This guide is for course providers working with lists in the Cademy admin dashboard, such as orders, registrations, contacts, courses and form responses. 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 or share it with your team.
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.
Find the Filter, View and Search Buttons on a List
These controls sit in the toolbar above the list and 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, and on supported lists inside records, such as a course’s Registrants tab. Each list offers its own fields and options.
Open a Saved View of a List
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 as:
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; Courses has separate course-list 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. A Registrants view reused on another course drops a Current Lesson rule for a lesson that course lacks. The saved views on a course’s Progress tab are separate for lesson progress and quiz results and belong to that course.
Cademy remembers the selected view for that list 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.
Some lists, including a course’s Progress tables, also show pinned views as tabs. Choosing a tab applies that whole view, replacing the current filters and display settings; Search text remains. A dot marks unsaved changes to the selected view.
Filter a List of Bookings, Orders or Contacts
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. Closing a condition’s picker before you choose a value removes that condition.
Select a condition’s field, operator or value to change it. Select its cross to remove it. If no records match, the empty list shows Clear Filters, which removes your filters and Search text. The main-menu sales Reports page keeps its required Date condition; change its range instead.
Filter Conditions: Contains, Is Any Of, Is Before and More
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.
Dates with a recorded time: is within for a relative period or Custom Range…; is on, is not on, is before, is after, is more than … days ago, is between … days ago, is empty and is not empty. The main-menu sales Reports page 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 Last 24 hours or Next 30 days, move with the current date. A fixed date or Custom Range stays tied to the dates you choose.
Filter by a Number of Days Ago
For a date with a recorded time, use a moving number of days instead of fixed calendar dates:
Open Filter and select the date field, such as Last Progress on Registrants.
Open the condition menu. Choose is more than … days ago and enter one whole number, or is between … days ago and enter the two ends of the range. Press Enter to apply the values.
Check the results. The range moves with the current date; a record with no date does not match it.
For example, Last Progress is between 30 and 60 days ago finds records in that age range. To include missing dates, add an is empty rule using Or in Advanced Filter. See Find Learners Who Are Inactive or Have Not Finished for the course learning views and the difference between Last Seen and Last Progress.
Combine Filters with And or Or (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 Payment Or Payment Overdue. The result is active orders in either payment state.
Filter Examples: Unpaid Orders, Bookings in a Date Range and Marketing Contacts
Unpaid orders: open Orders, choose All Orders, then Filter > Payment Status and choose Awaiting Payment and Payment Overdue. Several values in one condition match any of them.
Bookings in a date range: 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.
Marketing contacts: open Contacts, choose All Contacts, then Filter > Marketing Consent > Yes.
Filter Form Responses or Registrations by an Answer
Answer filters choose responses to one form by the answer to a particular question. They appear in that form’s Responses and Reports tabs when form reports are enabled for your account. They are not a way to search answers across every form. On Registrations, booking form answers saved as Registration Fields are under Registration Fields in Filter, and Contact Field answers under Contact (not address or file questions). For individual responses, see Find and Manage Form Responses (Submitted Answers). On a form:
In the admin dashboard, open Forms, select a General or Feedback form and open Responses or Reports.
Open Filter and find the question under Answers. Its field name begins Answer:, followed by the question’s label.
Select the question and choose an answer. To match several answers, choose is any of and select the values.
Check the response list or report count. Add Submitted, Source or other conditions to narrow the group further.
Answer filters support Multiple Choice Checkboxes, Single Choice Options, Dropdown, True/False (Boolean), Rating and Scale. They do not offer text, Number or date answer conditions. Identifying fields such as names, email addresses, telephone numbers and addresses are excluded. A shared Contact Field with a supported answer type, such as a Dropdown or Marketing Consent, can still be offered. Available questions follow the form’s order; internal questions of supported types can also be filtered.
Choose the condition that matches your task:
is any of: include responses with at least one selected answer. For a checkbox question, the person can also have selected other choices.
is none of: exclude the selected answers. This also includes responses with no answer. Add has an answer for the same question if you want only people who answered.
has no answer: include responses without an answer, including questions skipped, hidden by a condition, added after a response or absent from an imported review.
has an answer: include responses containing a non-empty answer to the question.
For example, filter Answer: Who is the training for? with is any of and choose My team and My organisation. This selects responses with either answer.
A question card’s No answer count and a has no answer filter can differ: the filter also matches responses with no saved entry for the question, such as responses received before it existed. See View Form and Feedback Reports (Answer Charts) for how chart counts work.
After changing or deleting form questions, recheck saved views. A filter for a deleted question, a deleted shared field or a question type that no longer supports answer filtering is ignored when loading responses, reports and exports. Other valid filters remain, so the results can be broader even if the saved view still shows the old rule. Remove or replace that rule and save the corrected view.
Sort a List and Choose Its Columns or Layout
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. Course dates and the main-menu sales Reports page have no Sort section.
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 and row height appear where supported.
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.
Use the Same View for Form Responses and Reports
Each form has its own saved views. Its Responses and Reports tabs use the same views and filters. A view saved for one form is not offered on another form, because the questions and columns belong to that form.
When Reports is enabled, choose the saved view from the view-name dropdown in either tab. Switching between Responses and Reports keeps the selected view and unsaved filters. It does not carry Search text or the current results page. A form’s Reports tab has no Search or View menu; change columns or sorting in Responses > View.
Selecting a choice or score bar on Reports adds an answer filter to that shared setup. Change its chip to select another answer, or use Clear Filter on the selected question card. On compatible filters, comparison markers mean Without answer filters: they keep your source, date and other non-answer conditions. Answer conditions inside an Or group do not show those comparisons, so the comparison is not always the whole form. View Form and Feedback Reports (Answer Charts) explains the charts.
Save Filters as a View Your Team Can Use Again
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 Saved View and Keep It Private or Share It
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, or clear it to start without the current filters and display customisation. Give the view a name and select Create View.
Update a Saved 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, Duplicate, Share or Delete a Saved 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.
Add to Favourites or Remove from Favourites: changes your personal sidebar shortcut. See Pin Records and Saved Views to Your Sidebar (Favourites).
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.
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.
Built-in Views on Each List (Default Views)
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 and Dates in the Course List or Calendar.
Orders: Active Orders selects Status Group Pending or Active; Awaiting Approval selects orders awaiting approval; All Orders includes every status group. See Find a Customer’s Order, Invoice or Payment.
Registrations: the Active Registrations view selects Active or Pending; All Registrations includes other statuses. A course with published lessons also offers learning views for recent activity, completion and inactivity. See Find Who Is Booked on a Course (Registrations) for place management, and Find Learners Who Are Inactive or Have Not Finished for the learning-view rules.
Tasks: Active Tasks, All Tasks, My Tasks, Overdue and Archived. 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.
Main-menu sales Reports: Active Orders and All Orders. Sales Reports’ Active Orders uses payment statuses, which is different from the Orders list’s Status Group rule. See Read Your Sales and Registration Reports.
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.
Do saved views update when records change?
Yes. A view keeps rules, not a snapshot of records. 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 Pin Records and Saved Views to Your Sidebar (Favourites).
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.