Cademy can export admin data as CSV files. Export options are available across Courses, Orders, Registrations, Contacts, Organisations, Invoices and Payments.
This article explains where exports are available, how to choose the records and columns to include, and how to create and manage scheduled exports.
Where exports are available
Courses, List View: exports one row per course.
Courses, Date List View: exports one row per course date.
Orders: exports Orders, Participants, Invoices or Line Items. Invoice and Line Item options are shown when Flexible Billing is available.
Registrations: exports one row per Registration.
Contacts: exports one row per contact.
Organisations: exports one row per organisation.
Invoices: exports one row per invoice.
Payments: exports one row per payment record.
Orders and Registrations can also be exported from a course or organisation. Exports opened from those areas stay limited to that course, course date or organisation.
Prepare the records to export
Filters and saved views determine which records are included. An export includes all matching records, not only the records shown on the current page.
Search behaviour depends on the page:
Courses, Date List View, Contacts, Organisations and Registrations include the current search in the export.
Orders, Invoices and Payments do not include the search box in the export.
Use filters or a saved view when the exported file must contain an exact set of records.
Export data immediately
Follow these steps to generate a CSV export.
Open the page containing the records.
Apply any filters or saved view needed for the export.
Click Export.
If a Records section is shown, choose what each row in the file should represent.
If a Columns section is shown, choose All Columns, Visible Columns or Choose Columns.
Select Now.
Click Export Now.
Some pages generate the export immediately because they do not offer record or column choices.
The export dialog shows when the file is ready. The course provider can download it there or close the dialog and use the copy sent by email. The export also appears under Admin dashboard > Settings > Exports.
Choose what each Orders export row represents
Exports opened from an Orders table can offer four record types:
Orders: one row for each matching order.
Participants: one row for each participant on a matching order.
Invoices: one row for each invoice belonging to the matching orders.
Line Items: one row for each invoice line belonging to the matching orders.
Participants exported from a course or course date: only participants belonging to that course or course date are included. If an order contains other courses, their participants are left out of the file.
Orders without invoices do not add a row to an Invoice export. If an order has more than one invoice, each invoice has its own row. Draft and void invoices can be included and are identified by the Status column.
Course and course-date filters
Invoice and Line Item exports behave differently when the Orders table is limited to a course or course date.
Invoices: an invoice is included when at least one invoice line matches the course or course date. The exported row keeps the complete invoice and its full totals, including other lines on the invoice.
Line Items: only invoice lines matching the course or course date are included. Unrelated lines and invoice-level adjustment lines without a matching course are excluded.
The sum of a course-filtered Line Item export can therefore be lower than the complete invoice total. This is expected.
Choose and order export columns
The available column choices depend on the page:
All Columns includes the complete available column set.
Visible Columns includes the fields currently shown in the table, using the normal export order.
Choose Columns lets you select specific fields and arrange their order.
Custom ordering is available only under Choose Columns. The selected fields appear in a numbered list, and their top-to-bottom order becomes their left-to-right order in the CSV.
Export discount details
Orders and Participants exports can include these discount fields:
Discounts Applied shows the discount name or promo code.
Discount Percentage shows rates such as 20% for percentage discounts. It stays blank for fixed-value discounts and orders without a discount.
Total Discount Amount shows the total amount deducted by all discounts on the order.
If more than one percentage rate applies, the rates are separated by commas. Repeated rates appear only once.
On a Participants export, these are order-level values, so the same discount details appear on each participant row belonging to that order.
To include these fields, go to the Admin dashboard and open Orders. You can also open a course or course date and select its Orders tab. Click Export, then under Records, choose Orders or Participants. Under Columns, select Choose Columns, use Search columns… to find the discount fields, then tick the fields you need.
If Discount Percentage is not shown, check that Records is set to Orders or Participants. The field is not available for Invoices or Line Items exports.
Export organisation and participant form answers
A Participants export can include supported custom questions used in booking forms:
Organisation Fields contains questions from the organisation section of the booking form. The answer submitted for the order is repeated on each participant row belonging to that order.
Registration Fields contains questions answered separately for each participant. Each row shows that participant's own answer, not another participant's or a booker-only answer.
For an individual booking, Organisation Fields are blank. True/False answers are exported as true or false. Address questions are available as separate address columns. File upload and statement fields are not offered as export columns.
To include every supported question, select All Columns. To choose specific answers, go to the Admin dashboard and open Orders. You can also open a course or course date and select its Orders tab. Click Export, then under Records, choose Participants. Under Columns, select Choose Columns, then use Search columns… or browse Organisation Fields and Registration Fields.
You can use these fields for an export created Now or On Schedule. They are not available when Records is set to Orders, Invoices or Line Items.
Choose and arrange the fields
Open Export from the relevant Admin table.
If a Records section is shown, choose the required record type.
Under Columns, select Choose Columns.
Use Search columns… or browse the grouped list on the left.
Tick a field to add it to the chosen list on the right. Newly selected fields are added to the end.
Drag a chosen field by its handle, or use its up and down controls, to change its position.
