This guide is for course providers adding or changing the dates of an On set dates or Blended course. It covers one-off dates, a series of sessions that people book together (a block, which you might call a term, cohort, multi-session or multi-day course), changing the time or details of a saved date and editing several dates at once.
You need to be a System Admin or a Course Owner with access to the course. Start in the Cademy admin dashboard. To set the number of places or the prices for your dates, see Set Places and Prices for All Dates or Just One Date. To cancel a date or remove it, see Cancel or Delete a Course Date or Block.
Course: the overall course listing, for example First Aid at Work.
Course date: one scheduled session of that course, for example Monday 14 October, 9:00 to 17:00. Customers book a place on a date.
Block: a group of sessions sold together as one booking, such as a six-week course or a three-day course. Each session also appears as a date inside the block.
Sell Several Sessions as One Booking Instead of Separate Dates (Block)
When you add dates, How are the dates booked? decides whether customers book each date on its own or the sessions together. With Individually, each date is listed and booked separately, so a course that runs on three days shows three separate dates. To sell a multi-day course or a series of sessions with one purchase, put the sessions in a block.
Setting | What the customer buys |
Individually | A place on one date. For example, Monday or Friday. |
Block | A place covering all sessions in the block. They cannot buy just one session. |
Block or Individually | A place covering the whole block, or a place on one session. |
You need at least two dates to choose Block or Block or Individually. The course default is not one shared total for all your dates or blocks. Each separate date or block has its own places.
There are three different settings to recognise:
Course defaults: the starting settings under Edit Course > Pricing & Delivery.
Block settings: the top card for one group of sessions. Its price is for the whole block and its limit applies to that block.
Session settings: the dates shown when you select Expand sessions. Each can have its own limit. Its price applies when that session is bookable separately.
A whole-block booking needs room in the block and every session. A session booked on its own must also fit within the session and block limits. Changing the block’s top card does not replace limits already saved on the sessions. For how to set those numbers, see Set Places and Prices for All Dates or Just One Date.
Turn Separate Dates You Already Added Into a Block
If you added the sessions as separate dates, you can group them into a block in the shared editor.
Select Courses, open the course, then select Edit Course and Dates.
Tick the box beside each date that belongs in the block, then select Edit 2 dates, or the button showing the number you selected.
Under How are the dates booked?, choose Block or Block or Individually, and enter a name in Block name.
Select Change Default Settings, Spaces, Location or Price. The block starts with the places and prices of the first date you ticked. Check them, then select Save Dates.
Group the dates before people book them. Places already booked on one of those dates stay on that date and do not become whole-block bookings. They still use a place on that session. A block has one currency: if the dates use different currencies, pick one before you can save. A date with bookings in another currency can stop the save.
Add Course Dates, or Weekly Sessions Sold as One Course (Block)
Select Courses, open the course, then select Edit Course and Dates.
Select Add dates. If the course has no dates yet, the calendar is already open.
Select the days you need in the calendar. Each one appears under Selected Dates:. Selecting the same day again adds a second session. Each new session copies the start time and length of the last one you added.
Under How are the dates booked?, choose Individually, Block or Block or Individually. You need at least two dates to choose a block. For a block, enter a name in Block name.
Set each session’s date and time using the controls in its row under Selected Dates:. The start is on the left of the arrow and the end is on the right. Check the time zone too.
Select Change Default Settings, Spaces, Location or Price. On a narrow screen, this says Change Defaults. The settings open below the dates.
For a block, turn on Bookable after the start date if you want people to join after the first session has started. The block must still have places and must not have ended.
Check the delivery details, then enter the total places in Max Spaces. Check the prices, Facilitators / owners and Visibility before saving.
Select Save Date for one date or Save Dates for several. Cademy shows Updates saved and returns to the saved dates list.
Example of two days selected in the calendar and their two rows under the Selected Dates: heading.
In the editor’s saved Dates list, select Load More to show more upcoming dates. To find earlier dates, tick Show passed dates and use Load More Passed Dates when it appears.
With Individually, entering 12 gives each selected date 12 places. It does not split 12 places between the dates. With a block, check that both the block and its sessions allow the number of people you want to accept.
If one session needs its own limit, select its pencil icon, enter Max Spaces under Booking, and select Save before selecting Save Dates. A lower session limit also restricts bookings for the whole block.
For venues, addresses and online joining links, see Set the Course Venue or Online Joining Link. For how a date’s time zone works, see Set Time Zones for Course Dates.
Visibility needs the Private Course Dates feature on your plan. A date set to Private is left out of the public course page and of the date list in checkout. Private does not lock the date: anyone who has its checkout link can still book it, under the same booking rules as any other date.
To link a private date to a company, see Offer a Private Course Date for One Group or Company.
Import Course Dates With Multiple Sessions From a Spreadsheet
To add many dates at once, including blocks with several sessions, use the Course Dates Import with a CSV or Excel file. Rows with the same Block Name become one block. See Import Course Dates (Classes and Sessions) from a Spreadsheet.
