This guide is for course providers who want to download records from the Cademy admin dashboard as a spreadsheet: bookings and orders, registrations (the people on your courses), contacts, invoices, payments and courses.
Exports are CSV files, which open in Excel, Google Sheets and similar programs. Every Cademy plan includes exports. To have an export created again every day, week or month and emailed to you, see Schedule a Regular Export Sent by Email.
An order records a purchase, also called a booking. 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.
Export a List as a CSV File (Download a Spreadsheet)
Exports start from the page that lists the records, such as Orders, Registrations or Contacts. The file contains every record that matches the list’s filters, not only the rows on the current page.
Sign in to the admin dashboard and open the page that lists the records, for example Orders.
Apply the filters or saved view you need, as described under “Choose Which Records Go into an Export” below. Check Search too.
Select Export above the list. If it is hidden, open the menu marked with three dots and select the item beginning with Export. On lists that show a count, its label includes the number of matching records. The export window opens.
If the window shows Records, choose what each row of the file represents. Orders offers four types, explained below.
If the window shows Columns, select All Columns, Visible Columns or Choose Columns. See “Choose Which Columns Go into an Export” below.
If the window shows Export Timing, select Now.
Select Export Now. The course List, Payments, form responses and Reviews exports start as soon as their window opens, with none of these choices.
When the file is ready, the window shows Your export is ready. Select Download CSV to save it.
If you close the window, Cademy still creates the file. You can also get it:
By email. Cademy sends the person who started the export an email with a button that downloads the file. The link expires, at the latest after 3 days. No email is sent while emailing is switched off for your account; to have it switched on, contact Cademy Support.
From Settings, then Exports, for a System Admin. See “Download an Export Again or Check Its Status” below.
If the file takes more than five minutes, use the email or the Exports page.
Download a Course’s Bookings, Guest List or Attendee List as a Spreadsheet
To download the people booked on one course as a spreadsheet, such as a guest list or attendee list, export from inside the course. Cademy calls each person’s place a registration, and the course’s list of people is its Registrants tab.
Open Courses and select the course.
Open the Registrants tab. If the list is limited to one course date, the export covers only that date.
Select Export, choose the columns, select Now under Export Timing, then select Export Now.
The file has one row per registration, with the person’s contact details, registration status, course date and answers to your registration fields. For one row per order, with the booker and payment details, export the course’s Orders tab instead. To print a class list or register instead of downloading a file, see Find Who Is Booked on a Course (Registrations).
To export people across all your courses, open Registrations in the main menu instead.
Choose Which Records Go into an Export (Filters and Search)
An export contains every record that matches the list as you set it up, across all its pages:
Apply Filter conditions or open a saved view. The filters limit the export. See Find Records with Filters and Saved Views.
On Courses, Contacts, Organisations, Orders, Invoices, Payments and Registrations, Search also limits the export.
On a form’s Responses tab and on Reviews, Search does not limit the export. Use filters instead.
On Registrations, ticking rows shows a selection bar with its own Export action for the selected registrations. Select All includes matching results across pages.
In the Dates layout of Courses, open View and set Show to Upcoming or Past; that choice limits the date export. In Calendar or Timeline, set the date range with Filter: the period displayed on screen is not the export range.
Download Unpaid Orders or Enrolments to Invoice Clients
To download the orders that still need paying, for example to invoice clients: open Orders, choose All Orders, select Filter > Payment Status and choose Awaiting Payment and Payment Overdue. Add Partially Paid if you take deposits. Then select Export, keep Records set to Orders, select All Columns, select Now, then select Export Now.
Choose an Orders Export: Orders, Participants, Invoices or Line Items
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.
Participants: one row for each participant on a matching order. Order, booker (the person who placed the order), billing and invoice details repeat 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.
Custom items, such as room hire or catering, are charges without course participants, so a Participants export adds no rows for them. Orders exports include custom-item columns such as Line Item Description and Custom Items. In a Line Items export, a custom line shows custom in Line Type.
