start from the current filters, sort and columns, which is ticked to begin with. Clear it to create a view with no filters. Then select Create View.
Update a view
Select the view with the view button.
Change its filters, its sorting or its columns. A dot on the view button marks changes that are not saved.
Select Save View. Cademy shows the message View Saved.
Save View is offered for your own views under Only Me, and to System Admins for views under Shared. Saving a shared view changes it for everyone on your account. The views under Default cannot be changed. For them, and for a shared view when you are not a System Admin, only Save as New View is offered.
To drop your changes and go back to the view as it was saved, select Reset.
Rename, duplicate, share or delete a view
Select the view button to open the view menu.
Select the three dots at the end of the view’s row. A menu opens.
The menu can hold these actions:
Rename: type the new name in the view’s row and press Enter.
Change Icon: choose a different icon for the view.
Duplicate: creates a copy that only you can see, named “Copy of” followed by the view’s name, and selects it.
Copy Link: on a list’s own page, copies a link that opens the page with that view selected. A link to a view under Only Me selects it for you only.
Who can see this view: a System Admin can switch the view between Only Me and Everyone.
Delete View: Cademy asks you to confirm. Select Delete View to delete it, or Cancel to keep it. After a deletion, Cademy shows the message View Deleted. The view menu has no way to bring a deleted view back.
For a view under Default, the menu holds only Duplicate and Copy Link. Rename, Change Icon and Delete View are offered for your own views under Only Me, and to System Admins for views under Shared.
Important: A view under Shared is the same for everyone on your account. Saving changes to it, renaming it or deleting it changes it for every user.
Differences between lists
Each toolbar works the same way on every list that shows it. The built-in saved filters, the starting order and a few controls differ. On the View toolbar, the built-in saved filters named below are the views under Default.
Courses
Courses has the Saved Filter toolbar. In List View, the built-in saved filters are All Courses, Published Courses and Archived Courses. The list opens with All Courses, sorted by the date each course was created, newest first. Archived courses are shown only when the filter uses the archived date, as Archived Courses does.
The other views of the Courses page (Date List View, Week View, Month View, Year View and Timeline View) share a second set of saved filters: All Dates, Published Courses and Bookable Dates. In these views the filter builder also offers fields for course dates, the dates a course is scheduled to run. Their names start with Date:. Sort is not shown in these views. A saved filter created in List View is not offered in the other views, and a saved filter created in the other views is not offered in List View.
In List View, Sort by offers the course fields, such as Course: Name, Course: Level, Course: Price and Course: Date Created. For the views themselves, see Course View Options: List, Date, Week, Month & Timeline.
Contacts
The built-in saved filter is All Contacts, sorted by the date each contact was created, newest first. The contacts added most recently are on the first page.
You can sort by Full Name, Email, Phone, Marketing Consent, Created and Updated. Filtering offers more fields than sorting, including the contact fields you created. To work with the contacts you find, see Manage Contacts.
Orders and Registrations
An order records a purchase. A registration records one person’s place on a course.
On Orders, the built-in saved filters are Active Orders, Awaiting Approval and All Orders. The list opens with Active Orders, which shows orders whose Status Group is Pending or Active, newest first. Select All Orders to see orders in every status group, including Draft and Cancelled. You can sort by Status Group, Status, Total Cost, Total Paid, Purchase Date and Updated Date.
On Registrations, the built-in saved filters are Active Registrations, which shows registrations whose Status is Active or Pending, and All Registrations. Both are sorted by the date of registration, newest first.
For the other tools on these lists, see Find Orders, Invoices, Payments and Credit Notes and Managing Registrations: Search, Filter, and Export.
Other lists
Organisations: one built-in saved filter, All Organisations.
Tasks: Active Tasks, All Tasks, My Tasks, Overdue and Archived. Tasks open in Manual order. While Manual is chosen under Sort by, Direction cannot be changed.
Invoices: All Invoices, Outstanding, Overdue, Drafts and Paid.
Payments: All Payments, Succeeded and Refunds.
Credit Notes: All Credit Notes. On the Saved Filter toolbar, a separate Has Remaining Credit button beside Search limits the list to credit notes with remaining credit above zero. On the View toolbar, the view With Remaining Credit under Default does the same.
Reports: Active Orders and All Orders. A saved filter on Reports also stores the date range and the grouping (Daily, Weekly or Monthly) selected on the page. Reports has no Search and no Sort.
Frequently asked questions
Why can I not find a record that I know exists?
Check three things: the selected saved filter or view, the filters that are applied, and the text in the search box. Each of them can leave a record out. For example, Active Orders leaves out cancelled orders, and All Orders includes them. On Courses, archived courses are shown only with Archived Courses or another filter that uses the archived date.
Why is there no button to save?
The save button appears only after you change something. On the Saved Filter toolbar, Save Filter appears after you change the filter or the sorting. It is shown to every role, but Cademy saves only for a System Admin. If you are a Facilitator or Course Owner, ask a System Admin on your account to save the filter. On the View toolbar, Save View or Save as New View appears after you change the filters, the sorting or the columns.
Can I keep a saved filter or a view to myself?
It depends on the toolbar. On the Saved Filter toolbar, no: every saved filter is shared with everyone on your account who can open that list. On the View toolbar, yes: choose Only Me under Who can see it when you save the view.
Why does a list show a different saved filter or view on another computer?
The saved filter or view you last used is remembered in the browser, not in your Cademy account. Another browser or device starts with the list’s first built-in one until you select a different one there.
Can I sort a list by two fields at once?
On the Saved Filter toolbar, no: Sort uses one field and one direction at a time. On the View toolbar, yes: select View, then Add Sort.