This guide is for Course Owners and System Admins managing where courses take place and how learners join them. Start in the Admin dashboard. You need access to the course you are editing. If Settings > Locations is missing, ask a System Admin to check your Course Owner access. Deleting a saved location requires a System Admin.
A saved location is a reusable venue with an address and optional notes. You can select it for several courses or dates without entering the address again. An online joining link is separate: it takes learners to an online session. A block groups several scheduled sessions into one booking.
On set dates and Blended courses use the scheduled course and date instructions below. An On-request course can offer saved venues when Customer comes to me is selected; use Create and Set Up an On-request Course for that separate setup. An On-demand online course does not have a physical course location.
Check what you are changing. Save Location creates or edits a shared venue immediately, even when you opened it inside a course editor. Cancelling the outer course or date editor does not undo that saved venue change. Selecting a different venue for one course or date is a separate change, saved with that course or date.
Create a saved location
Create it from Settings
Open Settings > Locations.
Select New Location.
Enter the venue details. The form lists Name, Address line 1, Address line 2, Area, Postcode, City, Country, Public note and Private / internal note. Address line 1, Postcode, City and Country are required.
Use Public note for arrival information suitable for customers to read. Use Private / internal note for staff information; the notes section below explains where each can appear.
Select Save Location. Find the saved venue in the list and reopen it to check the address and notes. If saving fails or its result is unclear, check the list before creating another copy.
Use a clear Name so staff can recognise the venue when selecting it. The name also identifies a saved venue through Location Name in Course and Course Dates imports. Public course pages normally identify venues by city and, where needed, street; they do not always display the saved Name.
Create it while editing a course
Select Courses, open the On set dates or Blended course, then select Edit Course > Pricing & Delivery.
Under Delivery Method, choose In-person or Hybrid if that is how the course will run. The choices are In-person, Online and Hybrid.
Under Address, open Select a location, then select Create A New Location.
Complete the venue details and select Save Location. This saves the reusable venue now.
Check that the new venue is selected under Address. Select the course editor’s Save to save its assignment to this course. After Course saved, reopen Pricing & Delivery to check it.
Edit or delete a saved location
Edit a location
Edit the shared venue when its details have changed for everyone using it. To move only one course or date to another venue, select a different saved location in that course or date instead.
Open Settings > Locations.
Select the location row, or open its cog menu and select Edit...
Check that this is the shared venue you intend to change. Update its details, then select Save Location.
Reopen the venue to check the saved values. Check the affected courses, dates and learner session details as well.
When a saved address is edited, courses and dates linked to that saved location update automatically. The change may take a short time to appear everywhere. Refresh the page before checking it again.
The Address selector also has an Edit location control for a selected active venue. Its Save Location makes the same shared change. Do not assume a venue edit has updated previously sent emails, downloaded calendars or other documents.
Delete a location
A System Admin must delete a saved location. Deletion removes it from your active Locations list and from location selectors, but it does not remove the address from courses or dates already using it. The confirmation does not list affected courses or dates. Check and reassign active courses and dates manually before or after deleting the location.
As a System Admin, open Settings > Locations. If you are a Course Owner without System Admin access, ask your System Admin to carry out the deletion.
Check the intended venue’s name and address first; open its row if you need to see the full details, then close without saving changes. Open that venue’s cog menu and select Delete...
Check the confirmation, which uses the saved Name or says “this location” when no Name is set. If you are unsure which venue you selected, cancel and recheck its row and address. Select Delete only when you have confirmed the intended venue.
Check the active Locations list and the courses or dates you reassigned. An old assignment can still show the deleted venue; deleting is not a substitute for changing that assignment.
Assign a default location to a course
Select Courses, open the On set dates or Blended course, then select Edit Course > Pricing & Delivery.
Choose the intended Delivery Method: In-person for a physical venue, Online for online delivery, or Hybrid for both.
For In-person or Hybrid, select the saved venue under Address. For Hybrid, also check the online joining details using the next section.
