This guide is for course providers (Course Owners and System Admins) who need to say where a course takes place: a venue address, an online joining link such as Microsoft Teams, or both, with room, parking and arrival details. Start in the Admin dashboard. If Settings > Locations is missing, ask a System Admin to check your Course Owner access.
Saved location (venue): A reusable venue with an address and optional notes, kept in Settings > Locations. You select it for courses and dates without typing the address again.
Online joining link: The meeting link learners use to join an online session.
Block: Several scheduled sessions booked together as one booking.
On set dates and Blended courses use the steps below. An On-request course can offer saved venues when Customer comes to me is selected; see Create an On-request Course for One-to-One or Private Sessions. An On-demand online course has no physical location.
Check what you are changing. Selecting Save Location changes the shared venue straight away, even when you opened it from a course editor. Cancelling the course or date editor afterwards does not undo that change. Choosing a different venue for one course or date is a separate change, saved with that course or date.
Add a Venue or Class Location (Saved Location)
A venue or class location is saved once and then selected for each course or date that uses it. You can add it in Settings or while editing a course.
Add a Venue in Settings > Locations
Open Settings > Locations.
Select New Location.
Enter the venue details: 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 customers can read and Private / internal note for staff information. Where each note appears is explained in the location notes section below.
Select Save Location. Find the venue in the list and reopen it to check the address and notes. If saving fails or the result is unclear, check the list before creating another copy.
Use a clear Name so staff recognise the venue. Imports match it through Location Name. Public course pages identify venues by city and, where needed, street, not by Name.
Add a Venue 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. 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, then select the course editor's Save to use it for this course. After Course saved, reopen Pricing & Delivery to check it.
Choose the Venue for a Whole Course (Default Location)
Select Courses, open the On set dates or Blended course, then select Edit Course > Pricing & Delivery.
Choose the 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 add the online joining link (next section).
Select Save. After Course saved, reopen Pricing & Delivery and check the delivery method and venue.
This becomes the default address for the course and for dates that have no location of their own. Existing dates and sessions keep their own saved locations, even if those first matched the course default, so changing the default does not move them. Check each affected date or session.
If you use Clear Selected Location, check the saved date and the learner's session details afterwards. Clearing one selection does not remove every address a date has inherited.
Add an Online Joining Link (Microsoft Teams, Google Meet or Other)
Add an online joining link to an On set dates or Blended course with Online or Hybrid delivery when you already have the meeting link, for example from Microsoft Teams or Google Meet. To have Cademy create Zoom meetings for you, follow Connect Zoom to Create Meeting Links for Course Dates 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 the existing link.
Open the course's Edit Course > Pricing & Delivery, or open one saved date's Date actions > Edit > Delivery (see the date steps below).
Check that Delivery Method is Online or Hybrid.
Choose Add Join URL Manually and enter the session link in Online Call Join Link. Add Join URL Manually and Use Zoom App are separate choices.
Select the course's or the date editor's Save. Reopen the same course or date and check the complete saved link.
Check that the link opens the intended meeting.
For a block, check its individual sessions as well as the block. Sessions can have different joining details, and changing the course or the block does not replace every session's link.
Where Learners Find the Joining Link
An enrolled learner finds the link under Joining Instructions, with a Join Now button, when they open the course and expand the session under Overview > Sessions. For a place linked to an order, the venue and joining link are shown only once the order is approved and meets its payment requirement for course access. See Find Your Course Dates, Venue or Joining Link for the payment conditions, including deposits and access before payment.
The standard confirmation email for one Online or Hybrid date shows the link as Join URL, or "To be confirmed" when no link is saved yet. A sent email keeps the link it was sent with, so if you change a link after people book, send them the new one. The section "Using the Zoom links" in Connect Zoom to Create Meeting Links for Course Dates explains the confirmation emails and the Zoom / Video Call join link mail merge tag; they work the same way for a manual link.
A learner's calendar download includes the venue and link only when course access is allowed. A cancelled place or an order refunded in full does not give access; once approval and payment requirements are met, the learner downloads the calendar file again. For staff calendars, see Sync Course Sessions with Google or Outlook Calendar.
Choose a Different Venue for New Course Dates
Open the course's Edit Course > Dates and select Add dates. If there are no saved dates, the calendar opens automatically.
Select the days and check every row under Selected Dates:, including start, end and time zone. Under How are the dates booked?, choose Individually, Block or Block or Individually. A block needs at least two dates and a clear Block name.
Select Change Default Settings, Spaces, Location or Price (Change Defaults on a narrow screen).
