This guide is for course providers adding or changing dates for an On set dates or Blended course. It explains where to set prices and places, what each change affects, and why customers sometimes cannot book.
You need to be a System Admin or a Course Owner with access to the course. Start at https://admin.cademy.io.
First, check which settings you are editing
A course is the overall course listing. A date is one scheduled session of that course. For example, one First Aid course could have a date on Monday and another on Friday.
You can set prices and places in two different places. The fields look similar, but they do different jobs:
Where you are | What these settings do |
Courses > open your course >Edit Course >Pricing & Delivery | These are the course defaults, also called “top-level settings”. They provide the starting prices and places when you add dates. |
Courses > open your course > a date’s three-dot menu >Edit | These are the settings for the date you selected. Use this to change that date’s places or prices. |
Changing a course default does not replace a value already saved on a date. If a customer sees the wrong price or cannot book a date, check that date’s settings.
Prices and places are separate settings. For example, a date can have its own number of places and still use the course’s price offers.
What happens when you change the course defaults?
Prices
A date can use the course’s price offers, or it can have its own list of offers. An offer is a booking choice such as General Admission or Student.
If the date uses the course offers, changing those offers changes the prices offered for that date.
If the date has its own offers, it keeps them. Changing the course offers does not replace them or add a new offer to that date.
When you change a price or add an offer in a date’s editor and select Save, that date has its own offer list. Later course-price changes do not replace that list.
Example: the course price is £140, but Monday has its own price of £240. Customers booking Monday are offered £240. To charge £140 for Monday, change Monday’s price. Changing the course price again does not replace Monday’s saved £240 price.
Places
Max Spaces means the total number of places, including places already booked. If it is 12 and 5 places are booked, there are 7 left.
When you add a date, Cademy saves a number of places for it. This starts with the course default unless you choose a different number. Changing the course default later does not replace that saved number.
Example: you add Monday with 12 places, then change the course default to 20. Monday still has 12 places. A new date you add using the new default starts with 20.
If a date has no number saved, Cademy uses its block’s limit, or the course default if there is no block limit. A saved 0 is different: it means no places can be booked.
Choose whether people book one date or a whole block
A block is a group of sessions sold together, such as a six-week course. You might call it a cohort or a term. Each session also appears as a date inside the block.
When adding dates, choose how customers can book them under How are the dates booked?:
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. |
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.
Set the course defaults
Use this to set the starting number of places and prices for dates you will add.
Select Courses, then open your course.
Select Edit Course, then Pricing & Delivery.
Enter the total places in Max Spaces. Set the course prices in the pricing area.
Select Save. Cademy shows Course saved.
To change a date you have already added, use the date-editing steps below. For full offer and add-on options, see Price Offers & Add-ons.
Add dates or a 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:.
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.
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.
Changing Visibility requires the Private Course Dates feature on your plan. A date set to Private is hidden from the public course page and checkout.
If you are a System Admin, a private date’s Booking > Linked Organisation lets you select an existing organisation or use Create Organisation without leaving the date. Clear any search text to see that option. The New Organisation panel saves the company and selects it automatically; save the date to keep the link. See Managing Private Dates on Cademy for the full steps.
Change the places, price or time for one saved date
Use this when the date already exists. For a whole-block price or limit, choose the block’s top card. For one session, choose that session’s card. Change only the fields you need.
Select Courses, then open the course. Find the dates on the left. If the list is hidden, select View All Dates.
Use Upcoming Dates or Past Dates to find the date or block. 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 places, go to Booking and enter the total in Max Spaces. Include the places already booked.
For a price, go to Pricing. If you see one Price field, change it there. If you see a list under Price Offers, select the offer, change Price, then select Update Price.
Select Save in the date editor. Cademy shows Date updated. Updating a price inside its smaller window does not replace this final Save.
Reopen the same card’s three-dot menu and select Edit. Check the values you saved.
Editing one separate date does not edit the other dates. For a block, its sessions use their own saved limits where present; otherwise they use the block’s limit.
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.
Change places for a whole block
A whole-block booking needs a place in the block and in every session. Increasing the block’s limit does not replace lower limits saved on its sessions.
Select Courses, then open the course. Select View All Dates if the date list is hidden.
Find the block using Upcoming Dates or Past Dates. On its top card, select the three-dot menu, then Edit.
Under Booking, enter the total places in Max Spaces, then select Save.
Select Expand sessions on the block card. On each session’s card, select the three-dot menu, then Edit.
Under Booking, enter the number of places that session can take and select Save. Repeat for every session. To allow the same number throughout, enter the block’s number on every session.
Check both Upcoming Dates and Past Dates if some sessions have finished. Reopen the block and each session to check their saved Max Spaces values.
The top block card can show spare places even when a session is full. Check the sessions too. Bookings for individual sessions do not appear in the top block card’s booked count.
A place booked for the whole block counts in every session. Do not add those session counts together to count the people booked on the block. If sessions can be booked separately, those bookings must also fit within the session and block limits.
Allow bookings after a block starts
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 Upcoming Dates or Past Dates.
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 together
Use this for dates that are not in a block. For blocks and their sessions, use the individual editing steps above.