Select Save. After Course saved, reopen Pricing & Delivery and check the saved delivery method and venue.
This becomes the default address for the course and for dates that have no location of their own. Hybrid delivery can show both an online joining link and a physical address. Existing dates and sessions can retain their own saved locations, even if those originally matched the course default. Check each affected date or session before assuming a default change has moved it.
If you use Clear Selected Location, check the saved date and the learner’s effective session details afterwards. Clearing one selection is not a reliable way to remove every inherited address. Choose the correct delivery method and verify the result.
Set an online joining link
Use this for an On set dates or Blended course with Online or Hybrid delivery when you already have the intended meeting link, for example from Microsoft Teams or Google Meet. To have Cademy create Zoom meetings and their links for you, follow Connect Zoom for Online Course Sessions instead. Keep restricted joining details out of Public note, which can appear on the public course page.
If the course or date uses Use Zoom App, check that setup before replacing it with a manual link. Switching between the Zoom app and manual entry can clear existing conferencing settings or the link. Do not switch modes simply to inspect the current details.
Open the course’s Edit Course > Pricing & Delivery, or open the specific saved date’s Date actions > Edit > Delivery using the date instructions below.
Check that Delivery Method is Online or Hybrid, as intended.
For a manual link, choose Add Join URL Manually and enter the intended session link in Online Call Join Link. Add Join URL Manually and Use Zoom App are separate choices.
For a course default, select the course’s Save. For a saved date, select that date editor’s Save. Reopen the same course or date and check the complete saved link.
Check the relevant learner session as described below. Confirm separately that the link opens the intended meeting and that learners have any required access. A saved link alone does not confirm that the meeting is ready.
For a block, check its individual sessions as well as the block settings. Sessions can have different joining details. Do not assume that changing the course or top block replaces every session’s link.
Where learners see the joining link
An enrolled learner whose booking is confirmed finds the link under Joining Instructions, with a Join Now button, when they open the course and expand the session under Overview > Sessions. It is shown for an Online or Hybrid session that has a link; the steps are in “Check the learner view” below.
The standard confirmation email for a booking of one Online or Hybrid date shows the link as Join URL, or “To be confirmed” when no link is saved at the time the email is sent. An email that has already been sent keeps the link it was sent with, so if you change a link after people have booked, send them the new one. The Zoom guide’s section Using the Zoom links explains the confirmation emails and the Zoom / Video Call join link mail merge tag; they work the same way for a manual link.
Learner calendar entries include the link too. For the events Cademy creates in a connected staff calendar, see Sync Course Sessions with Google or Outlook Calendar.
Use a different location for new dates
The shared settings include Visibility. Changing it requires the Private Course Dates feature; a disabled control does not mean the date is private. Check the displayed value before saving.
Open the On set dates or Blended course’s Edit Course > Dates. Select Add dates; if there are no saved dates, the calendar opens automatically.
Select the days needed and check every row under Selected Dates:, including the start, end and time zone. Under How are the dates booked?, choose Individually, Block or Block or Individually. Select at least two dates for a block, then enter a clear Block name to help you recognise it.
Select Change Default Settings, Spaces, Location or Price, or Change Defaults on a narrow screen.
Choose the intended Delivery Method and Address. Check online joining details for Online or Hybrid delivery. Also review Max Spaces, prices, Facilitators / owners and Visibility: these are shared settings for the dates you are preparing.
If one session needs a different venue, use its pencil icon under Selected Dates. Change its Delivery details, then select the inner Save. This returns it to the prepared list.
Select the outer Save Date or Save Dates. After Updates saved, reopen the saved dates to check the venues and joining details. The inner session Save alone does not save the prepared list.
Do not reuse this shared-date procedure just to change one existing block’s venue. Use the focused date or block instructions below so you can check exactly which record you are editing.
Change an existing individual date
Agree changes affecting booked learners first. Saving the new address or link does not prove that learners have received an update.
Select Courses and open the course. If its date list is hidden, select View All Dates.
Find the date under the upcoming or the past dates tab. Open that card’s three-dot Date actions menu and select Edit.