Untick a field or use its remove control to leave it out.
Check the numbered list, then select Now or, where available, On Schedule.
At least one field must be selected. Cademy does not start or schedule an export while the chosen list is empty.
Reuse the selection and order
After Cademy accepts a manual export request or creates a scheduled export, it saves the chosen fields and their order for the next export of the same type.
Each export and record type keeps a separate remembered selection. For example, Orders, Participants, Invoices and Line Items can each use a different arrangement.
The remembered setup is stored for the Cademy organisation in the current browser profile. It does not automatically appear on another computer, browser or browser profile. Anyone using the same browser profile for the same organisation can see the same remembered setup.
The browser must allow Cademy to store site data for the selection to be saved. If browser storage is blocked, unavailable or full, the export still works but the selection cannot be remembered. Closing the dialog without exporting does not replace the previous selection.
If a remembered custom field is deleted, Cademy removes that unavailable field and keeps the remaining columns in their saved order. Newly available fields are not added automatically to an existing chosen selection.
Participant exports: when you use Choose Columns, the CSV contains only the fields you select, in the order you select them. Cademy does not add unselected participant or booker identity fields.
Invoice and Line Item exports opened from an Orders table offer All Columns and Choose Columns. Visible Columns is not shown because Orders-table columns do not map directly to invoice fields.
The standalone Invoices page offers All Columns, Visible Columns and Choose Columns.
Courses, course dates and Payments use a fixed all-column export.
Schedule an export
Where On Schedule is available, follow these steps to create a recurring export.
Open Export from the relevant table.
Choose the record type and columns.
Select On Schedule.
Choose Daily, Weekly or Monthly.
Set the required day and time.
Under Recipients, select team members or enter email addresses. At least one recipient is required.
Optionally enter an Export Name to make the email easier to identify.
Click Schedule Export.
Scheduled exports keep the selected filters, record type, columns and chosen column order for future runs. The fields used by a future run can change if a selected field is removed or the person who created a scheduled Registration export no longer has permission to export the affected fields.
If a selected team member is archived, Cademy removes them from future scheduled-export recipient lists. Add another team member or email address if the export should continue to be received. For complete details, see Archive and Reactivate a User or Facilitator.
Scheduling is available for Orders, Participants, order-based Invoices and Line Items, Registrations, Contacts and Organisations when the account includes scheduled exports.
Scheduling is not offered for Courses, course dates, the standalone Invoices page or Payments.
Manage scheduled exports and download previous files
System Admins can manage exports from Admin dashboard > Settings > Exports.
The Scheduled Exports section shows each active schedule, its frequency and recipients. A System Admin can pause, resume or delete a schedule.
The Export Runs section shows manual and scheduled export jobs. It displays the 50 most recent exports and their status. Completed files can be downloaded for seven days. After that, the Download column shows Expired.
Frequently asked questions
Can I export the Reports charts?
No. Reports currently provides visual summaries. To download the underlying records, open the relevant Orders, Registrations, Invoices or Payments page, apply the required filters and export from that page.
Does the order in Choose Columns match the CSV?
Yes. The top-to-bottom order of the chosen fields becomes their left-to-right order in the CSV. In a Participants export, only the chosen fields are included.
Why is Discount Percentage blank?
The field is filled only when an order uses a percentage discount. It stays blank for fixed-value discounts and orders without a discount. Use Total Discount Amount to see the total amount deducted by all discounts.
Why can I not see an organisation or registration question in the column picker?
Check that Records is set to Participants. Supported custom questions appear under Organisation Fields or Registration Fields. File upload and statement fields are not available as export columns.
When is my chosen column order remembered?
After Cademy accepts a manual export request or creates a scheduled export. Closing the dialog without exporting does not replace the previous selection.
Why is a different column order shown on another computer?
The remembered selection stays in the browser profile where the export was submitted. Set the required order separately in each browser profile. Another admin using the same browser profile for the same organisation can see the same remembered setup.
Why was my column selection not remembered?
The browser must allow Cademy to store site data. If storage is blocked, unavailable or full, the export can still run but Cademy cannot save the selection in that browser profile.
Why does a Line Item export total not match the complete invoice?
A course or course-date filtered Line Item export includes only matching invoice lines. The complete invoice can contain other lines, so the exported line total may be lower.
Why can I not see Visible Columns?
Visible Columns is shown only when the current table columns can be mapped to export fields. It is not shown for Invoice or Line Item exports opened from an Orders table.
Why can I not see Choose Columns?
Some exports use a fixed all-column format. Custom selection and ordering are available only when Choose Columns appears in the Export dialog.
Why can I not see On Schedule?
The option is shown only on supported export pages and when scheduled exports are available to the account. It is not available from Courses, course dates, the standalone Invoices page or Payments.
Why did my export include more records than my search results?
Orders, Invoices and Payments exports do not include the search box. Apply a filter or saved view before exporting when an exact set of records is required.
Where can I download an export again?
Go to Admin dashboard > Settings > Exports and find the file under Export Runs. Completed downloads remain available for seven days.