This guide is for course providers who want to download their Cademy records as a spreadsheet file, once or on a regular schedule. It explains where the Export option is, how to choose the records and columns that go into the file, how to schedule an export, and where to find the finished files.
An export is a CSV file, which opens in Excel, Google Sheets and other spreadsheet programs. Every Cademy plan includes exports. Scheduled exports are part of the Teams plan. On an Enterprise plan, they are available when your plan includes them.
An order records a purchase. A participant is a person attending a course through an order. A registration records one person’s place on a course. A course date is one scheduled session of a course; some screens call it a date or an occurrence.
Where you can export
Exports start from the page that lists the records. Each page below has an Export option above its list. The list shows what one row of the file represents.
Courses, in List View: one row per course.
Courses, in Date List View: one row per course date.
Contacts: one row per contact.
Organisations: one row per organisation.
Orders: one row per order, participant, invoice or invoice line. You choose which in the export window.
Invoices and Payments, which are tabs on the Orders page: one row per invoice, or one row per payment record.
Registrations: one row per registration.
Forms and Reviews: the Responses tab of a form exports that form’s responses. The Reviews page, if your account has it, exports reviews.
You can also export orders and registrations from inside a course, on its Orders and Registrants tabs, and orders, registrations and contacts from an organisation’s page. An export opened there contains only the records of that course, course date or organisation.
A course’s Overview tab has one more export: select the File Actions icon, then Export. It exports the orders or registrations listed on that tab, and only those with an active status.
There is no export on the Week, Month, Year and Timeline views of the Courses page, on the Credit Notes tab, on the Tasks page or on the Reports page.
Who can export
Which exports you can use depends on your role in the account: System Admin, Course Owner or Facilitator. The Contacts, Organisations, Orders, Invoices, Payments and Registrations pages are open to System Admins only. The Courses page is open to all three roles. Forms and Reviews are open to System Admins and Course Owners.
A System Admin’s export contains every matching record. For a Course Owner or Facilitator, an export contains only the records that user has access to:
A courses or course dates export lists only the courses and dates that the user, or a user group the user belongs to, is assigned to as owner or facilitator.
A registrations export lists only the registrations on those courses and dates, and leaves out the price and payment columns.
Prepare the records to export
An export contains every record that matches the list’s filters, not only the rows on the page you are looking at. Set the list up before you select Export.
Apply filters, or open a saved filter or view. Filters, saved filters and views always limit the export. To filter a list or use a saved filter or view, see the guide to filtering and sorting lists.
On the Courses page, in List View and Date List View, and on the Contacts and Organisations pages, the text in the search box also limits the export.
On the Orders, Invoices, Payments and Registrations pages, the search box does not limit the export on every account. Cademy has two list toolbars, and which one you see on these pages is set for your whole account. The View toolbar has a View button beside Filter and applies the search text to the export. The Saved Filter toolbar has no View button and does not apply it. When the file must hold an exact set of records, clear the search box and use a filter, saved filter or view. The list on screen and the file then hold the same records.
On a form’s Responses tab and on the Reviews page, the search box never limits the export. Use the filters on those pages.
In Date List View, select Upcoming Dates or Past Dates first. The export contains the dates of the tab you are on.
Export data immediately
Follow these steps to create a file straight away.
Sign in to the admin dashboard and open the page that lists the records, for example Orders.
Apply the filters, saved filter or view you need, as described under “Prepare the records to export” above.
Select Export above the list. On the View toolbar, Export is a button when the buttons fit. When they do not fit, open the menu button marked with three dots and select the item that begins with Export. Once the list has loaded, its name includes the number of records, for example Export 25 Orders…. The export window opens. On the View toolbar, Export cannot be selected while the list has no records.
If the window shows Records, choose what each row of the file represents. See “Choose what each Orders export row represents” below.
If the window shows Columns, select All Columns, Visible Columns or Choose Columns. See “Choose and order export columns” below.
If the window shows Export Timing, select Now.
Select Export Now.
Four exports have none of these choices: Courses in List View, Payments, form responses and reviews. For these, Cademy starts creating the file as soon as the export window opens.
While Cademy creates the file, the window shows Your export is being generated. When the file is ready, the window shows Your export is ready. Select Download CSV to save the file.
You do not have to wait. If you close the window, Cademy still creates the file. You can get it in two other ways:
By email. Cademy sends the person who started the export an email with a button that downloads the file. The link behind the button expires, at the latest after 3 days. Cademy does not send this email while emailing is switched off for your account. To have emailing switched on, contact Cademy Support.
From Settings. A System Admin can download the file under Settings, then Exports. See “Manage scheduled exports and download previous files” below.