Choose the Delivery Method and Address, and the joining link for Online or Hybrid delivery. Also check Max Spaces, prices, Facilitators / owners and Visibility: these apply to all the dates you are adding. Changing Visibility needs the Private Course Dates feature; a greyed-out control does not mean the date is private.
If one session needs a different venue, use its pencil icon under Selected Dates, change its Delivery details and select the inner Save. This only returns it to the list.
Select the outer Save Date or Save Dates. After Updates saved, reopen the dates to check the venues and joining details.
For more on adding dates and blocks, see Add or Change Course Dates and Multi-Session Blocks.
Change the Venue or Joining Link for One Existing Date
Agree changes that affect booked learners first. Saving a new address or link does not tell learners about it.
Select Courses and open the course. If its date list is hidden, select View All Dates.
Find the date under the upcoming or past dates tab. Open the card's three-dot Date actions menu and select Edit.
Under Delivery, check the Delivery Method, select the saved venue under Address for In-person or Hybrid delivery, and check the joining link where there is one.
Select Save. After Date updated, reopen the date and check the saved details.
Check the public and learner views, and let booked learners know. The success message does not mean an email was sent.
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; the date saves straight away and shows Updates saved. If the date has ended, tick Show passed dates.
Change the Venue for a Block or One Session in It
Open the course and select View All Dates if needed. Find the block under the upcoming or past dates tab.
To change the whole block, use the top block card's Date actions > Edit. To change one session, select Expand sessions, find the session and use its own Date actions > Edit.
Check you are in the right block or session, then change its Delivery, Address or joining link.
Select Save. After Date updated, reopen the same card and check the saved values and each affected session.
A session can use a different venue from its block, and a block a different venue from the course. Changing the block does not replace each session's own venue.
On Edit Course > Dates, the pencil icon beside a block opens the block with all its sessions. A venue you set there under Change Default Settings, Spaces, Location or Price applies to all of them when you select Save Dates. Settings you do not change there keep each date's own value.
Add a Room, Parking or Arrival Details to a Venue (Location Notes)
A saved location has no separate rooms. To give learners room, parking or arrival details, use one of these:
The same room every time at this venue: put it in the venue's Address line 2 or Public note.
Several rooms at one venue, each used for whole courses or dates: create one saved location per room with a clear Name, for example Harbour Training Centre, Room 2, and select the right one for each course or date.
A room or meeting point that changes from date to date: put it in the date's Description and add it to your emails, as described below.
Use Public note for details customers can read, such as parking, public transport, the right entrance, reception, room, accessibility, or a map link or what3words address. Edit it in Settings > Locations and select Save Location.
Where a Venue Public Note Is Shown to Participants
A venue's Public note is shown in two places: below the address in the public course page's Location or Locations section, and below Address in an enrolled learner's session under Overview > Sessions. Different sessions can use different venues, so check the actual session.
Important: The Public note is not added to the standard confirmation or reminder emails, and the Course location mail merge tag adds the address, not the note. Learner calendar entries do not include it either. Put must-read instructions in the right email, or in the course's Welcome Content (see Give Learners Welcome Information and Files After Booking), and check what learners actually receive.
Include Room and Arrival Details in Course Emails
For a room number or meeting point that varies between dates, enter it in the date's Description under Other: Courses > open the course > View All Dates if needed > the date's three-dot Date actions > Edit. Use wording that also suits the public date listing. Select Save and reopen the date to check it.
Then add Mail Merge > Occurrence Description to each custom confirmation and reminder template in Settings > Email Templates. The tag inserts the whole date Description; it does not copy either venue note. Keep the venue address in the email too. For a two-day date, separate each day's details with a semicolon, because line breaks in Description run together in the email. The room-details example in Personalise Emails with Mail Merge Tags has the full template and preview checks. Sent emails do not change when you edit the date or template.
Private / Internal Note for Staff Only
Use Private / internal note for information for your staff, such as where to collect a room key. It is not shown on the public course page or the learner's session, so never put learner instructions only here. It can appear as Location Notes in course-date emails sent to assigned Facilitators or Course Owners, and in their calendar invitations when facilitator calendar invitations are on.
Edit or Delete a Saved Location
Edit a Venue's Address or Details
Edit the shared venue when its details have changed for everyone using it. To move 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...
Update the details, then select Save Location.
Reopen the venue to check it, then check the affected courses, dates and learner session details.
Courses and dates linked to the saved location update automatically; allow a short time and refresh before checking. Emails already sent and calendar files already downloaded do not change. The Edit location control in the Address selector makes the same shared change.
Delete a Location From the Locations List
A System Admin must delete a saved location. Deleting removes it from the Locations list and from location selectors, but courses and dates already using it keep that address. The confirmation does not list them. Choose another venue for each active course or date yourself.