Change the Time, Currency or Details of One Saved Date
Use this when the date already exists. For a whole block, choose the block’s top card. For one session, choose that session’s card. Change only the fields you need. To change the number of places or the price of one date, follow Set Places and Prices for All Dates or Just One Date.
Select Courses, then open the course. Find the dates on the left. If the list is hidden, select View All Dates.
Find the date or block under Upcoming or Past. If the date is not listed, select Load More at the end of the list. A block in progress appears under Upcoming, with its finished and remaining sessions together and a label such as “1 of 2 sessions done”. Select Expand sessions on a block if you need one of its sessions.
On the card you want to change, open the three-dot menu and select Edit. Check the dates at the top of the window so you know which one you are editing.
For the session’s time, use Start Date & Time and End Date & Time under Schedule. Check the time zone too.
For a different currency, select the currency symbol under Pricing. This changes the currency for every offer and add-on on that date, without converting the numbers. Review all the amounts before saving. A block’s sessions use its currency; change it on the block’s top card. Follow Choose the Currency for Your Course Prices for the restrictions on dates with bookings.
Select Save in the date editor. Cademy shows Date updated.
Reopen the same card’s three-dot menu and select Edit. Check the values you saved.
Example of the three-dot menu on a date card, with Edit highlighted.
Select the symbol beside Price to open Currency for This Date. This example uses a GBP course. Select the screenshot to enlarge it.
Editing one separate date does not edit the other dates. A block’s start and end come from its sessions. Edit those sessions to change when the block runs. The top block’s date and time fields cannot be edited directly.
A session that cannot be booked separately has no Pricing section. Set the whole-block price on the block’s top card. Only turn on Individually bookable under Booking if you want to sell that session on its own.
Duplicated Dates: How to Tell Which Date Is the New One
To add a date like one you already have, open the date card’s three-dot menu and select Duplicate. Cademy shows Date duplicated. and adds a copy with the same date and time, places, prices, currency, delivery, location, facilitators, session name and description. Duplicating a block copies the block and all its sessions. The copy does not include the online joining link, Facilitator Notes or a private date’s Linked Organisation; add them to the copy if it needs them.
The copy has no bookings. Its places count on the card starts at 0, for example 0 / 12, while the original shows its booked places. If neither date has bookings yet, the two are the same and you can change either one. Open the copy’s three-dot menu, select Edit and change its Start Date & Time and End Date & Time straight away, then check its currency and prices before people book it.
Old Dates Still Showing Days After You Changed the Course Dates
Adding new dates does not replace or remove the dates you already have. If the old dates still appear on your course page, they are still saved on the course. To move a date to a new time, edit that date, as described above. To remove a date that should no longer run, follow Cancel or Delete a Course Date or Block.
Also check that you changed the date itself and not only the course defaults under Pricing & Delivery. Course defaults are starting settings for new dates; they do not change dates already saved.
Add Room or Arrival Instructions to One Course Date (Description)
Use the date’s Description for learner information specific to that date, such as its room, meeting point or arrival instructions. The date Description can also appear on public course date listings, so use wording suitable for people viewing or booking the course. This is separate from the main course Description. Facilitator Notes is for staff; learners do not see that field.
Select Courses and open the course. Select View All Dates if the date list is hidden.
Find the date under the upcoming or past dates tab. Open its three-dot Date actions menu and select Edit. For a block session, select Expand sessions first and use that session’s own menu. Check the date or session at the top of the editor.
Scroll to Other. Use Session name if the date needs a name, then enter the learner instructions in Description. For example: Room: Oak Room; please check in at reception.
Keep private staff information in Team > Facilitator Notes. If learner instructions are only there, move that learner-facing wording into Description.
Select Save. After Date updated, reopen the same date or session and check its saved information.
Use Description for learner instructions and Facilitator Notes for private staff information. Select the screenshot to enlarge it.
To include this text in an email, insert Mail Merge > Occurrence Description in each relevant saved custom confirmation and reminder template. The tag inserts the whole connected date or session’s Description; saving a Description alone does not add it to every email or send an update to existing participants. See Personalise Emails with Mail Merge Tags.
For one date that runs over two days, write both days in its Description, for example Day 1 Room: Oak Room; Day 2 Room: Willow Room. Use a semicolon between the days because ordinary line breaks run together when this text is inserted into an email. For a block, check the relevant session as well as the block because automatic reminders can use a particular session’s information.
Allow Bookings After a Block Has Started
A block can stop accepting bookings after it starts even when places remain. Use this setting if you want people to join a block that is already running.
Select Courses, then open the course. Select View All Dates if needed and find the block under the upcoming or the past dates tab.
On the block’s top card, select the three-dot menu, then Edit.
Under Schedule, turn on Bookable after the start date.
Select Save. Reopen the block’s editor to check that the setting is on.
This allows the started block to be offered for booking while it has not ended. The space limits and other booking settings still apply. It does not reopen a block that has finished.