Under Delivery, check the Delivery Method. Select the intended saved venue under Address for In-person or Hybrid delivery. Review online joining details where applicable.
Select Save. After Date updated, reopen that same date and check the saved details.
Check the relevant public and learner views. Arrange any necessary communication about the change separately; a success message does not confirm delivery of an email.
This route saves the existing date directly. It does not use the unsaved Selected Dates list described above. If saving fails or the result is unclear, reopen the existing date before trying again.
You can also open Edit Course > Dates and select the pencil icon beside a saved individual date. Change its Delivery Method or Address under Delivery, then select Save. That saves the date straight away and shows Updates saved. If the date has ended and is not listed, tick Show passed dates.
Change an existing block or one session
Open the course dashboard and select View All Dates if needed. Find the block under the upcoming or the past dates tab. If it is not in one tab, check the other.
To change the block’s own details, use the top block card’s Date actions > Edit. To change one session, select Expand sessions, find that session, then use its own Date actions > Edit.
Check the editor’s date or block before changing its Delivery, Address or online joining details.
Select Save. Reopen that same card after Date updated and check the saved values. Check each affected session’s learner details too.
An individual date can use a different location from its block, and a block can use a different location from the course default. A date or block with its own location keeps that choice when the course default changes. Changing the block does not replace every session’s own settings. Use each session’s editor when that session needs a specific venue or joining link.
On Edit Course > Dates, the pencil icon beside a block opens the block together with all its sessions. Change Default Settings, Spaces, Location or Price there holds shared settings for all of them, including spaces, prices, Facilitators / owners and Visibility as well as Delivery Method and Address, and Save Dates saves them together. Visibility in that panel starts at Public whatever the block has saved, so check Visibility before you select Save Dates. Use that route only when you mean to review every shared setting; for a venue change alone, use the steps above.
Show the location on the public course page
For an in-person or hybrid On set dates or Blended course, the Description needs a Map section. Customers see this as Location or Locations. It can show the address, a matching saved venue’s Public note, Get Directions and a map.
Open the course’s Edit Course > Description.
Check whether the Map section is already present. If it is missing, select More at the bottom of the description, then Map.
Use the section’s drag handle to move it to the intended position if needed.
Select the course’s Save. For an already-published course, select Courses, reopen the same course and select Open in new tab in the dashboard header. Check its public location section, address and note. If the course is unpublished, leave the public check pending until you intend to publish it.
The section is not shown for a course set to online-only delivery. If bookable dates or blocks use several venues, customers can switch between the available venue tabs. Those choices depend on the currently listed bookable dates or blocks and their addresses; they are not a list of every saved venue. When the whole block is listed, its sessions do not appear as separate venue choices. A separately bookable session can appear when the whole block is not in that listing.
If the page uses a course address without matching it to a saved venue, it can show the address without a Public note. Check the selected venue and note on the intended date as well as the course default.
Public course lists and embeds can use city filters; the saved location Name is not a separate public venue filter. See Embed Courses or Forms on Your Website for the separate embed settings.
Use public and internal location notes
Public note
Use Public note for information suitable for customers to read, such as parking or public transport guidance, the correct entrance, reception, building or room, accessibility and arrival instructions, or a venue-specific map link or what3words address. Edit the saved venue through Settings > Locations and select Save Location.
A matched saved venue’s note can appear below the address in the public course’s Location or Locations section. It can also appear below Address in an enrolled learner’s relevant session under Overview > Sessions. Check the actual session, since different sessions can use different venues.
Important: Do not rely on Public note alone for time-critical instructions. Learners must open the course or session page to see it. It is not automatically added to the standard confirmation or reminder emails, and the Course location mail merge tag adds the address, not the Public note. Add must-read instructions to the appropriate email, or to the course’s Welcome Content (see Add Welcome Information and Files for Learners), as well, and check the content learners actually receive.