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, including draft and void, are included; see the Status column.
Orders Exports Limited to One Course or Course Date
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 differently:
Participants: only participants of that course or course date are included.
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. Those lines can therefore add up to less than the invoice total.
Include Booking Form Answers in an Export (Organisation and Registration Fields)
Answers given on your booking forms are saved in your custom fields. To include them in an Orders export, set Records to Participants. The export can then contain:
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. It is empty when the order has no answer and no organisation.
Registration Fields: each participant’s own answers. A row never shows another participant’s answer.
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.
A Registrations export, from the Registrations page or a course’s Registrants tab, also offers Registration Fields and Contact Fields groups. Organisation Fields are available only in an Orders export set to Participants.
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.
Choose Which Columns Go into an Export
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, in the table’s order.
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.
Put Export Columns in Your Own Order (Choose Columns)
Use Choose Columns to decide exactly which columns the file contains and in which order.
If Records is shown, choose the record type first. Changing it afterwards clears your column choice.
Under Columns, select Choose Columns. The left list holds every available column, in groups. The right list holds the chosen columns, numbered in order, starting with your remembered selection or a starting set from Cademy.
Type in Search columns… or scroll through the groups, then tick a column to add it 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.
Select Now if asked, then Export Now.
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. To match your contact fields’ order, tick them in the Contact Fields group and drag them into that order.
Reuse Your Export Column Selection Next Time
When you start or schedule an export with Choose Columns, Cademy remembers the chosen columns and their order for that kind of export. The Orders, Participants, Invoices and Line Items options each remember their own. The selection is stored in your web browser, so it does not follow you to another computer, browser or browser profile.
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 automatically.
Export Discount Codes Used on Orders
The Discounts page has no Export option, so the list of discounts and their codes cannot be downloaded as a file. To see which discounts and promo codes customers used, export orders with Records set to Orders or Participants. These exports 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.
Total Discount Amount: the total amount taken off the order by all its discounts.
Select All Columns, or Choose Columns and tick the three columns in the Order group. In a Participants export they are values for the whole order, repeated on each participant row. They are not offered for Invoices or Line Items; a Line Items export has a Discount Amount column for each invoice line instead.
Export All Your Courses (a List of Course Details, Not Copies)
Open Courses and select Export. In the List layout, the file has one row per course, with details such as the course name, ID, code, type, status, price, capacity, delivery and public URL, and your course custom fields. In the Dates, Calendar or Timeline layout, the file has one row per course date.
A course export is a list of course details, not a copy of your courses. It does not contain course descriptions, images or online lessons, and Cademy has no export that copies that content.
Pages with an Export Option and What Each Row Contains
Each page below has an Export option above its list:
Courses: one row per course or per course date, by layout.
Contacts and Organisations: one row per contact or organisation.
Orders: one row per order, participant, invoice or invoice line.
Invoices and Payments, tabs on the Orders page: one row per invoice, or one row per payment record.
Registrations: one row per registration.
A course’s Progress tab: lesson progress or quiz results for one lesson or quiz. See See Each Learner's Lesson Progress in a Course and View Quiz or Test Results and Mark Answers.
Forms and Reviews: a form’s Responses tab exports that form’s responses. The Reviews page, if your account has it, exports reviews.
A course’s Orders and Registrants tabs and an organisation’s page have their own exports. There is no Export action on Discounts, Credit Notes, Tasks or the main-menu sales Reports page. To work with the figures behind its charts, export from Orders, Registrations, Invoices or Payments.
Export Bookings from a Course’s Overview Tab
A course’s Overview tab has its own export: select the File Actions icon, then Export. It uses the active-status orders or registrations for the dates shown by the matching cards, not only the 25 rows previewed on each card. Select Load More first to include dates that have not loaded yet.