The window checks for the file for five minutes. If the file is not ready by then, close the window and use the email or the Exports page instead.
Choose what each Orders export row represents
An export opened from an Orders list, on the Orders page, in a course or on an organisation’s page, shows a Records section with four options:
Orders: one row for each matching order. This option is selected to begin with.
Participants: one row for each participant on a matching order. The details of the order, of the booker (the person who placed the order), of billing and of the invoice are repeated on each row. A person booked on two courses in the same order has two rows. Cancelled registrations are left out.
Invoices: one row for each invoice that belongs to a matching order.
Line Items: one row for each line of those invoices.
The option you choose decides which columns the file can contain, so choose it before you choose columns.
In an Invoices export, an order with no invoice adds no row, and an order with several invoices adds one row for each. Invoices of every status are included, draft and void invoices too. The Status column shows each invoice’s status.
Course and course-date filters
An Orders list is limited to a course or course date when you filter it that way, or when you open it inside a course. Three of the options then handle orders that cover several courses in different ways:
Participants: only participants of that course or course date are included. Participants of other courses on the same order are left out.
Invoices: an invoice is included when at least one of its lines is for that course or course date. Its row shows the whole invoice, with the totals for all of its lines.
Line Items: only the invoice lines for that course or course date are included. Lines for other courses, and lines that are not for a course, are left out.
When an invoice also has other lines, the lines in a filtered Line Items export add up to less than the invoice total.
Choose and order export columns
Orders, Registrations, Contacts, Organisations and Invoices exports let you choose the columns. Their export window shows a Columns section with up to three options:
All Columns: every column available for this export.
Visible Columns: the columns shown in the table on the page at that moment. The file uses Cademy’s standard column order, not the order on screen.
Choose Columns: the columns you pick, in the order you set.
Visible Columns is not offered for Invoices or Line Items exports opened from an Orders list. The Invoices page offers all three options.
Courses, course dates, Payments, form responses and reviews always export a fixed set of columns, so their export window has no Columns section.
Choose and arrange the fields
Use Choose Columns to decide exactly which columns the file contains and in which order.
Open the export window, as described under “Export data immediately” above.
If Records is shown, choose the record type first. Changing it afterwards clears your column choice.
Under Columns, select Choose Columns. Two lists appear. The left list holds every available column, in groups. The right list holds the chosen columns, numbered in order. It starts with your remembered selection or, when there is none, with a starting set that Cademy provides.
Type in Search columns… or scroll through the groups, then tick a column to add it. A ticked column is added to the end of the right list.
To change the order, drag a column by its handle or use its up and down arrows. The order from top to bottom becomes the order of the columns in the file from left to right.
To leave a column out, untick it in the left list or select the cross beside it in the right list.
Continue with the export. Where Export Timing is shown, select Now or On Schedule.
The file contains only the chosen columns. At least one column must be chosen: with an empty list, Cademy shows Pick at least one column. and does not start the export.
Reuse the selection and order
When you start or schedule an export with Choose Columns, Cademy remembers the chosen columns and their order. The next time you select Choose Columns for the same kind of export, the right list starts with that selection.
Each kind of export keeps its own selection. For example, the Orders, Participants, Invoices and Line Items options each remember a different one.
The selection is stored in your web browser for your Cademy account. It does not follow you to another computer, browser or browser profile. Anyone who uses the same browser profile for the same Cademy account sees the same selection.
If the browser does not allow Cademy to store site data, the export still runs but the selection is not remembered. Closing the window without exporting keeps the earlier selection.
If a custom field in the selection is deleted, Cademy drops that column and keeps the others in their order. Fields created later are not added to the selection automatically.
Export discount details
Exports with Records set to Orders or Participants can include three discount columns:
Discounts Applied: the name of each discount on the order. For a discount applied with a promo code, the code is shown.
Discount Percentage: the rate of each percentage discount, for example 20%. It is empty for fixed-amount discounts and for orders without a discount. Several rates are separated by commas, and a repeated rate is shown once.
Total Discount Amount: the total amount taken off the order by all its discounts.
In a Participants export these are values for the whole order, so every participant row of the order shows the same discount details.
To include them, select All Columns, or select Choose Columns and tick the three columns in the Order group.
These three columns are not offered when Records is set to Invoices or Line Items. A Line Items export has a Discount Amount column for each invoice line instead.
Export organisation and participant form answers
A Participants export can include your custom organisation fields and registration fields. These hold answers given on your booking forms.
Organisation Fields: the answer saved with the order. If the order has no answer for a field, the value saved on the order’s organisation is used. The same value is repeated on every participant row of the order.