Editing dates together also applies shared prices, delivery details, staff and visibility. If those settings need to stay different, edit each date separately.
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). Enter the total places for each date in Max Spaces.
Check the prices, delivery details and Facilitators / owners. Check Visibility: it starts as Public here. If that control is disabled and you need to keep a date private, close without saving and edit the date separately.
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.
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.
Avoid using this shared edit for existing blocks: saving sessions together can make all of them individually bookable when only some were before.
Frequently asked questions
I have four cohorts with 30 places each. Should the course default be 30 or 120?
Use 30 as the course default if each new cohort should start with 30 places. Set each block and its sessions to allow 30. The four blocks can then hold 120 places in total. You do not need to put 120 in the course default. The blocks do not share one pool of 30 places.
The course says 30 places, but the date says 0. Which number is used?
A saved 0 on the date is used, so customers cannot book it. The 30 in Pricing & Delivery does not replace that saved 0. Open the date’s three-dot menu >Edit >Booking, enter the number you want in Max Spaces, then select Save. If it is a session inside a block, check the block’s limit too.
I changed the course limit. Do I also need to change dates I already added?
Yes, for dates that have their own saved number. A date saved with 12 places stays at 12 when you change the course default to 20. Edit that date’s Max Spaces to make it 20. You can change several separate dates using the shared-edit steps above.
Why do both editing screens look the same?
They show similar fields because both let you enter prices and places. Edit Course >Pricing & Delivery changes course defaults. A date card’s three-dot menu >Edit changes that date. For a problem with an existing date, open the date’s editor.
Why does the course show £140 in admin, but customers see £240?
Check the price saved on the date the customer selected. If that date has its own £240 offer, changing the course default to £140 does not change it. Open that date’s three-dot menu >Edit >Pricing, change its price to £140, then select Save in the date editor. If you edited an offer in a smaller window, select Update Price there first. For a whole-block booking, edit the block’s price.
I added a Student offer to the course. Why is it missing from an existing date?
If the date has its own offers, it keeps that list. The new course offer is not added to it. Open the date’s three-dot menu >Edit >Pricing. If you see Custom Offers & Add-ons, select it to show the offers. Select Add Price, leave Create an Offer selected, and enter the Name and Price. Select Create Price, then Save in the date editor. The offer is saved on that date. Repeat for other dates that have their own offer lists.
The offer is saved on the date, but it still does not appear. What else should I check?
Open that date’s Pricing. If you see Custom Offers & Add-ons, select it to show the offers. Select the offer and open More Options. Check Available from (optional) and Available until (optional). An offer is hidden before its start or after its end. If you change these values, select Update Price, then Save in the date editor.
There are places left. Why does the course show Join Waitlist?
Check the actual date or block, not only the course default. It needs available places and dates that can still be booked. If a block has started, turn on Bookable after the start date under Schedule in the block’s editor, then select Save. This works only while the block has not ended. Also check every session’s limit and Booking >Visibility: private dates are hidden from public booking. See Waitlists to manage people waiting for a place.
The block is set to 50 and has 30 places booked. Why can nobody else book?
Check the sessions. If one session is still limited to 30, the 30 whole-block places have filled it. To make room for 20 more whole-block places, the block and every session must allow 50. The top block card’s 30 / 50 count does not prove there is room in every session.
Why does a session show 0 even though people can book the block?
The editor also shows 0 when a session has no limit saved. In that case, Cademy uses the block’s limit, or the course default if the block has none. This is different from a saved limit of 0. Enter the intended number in that session’s Max Spaces and select Save to give it a clear saved limit.
Why does my session checkout link show other dates instead of just that session?
Check whether that session can be booked separately. A session that is not individually bookable cannot be bought on its own. Its link cannot change that. If you sell the whole block, open the block’s top-card three-dot menu and select Copy Checkout Link. If you want to sell the session separately, open the session’s Edit window, turn on Individually bookable under Booking, check its Max Spaces and Pricing, then select Save. Copy the link from that session’s three-dot menu. A checkout link selects a date that can be booked; it does not hide all other dates.
Someone has already booked. Which link lets them return without booking again?
Send their personal course access link. Open Courses, choose the course and their date or block, then select Registrants. Tick the person’s checkbox and select Email. In the email body, use Mail Merge >Course access button. This creates the link for that person. Add a subject and message, then use Preview to check it before sending. See Using Mail Merge Tags in Emails and Send Emails to Orders, Registrations and Contacts for the full steps.
Why are more places booked than there are attendee names?
An order for 5 places holds all 5 even if only 3 names have been added. Orders awaiting payment also hold places. Places added by an admin or imported from a file count too. Each whole-block place counts in every session, so do not add those session counts together to count the people in the block.
Does lowering Max Spaces remove existing bookings?
No. If 12 places are booked and you lower Max Spaces to 10, those bookings remain. Customers cannot book another place while the date is full.
Does cancelling a person free a place?
A place held by an order stays reserved until it is removed from that order. Cancelling only the person’s registration does not reduce the order’s places. If the person was added or imported without an order, cancelling the registration stops it counting. See Cancellations & Refunds.
Can an admin add someone when the date is full?
Yes. Admins can create an order or add a registration even when the date is full. Check the booked count before adding places manually.