Change Several Separate Dates at Once (Shared Edit)
Use the shared editor to change the same setting on several dates that are not in a block, for example the places, prices, venue, facilitators, visibility or currency. For blocks and their sessions, use the individual editing steps above.
Select Courses, open the course, then select Edit Course and Dates. Select Show passed dates if an old date is missing.
Tick the box beside each date. Select Edit 2 dates, or the button showing the number you selected.
Leave How are the dates booked? set to Individually.
Select Change Default Settings, Spaces, Location or Price (Change Defaults on a narrow screen). The window is filled in from the first date you ticked.
Change only the settings that should be the same on every selected date. A setting you change here is saved on every selected date. A setting you leave alone keeps each date’s own value. This applies to Max Spaces, the prices, the delivery and location, Facilitators / owners and Visibility.
To change the currency, select the currency symbol beside a price and choose it in Currency for These Dates. If the dates use different currencies and you pick none, each date keeps its own currency.
Select Save Dates. Cademy shows Updates saved.
Select the course name at the top to return to its dashboard. Reopen each date through its three-dot menu and Edit to check the saved settings.
Example of two dates ticked, with the Edit 2 dates button above the list.
Visibility shows Public when the window opens, whatever the dates have. If you leave it, each date keeps its visibility. If you change it, the value is saved on every selected date, and a date saved as Public loses its Linked Organisation and Key Contact.
If one selected date needs a different limit, open its pencil icon, enter its own Max Spaces value and select Save before selecting Save Dates. Opening and saving without entering a number does not set a separate limit.
A date that already has bookings can refuse a currency change. See Choose the Currency for Your Course Prices. Selecting a block’s row or its pencil in the list under Edit Course > Dates opens this same shared editor for the block and all its sessions, and ticking one date and selecting Edit 1 date opens it for that date.
Tell the People Booked When You Change a Course Date
Editing a saved date keeps its bookings: the people booked stay on that date with its new details. To put someone on a different date instead, see Move or Transfer a Participant to Another Date or Course.
Customers and participants: saving a date does not send them an email about the change. Tell them yourself: open Courses, choose the course and the date or block, then select Registrants. Tick the people and select Send Email. See Send an Email to Course Participants or Contacts.
Automatic reminders: reminder emails are chosen each hour from the date’s saved start, so they follow the saved time. If the new start is already closer than a reminder’s lead time, that reminder is not sent. An email that was already sent keeps the old details, and a reminder can go out again if you move the date later. See Set Up Automatic Confirmation and Reminder Emails.
Your team: team members assigned to the date or block are emailed when its start or end time, delivery method, address, joining link or key contact changes, if Assignment & Date Update Emails is on. See Choose Facilitator Emails and Calendar Invitations.
Connected calendar: if the course is synced to a connected calendar, Cademy updates the event for the date or session you changed. See Sync Course Sessions with Google or Outlook Calendar.
Blended courses: if lessons open or fall due relative to the course date, Cademy works out learners’ lesson reminders again after the change. Review those lessons in Release Lessons Over Time and Set Due Dates.
If saving returns an error or the result is unclear, reopen the saved date list before trying again and check what is actually saved. Do not add the same sessions again simply because you did not see a success message. If you cannot tell what was saved, contact Cademy Support with the course, the affected dates and the error.
Cancel a Date, Session or Block That Has Bookings
To cancel a date, a session of a block or a whole block, including what to do with the people booked and their reminders, follow Cancel or Delete a Course Date or Block.
Set the Number of Places and Prices for Course Dates
Places and prices are set for the whole course or for one date in Set Places and Prices for All Dates or Just One Date.
What Changing the Course Default Price or Places Does to Existing Dates
Give One Course Date Its Own Prices
Number of Places on a Course Date (Max Spaces)
Set the Course Default Places and Prices
Change the Number of Places for a Whole Block
Frequently asked questions
Why can I not select Block?
Select at least two days in the calendar first. A block groups sessions, so Block and Block or Individually stay unavailable while only one date is selected.
Does the Save inside a session’s pencil editor finish adding my dates?
No. When you open a session’s pencil editor from Selected Dates:, its Save returns the changed session to the prepared list. Select Save Date or Save Dates to save that list.
Why is an older date missing from the list?
On the course dashboard, check Past and select Load More if the date is not yet listed. A finished session in a block that is still in progress stays under Upcoming; find the block and select Expand sessions. Under Edit Course > Dates, select Show passed dates and use Load More Passed Dates when it appears.
Does changing a date move someone to another booking?
No. Editing a date changes that date for everyone booked on it. To move one person to a different date, use Move or Transfer a Participant to Another Date or Course.
Are customers told when I change a date?
Not by the save itself. Email the people booked from the date’s Registrants tab, as described in “Tell the People Booked When You Change a Course Date” above.
Why does a customer see the wrong price or cannot book a date?
Check the settings saved on that date, not only the course defaults. For every check to make, see Why Can't Customers Book My Course or Date?.