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.
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 columns
The available column choices depend on the page:
All Columns includes the complete available column set.
Visible Columns follows the columns currently shown in the table.
Choose Columns lets the course provider select specific 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 and columns for future runs.
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.
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 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.