As a System Admin, open Settings > Locations. A Course Owner without System Admin access needs to ask a System Admin.
Check the venue's name and address. Open its cog menu and select Delete...
Check the confirmation, which uses the saved Name or says "this location" when there is no Name. Select Delete only when you are sure it is the right venue.
Check the courses and dates that used it. Deleting a venue is not a substitute for choosing a new one on them.
Show or Remove the Map and Location on the Public Course Page
The public course page shows the venue in a Location section (Locations when there are several venues) with the address, the venue's Public note, Get Directions and a map. It comes from a Map section in the course Description and is shown only for in-person or hybrid On set dates and Blended courses.
To add it:
Open the course's Edit Course > Description.
If the Location section is missing, select More at the bottom of the description, then Map. Drag it to the position you want.
Select the course's Save. For a published course, select Courses, reopen the course and select Open in new tab to check the public page.
To remove the map and location from a course page, open Edit Course > Description, select the Location section, select the bin icon (Delete section) on it, then select Save. Do this on each course page you want without a map. The venue is still shown in date listings and learner session details.
If the dates and blocks listed for booking use several venues, customers switch between venue tabs. Course lists and embeds filter by city, not by venue Name (see Embed Courses or Forms on Your Website).
Venue Address Is Correct in Admin but the Public Site Shows a Different One
The public course page shows the address saved on each date or block listed for booking. A date with no address of its own shows the course's default address. If the venue address on the public site is different from the one you see in Admin, check:
The dates: open each upcoming date's Date actions > Edit > Delivery. Dates keep their own venue when the course default changes, so an older date can still use the old venue.
Sessions in a block: select Expand sessions and check each session's venue.
The saved venue: if you edited the venue in Settings > Locations, allow a short time and refresh the public page.
The About page: your business profile address is set separately (see Where the Venue Address Appears Outside the Course Page below).
Change the venue on each wrong date, save, then reopen the public page with Open in new tab.
Automated Course Email Used the Wrong Location
Course emails, such as the confirmation and reminder emails, use the address saved on the booked date or session. When the date has no address of its own, they use the course's default address. If an automated email sent people to the wrong place:
Open the booked date's Date actions > Edit and check Address under Delivery. For a block, check the session too.
Select the right saved venue and select Save. Deleting the old venue from Settings > Locations does not change dates that already use it.
If a custom email template has a venue typed into it, correct the template in Settings > Email Templates.
Emails already sent do not change. Send booked learners the correct address yourself.
Check the Venue and Joining Link a Learner Sees
Use a learner account booked on the course and date.
Open My Account > My Courses & Bookings > My Courses.
Under Your Courses, select the course, then open Overview.
Under Sessions, expand the session.
For an In-person or Hybrid session, check Address, any Public note, Get Directions and the map. For an Online or Hybrid session with a link, check Joining Instructions and Join Now.
Only the details available for that session are shown, so check each session when venues or links differ. See Find Your Course Dates, Venue or Joining Link for the complete learner journey.
Where the Venue Address Appears Outside the Course Page
A course or date address also appears in date listings, learner session details, the standard confirmation and reminder emails, and learner calendar entries.
Your business profile uses the same saved locations, but a System Admin chooses its Primary Location and Secondary Locations separately under Profile. They show on the public About page, without location notes, and do not set a course's Address. See Update Your Business Profile on Your Minisite.
Frequently Asked Questions
Why is the Public note missing from the public course page?
Check the note on the saved venue and that the date uses that venue. The Description needs the Location (Map) section. An address not matched to a saved venue is shown without a note.
Why can a learner not see the Public note?
Check the venue on their own session, not just the course default. The note shows under that session in Overview > Sessions.
Can I add the venue to a certificate?
Yes, as fixed text or the course's single Dynamic Value (template editor Add > Course Dynamic Value), not as the venue of each learner's booked date. That value does not change between dates or venues.
Why does the map show the wrong place?
Check Address line 1, City, Postcode and Country on the venue in Settings > Locations, select Save Location and refresh the public page after a short time. If it is still wrong, contact Cademy Support with the course and venue.
Why is a location missing from the Address selector?
Deleted venues are not listed. Check Settings > Locations; old dates still show a deleted venue. Select an active venue or create a new one, then save the course or date.
How do I run the same course at several venues?
Set the course default under Pricing & Delivery, then select the Address on each date, block or session that differs. Customers see a venue tab for each venue used by the bookable dates.
Can a fully on-demand course have a physical location?
No. Choose an On set dates, Blended or On-request course when learners attend a venue.