Searching the Overview does not limit the export to matching people. Searching can still remove date cards from the export; if no cards match, the export covers the whole course. For specific people, use the course’s Orders or Registrants tab with filters.
Registrations Export Shows Wrong Course or Date Information
Each row shows the registration’s course and course date. If a value looks wrong, check these points:
If a participant was moved to another date or course, the row shows the course and date they are on now.
Facilitator Name, Delivery, the Location columns and Join URL come from the course date. When the date has no value of its own, the export uses its block’s value, then the course’s. For on-request courses, Delivery comes from the date itself; Location and Join URL do not fall back to the course. A date with its own venue shows that venue, even when the course has a different one.
Start Date and End Date use each course date’s saved time zone, as described in the next section.
Compare the row with the course date in Cademy. If a value still differs, contact Cademy Support with the Registration Code from the file and the course date.
Time Zone of Course Date Times in an Export
A Registrations export’s Start Date and End Date, and Course Date Start in a Line Items export, use the time zone saved for each course date, not the time zone of the person downloading the file. If a course date has no usable saved time zone, these columns use UK time.
Who Can Export: System Admins, Course Owners and Facilitators
The Contacts, Organisations, Orders, Invoices, Payments and Registrations pages are open to System Admins only. Courses is open to System Admins, Course Owners and Facilitators; Forms and Reviews to System Admins and Course Owners. For a Course Owner or Facilitator:
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.
Export Form Responses as a CSV File or Form Charts as a PDF
A form’s responses can be exported from its Responses tab. When form reports are enabled for your account, a General or Feedback form also has a Reports tab with charts, separate from the sales Reports page.
Open Forms in the admin dashboard, select the form and open Responses or Reports.
Select the saved view or use Filter to choose the responses. The same filters are used for the download.
On Responses, select Export. On Reports, open the three-dot menu in the report toolbar and choose Print PDF for the charts, or Export CSV… for one row per matching response.
For a PDF, save it from your browser’s print window. For a CSV file, select Download CSV when it is ready.
CSV from Responses uses the supported columns visible under View > Columns, in their displayed order. With no supported columns visible, it uses all available export columns.
CSV from Reports uses all available export columns, whichever columns are visible in Responses. The CSV can also include saved answers to removed questions. Check it before sharing.
PDF contains the report’s charts with its title and applied filters. It is not a spreadsheet of all answers.
File Upload and Statement fields are excluded. Neither form export can be scheduled, and Search does not restrict them. For the charts, see View Form and Feedback Reports (Answer Charts).
Download an Export Again or Check Its Status (Export Runs)
A System Admin can download recent exports again.
Select Settings in the main menu.
Select Exports, under Tools.
Find the export under Export Runs and select Download.
Export Runs lists the 50 most recent exports of your account, immediate and scheduled, whoever started them, with the Date, Data Type, Type (Manual or Scheduled) and Status.
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 its date and data type.
Schedule an Export Sent by Email
Moved to Schedule a Regular Export Sent by Email.
Scheduled Export Times
Scheduled Export Emails
Scheduled Export Limits
Scheduled Exports in Settings
Pause or Delete a Scheduled Export
Frequently Asked Questions
Which column holds the ID I need for an import?
A course dates export, from Dates on the Courses page, always contains Course ID, Occurrence ID and Occurrence Code. A Contacts export contains Cademy ID with All Columns, or with Choose Columns if you tick it in the Contact group. Visible Columns does not include it, because the Contacts table has no ID column.
Why does a value in the file start with an apostrophe?
Cademy puts an apostrophe in front of a value that starts with =, +, - or @, so a spreadsheet program treats it 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 it; the other exports do.
Why can I not see an organisation or registration field in the column list?
In an Orders export, 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 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, it is not saved.
Why can I not see Choose Columns?
Courses, course dates, Payments, lesson progress, quiz results, form responses and reviews have no Choose Columns option. They use a fixed set of columns, except form responses, lesson progress and quiz exports set to People, which use supported visible table columns.