Registration Fields: each participant’s own answers. A row never shows another participant’s answer.
Organisation Fields are empty when the order has no answer and no organisation. Yes or no answers are exported as true or false. An address field is exported as six columns, one for each part of the address. File upload and statement fields cannot be exported.
To include these fields, set Records to Participants. Then select All Columns to include every field, or select Choose Columns and tick fields in the Organisation Fields and Registration Fields groups. The two groups are not offered for the Orders, Invoices or Line Items options. You can use these fields in an export created with Now or On Schedule.
Schedule an export
A scheduled export creates the same export again every day, week or month and emails a download link to the people you choose.
Scheduling needs a plan that includes Scheduled Exports: the Teams plan, or an Enterprise plan that includes it. Without it, On Schedule cannot be selected and carries the label Cademy Teams Feature.
You can schedule exports of course dates, orders (all four Records options), registrations, contacts and organisations. You cannot schedule the course list in List View, the Invoices page, Payments, form responses or reviews.
Open the page that lists the records and apply the filters, saved filter or view you need. For course dates, open Courses, select Date List View, then select Upcoming Dates or Past Dates.
Select Export. If the window shows Records or Columns, choose them as for an immediate export.
Under Export Timing, select On Schedule.
Under Schedule, select Daily, Weekly or Monthly.
Choose the Time. For a weekly schedule also choose the Day of Week, and for a monthly schedule the Day of Month, from 1 to 28. Times are full hours.
Under Recipients, check who receives the file. You are added to begin with. To add people, search for users of your account or type an email address. At least one recipient is needed.
Optionally, enter an Export Name. Cademy uses it in the subject of each email.
Select Schedule Export. Cademy confirms with the message Export schedule created. and closes the window.
When a scheduled export runs
The time you choose is in your Cademy account’s time zone. Cademy starts due schedules once an hour.
A new schedule first runs at its next due time. If that time has already passed when you create the schedule, Cademy creates the first file at the next hourly run and does not wait for the next day, week or month. This happens with a daily schedule created later in the day than its time, a weekly schedule created later on its chosen day, and a monthly schedule created after its chosen day and time in that month.
Each run applies the saved filters again, so the file contains the records that match at the time of the run.
What recipients receive
After each run, every recipient gets an email with a button that downloads the file. If the export fails, they get an email that says so.
Important: The email contains a download link, not an attachment. Anyone who has the link can download the file without signing in to Cademy until the link expires, at the latest after 3 days. Add only recipients who are allowed to see the data.
When a user is archived, Cademy removes them from the recipients of scheduled exports where they were selected from the list of users. A recipient whose email address was typed in is not removed and keeps receiving the download link. To remove that address, delete the schedule and create it again. A schedule that is left without recipients still runs, but sends no email. For what else archiving changes, see Archive and Reactivate a User or Facilitator.
Cademy sends no export emails while emailing is switched off for your account. The files are still created, and a System Admin can download them under Settings, then Exports.
Limits of a scheduled export
A schedule cannot be edited. To change its filters, columns, time or recipients, create a new schedule and delete the old one.
A scheduled course dates export does not move forward with the calendar. Cademy fixes the line between upcoming and past dates at the moment you create the schedule. A schedule created on Upcoming Dates keeps including dates that have ended since then. A schedule created on Past Dates never includes them. To move the line to the present, delete the schedule and create it again.
A scheduled registrations or course dates export contains no more than the records that the person who created the schedule has access to at the time of each run. If that person no longer has access to your account, for example because they were archived, the files contain no rows.
Archiving the user who created a schedule does not pause or delete the schedule, and a schedule cannot be passed to another user. The schedule keeps running, and the recipients who remain keep receiving the download link. A scheduled orders, contacts or organisations export keeps its filters and columns. A scheduled registrations or course dates export then creates files with no rows: a System Admin deletes the schedule under Settings, then Exports, and a user who has access to the records creates it again. The Scheduled Exports section does not show who created a schedule, so find the schedule by its name, schedule and recipients.
A registrations schedule created by a Course Owner or Facilitator is also limited to the courses and dates that person had access to when the schedule was created. Courses assigned to them later are not added.
In a scheduled registrations export, the price and payment columns are removed from later files if the person who created the schedule is no longer a System Admin.
Manage scheduled exports and download previous files
System Admins manage exports on the Exports page.
Select Settings in the main menu.
Select Exports, under Tools. The page has two sections, Scheduled Exports and Export Runs.
Scheduled Exports
This section lists every schedule that has not been deleted, with its Name, Status, Schedule and Recipients. Hover over the recipients to see the full list. A schedule created without an Export Name has a name made from its frequency, type and time, for example Daily Orders Export at 09:00.