Learner calendar entries use the applicable address and joining link, without the venue’s public or internal note. The public About page and certificate setup are separate too; adding a Public note does not add it to those surfaces. Check any invoice, receipt or custom template you use rather than assuming it includes the venue notes.
Private / internal note
Use Private / internal note for operational information intended for your staff. It is not displayed as the venue note on the public course or learner session pages described here. Do not put learner instructions only in this field.
The internal note can appear as Location Notes in course-date emails sent to assigned Facilitators or Course Owners. When facilitator calendar invitations are enabled, the matching calendar invitation can also contain it. Treat it as staff information that may be included in those communications, rather than information confined to the Admin screen.
Check the learner view
Use a learner account enrolled on the relevant course and date.
Open My Account > My Courses & Bookings > My Courses.
Under Your Courses, select the course, then open Overview.
Under Sessions, expand the intended session.
For an In-person or Hybrid session with an address, check Address, any Public note, Get Directions and the map. For an Online or Hybrid session with a joining link, check Joining Instructions and Join Now.
Only the details available for that session are shown. Check each relevant session when venues or links differ. See Find Course Dates, Locations, Joining Instructions and Content for the complete learner journey.
Understand where the address appears
Course and date addresses can appear on the public course page, date listings, learner session details, the standard confirmation and reminder emails, and learner calendar entries. Which address is used depends on the course, date and booking. Location notes have the narrower uses described above. An invoice or receipt can also include course-location text when that document has location details available. Check the specific document; do not assume it includes the complete venue address or notes.
Your Profile uses the same saved locations, but a System Admin selects its Primary Location and Secondary Locations separately under Profile. Course Owners without that access should ask their System Admin. The Primary Location can show an address, directions and map on the public About page; secondary venues can appear under All Locations. The About page does not display the location notes. Check the selected Address when creating a course rather than assuming the profile selection has set it. See Update Your Business Profile and Minisite.
For On-request courses, Customer comes to me can use saved provider venues. I will travel to the customer uses travel areas or the customer’s arranged address, which is different from choosing a saved provider venue. Follow Create and Set Up an On-request Course for those choices.
Frequently asked questions
Why is the Public note missing from the public course page?
Check the saved venue’s note and the venue selected for the course and intended date. The course Description needs the Map section, and online-only course delivery does not show it. An address shown without a matching saved venue can lack its note; check the actual public result.
Why can a learner not see the Public note?
Check the saved venue for their specific session, not just the course default. The enrolled learner must open the course’s Overview and expand that session under Sessions. The note appears with a physical Address when that session has one.
Does the Public note appear in confirmation emails?
No, it is not automatically added to the standard confirmation email, and it has no mail merge tag. Course location adds the address, not the Public note. Add essential arrival instructions to the appropriate message and check its content rather than relying on the note alone.
Can I add the venue to a certificate?
Yes, as fixed text or a course value, rather than an automatically selected venue from each learner’s booked date. You can use the course’s single Dynamic Value with the template editor’s Add > Course Dynamic Value option. That course value does not change automatically between dates or venues; check the intended certificate separately.
Why does the map show the wrong place?
Open the saved venue through Settings > Locations and check Address line 1, City, Postcode and Country. Save Location, reopen it to confirm, then refresh the relevant public course page after allowing a short time for linked uses to update. Contact Cademy Support with the course and venue if the full address is correct but the map is still wrong.
Why is a location missing from the Address selector?
Check Settings > Locations. Deleted venues are removed from active choices, although old assignments can still show them. Select an active venue or create a new saved location, then save the intended course or date assignment. A newly created venue is a separate record and does not reconnect old uses automatically.
How do I run the same course at several venues?
Choose the course default under Pricing & Delivery, then select the intended Address on each relevant date, block or session. Public venue choices depend on the bookable dates shown. When the whole block is listed, its sessions are not separate venue choices. A separately bookable session can appear on its own when the whole block is absent. Always check the learner’s actual session details.
Can a fully on-demand course have a physical location?
No. An On-demand online course does not use this physical venue setup. Choose an On set dates, Blended or appropriate On-request course when learners need to attend a physical venue.