The Actions column has icon buttons. Hover over an icon to see its name.
The pause icon, Pause: the schedule’s status changes to PAUSED and it creates no files.
The play icon, Resume, shown on a paused schedule: the schedule runs again. If a run time passed while it was paused, it runs at the next hourly run.
The bin icon, Delete: the schedule is removed as soon as you select the icon, with no confirmation step. Files it has already created stay under Export Runs.
Export Runs
This section lists the 50 most recent exports of your account, immediate and scheduled, whoever started them. Each row shows the Date, the Data Type, the Type (Manual or Scheduled), the Status and a Download column. Course date exports have the data type Occurrences, form responses and reviews exports have Form_responses, and all four Orders options have Orders.
PENDING or IN PROGRESS: Cademy is creating the file.
COMPLETED: the file is ready. For seven days after the export finished, the row has a Download button. After that, the Download column shows Expired.
FAILED: no file was created. Run the export again. If it fails again, contact Cademy Support with the date and data type of the failed export.
Frequently asked questions
Can I export the Reports charts?
No. The Reports page has no export. To download the records behind a chart, open the Orders, Registrations, Invoices or Payments page, apply the filters you need and export from there.
Does the order in Choose Columns match the file?
Yes. The order of the chosen columns from top to bottom is their order in the file from left to right. The file contains only the chosen columns.
Why is Discount Percentage empty?
The column is filled only when the order has a percentage discount. It is empty for fixed-amount discounts and for orders without a discount. Use Total Discount Amount to see the amount taken off by all discounts.
Why can I not see an organisation or registration field in the column list?
Check that Records is set to Participants. Your custom fields are then listed in the Organisation Fields and Registration Fields groups. File upload and statement fields are not offered.
Why is a different column order shown on another computer?
The remembered selection is stored in the browser where the export was started. Set the order again in each browser you use. Another person who uses the same browser profile for the same Cademy account sees the same selection.
Why was my column selection not remembered?
Cademy saves the selection only when an export is started or scheduled with Choose Columns, and only if the browser allows Cademy to store site data. If storage is blocked or full, the export runs but the selection is not saved.
Why does a Line Items export add up to less than the invoice total?
The Orders list was limited to a course or course date. A filtered Line Items export contains only the invoice lines for that course or course date, and the invoice has other lines.
Why can I not see Visible Columns?
Visible Columns is not offered for Invoices or Line Items exports opened from an Orders list. Use All Columns or Choose Columns.
Why can I not see Choose Columns?
Courses, course dates, Payments, form responses and reviews export a fixed set of columns. Their export window has no Columns section.
Why can I not select On Schedule?
Scheduling needs a plan that includes Scheduled Exports. Without it, On Schedule is shown with the label Cademy Teams Feature and cannot be selected. If Export Timing is not shown yet, select an option under Columns first. If it is still not shown, the export cannot be scheduled: this applies to the course list in List View, the Invoices page, Payments, form responses and reviews.
Why did my export include more records than my search results?
On the Orders, Invoices, Payments and Registrations pages, the search text limits the file with the View toolbar and not with the Saved Filter toolbar, and the toolbar is set for your whole account. On a form’s Responses tab and on the Reviews page, the search text never limits the file. Clear the search box, narrow the list with a filter, saved filter or view, and export again.
Where can I download an export again?
A System Admin can open Settings, then Exports, and find the file under Export Runs. The Download button is shown for seven days after the export finished.
Why did the export email not arrive?
The email for an immediate export goes to the person who started it. The email for a scheduled export goes to the schedule’s recipients. Check the spam folder first. No export email is sent while emailing is switched off for your account, and an archived user who was selected from the list of users is removed from scheduled export recipients. In every case, a System Admin can download the file under Settings, then Exports.
Which column holds the ID I need for an import?
A course dates export, started from Date List View on the Courses page, always contains the Course ID, Occurrence ID and Occurrence Code columns. A Contacts export contains the Cademy ID column when you select All Columns. With Choose Columns, tick Cademy ID in the Contact group. The starting set that Cademy provides does not include it. Visible Columns does not include it either, because the Contacts table has no column for the ID.
Why does a value in the file start with an apostrophe?
In these exports, Cademy puts an apostrophe in front of a value that starts with =, +, - or @: courses, course dates, Contacts, Organisations, Registrations, Payments, form responses, reviews, and Invoices and Line Items. A spreadsheet program then treats the value as text and not as a formula. Phone numbers that start with + and negative numbers are affected. Orders exports with Records set to Orders or Participants do not add the apostrophe.