Feedback form setup and access
This guide helps course providers create or customise a Feedback form, choose its questions and response settings, and select which courses use it. A form can collect answers for your team and a public course review in the same submission. The guide also covers requesting feedback, reading responses and managing public reviews.
Course providers: start with The built-in Course Review form, then create or customise your form.
Learners: use For learners: submit course feedback for an email request, or For learners: submit feedback in a lesson when the form is part of your course. For a guide written for learners, see Give Course Feedback and Manage Your Review.
Feedback and review terms
Course provider: the organisation running the course.
Participant or learner: the person taking the course.
Registration: one participant’s place on a course.
Guest participant: a participant whose place was added by someone else. The course’s guest-email setting controls whether Cademy emails them.
Facilitator: the person assigned to teach a course or session.
Session: one scheduled class. A course with several sessions has more than one class to attend.
Feedback form: the questions you ask participants about their experience.
Response: the set of answers one person sends.
Public review: a star rating and optional comment that other people can read on a course or provider page. The Public Review block is the group of questions that collects it.
Contact: a person’s saved record in Cademy, including their name and contact details.
Inbox: the area in Cademy where your team reads and replies to conversations.
Who can manage feedback forms and reviews?
Course Owners and System Admins can manage Forms and Reviews.
A System Admin has full access to your provider account. A Course Owner is a team member with permission to manage courses. Some actions in this guide are for System Admins only.
If Forms or Reviews is missing, ask your System Admin to check your access. They can contact Cademy if the feature is not available on your account.
The provider instructions below start in the Admin dashboard.
The built-in Course Review form
Example Forms list identifying the built-in Course Review form and the account’s Default selection.
Course Review is the ready-made feedback form Cademy provides so you can collect reviews without building a form yourself.
What it includes: an overall star rating, an optional written review, the choice to show the participant’s full name, and six optional breakdown ratings: Material Covered, Facilitator, Organiser, Resources Provided, Location/Delivery and Communication.
When Cademy uses it: when neither the course nor your account has another feedback form selected. You can choose a different form under Settings > Feedback & Reviews > Default feedback form, or choose one for a specific course.
Find responses to Course Review: open Forms > Course Review > Responses. Responses collected through another Feedback form stay under that form’s Responses tab.
What happens if you choose another form: existing responses stay under the form used to collect them. Selecting another default does not move those responses.
What you can change: you can edit Course Review and add your own feedback questions. You cannot delete this built-in form.
Course Review is the name of Cademy’s ready-made form.
Default feedback form is the setting where you choose the form your courses use unless you select a different one on a course.
Example Course Review response list containing Imported reviews.
Create a feedback form
Example New Form window with Feedback selected, Name and Create Form.
Use this when you want to ask participants your own questions about a course, through a feedback request or inside an online lesson.
Log in at admin.cademy.io and select the correct provider account.
Select Forms in the left-hand menu.
Select New Form > Feedback.
Enter a Name your team will recognise, then select Create Form. Check Form created; the form opens in Form Editor.
Open Form Editor, add your questions using the steps below, then select Save.
A new Feedback form starts with the optional private question “Is there anything you would like to tell us privately?” and the three core Public Review fields: Overall rating, Your public review and Show my name on the public review. It does not start with the six breakdown ratings.
You can use the same form on several courses. To start with the standard review questions, open the built-in Course Review form instead. You can edit it, you cannot delete it.
Creating or selecting a form for a course does not send an email. Choose the form for a course, then request feedback from participants, or add it to an online lesson. Feedback forms do not use the General form’s Publish, Share or website-embed workflow.
Add questions to your feedback form
Feedback Form Editor with Add Field open and New Custom Field visible in the menu.
For example, ask “What was most useful?” or “How confident do you feel after the course?”.
Open Forms > your Feedback form > Form Editor.
Select Add Field > New Custom Field….
Choose the answer type. Use Text for a short answer, Text Area for a longer answer, or a choice type when you want people to choose from a list.
Enter the question under Label. For choice questions, enter each answer choice on a new line under Options.
If you see Show on the Public Form, leave it on so the question appears on the form participants fill in. Their answer goes to your team, it does not appear in their public review.
Select Add Field, then Save at the top of the form. Check Form saved. The custom question and its placement are saved with this form.
To reuse a saved Contact Field, choose it under Add Field > Contact Fields, then save the form. To create a shared definition, select Add Field > New Contact Field…, choose its type and enter a Label. For a choice field, enter each answer choice on a new line under Items. Select Create Field. That creates the shared definition immediately. The form’s top Save saves its placement; leaving without that Save does not undo the definition.
New Custom Field… offers these answer types. Rating and Scale are available only as custom questions on the form, not as shared Contact Fields.
Rating: a score out of five stars
Scale: a score between two numbered ends
Text: a short answer
Text Area: a longer answer
Date: a calendar date
Number: a number
True/False (Boolean): a yes/no answer
Telephone: a phone number
Email: an email address
Website: a website address
Address: a postal address
Multiple Choice Checkboxes: one or more choices
Single Choice Options: one choice
Dropdown: one choice from a searchable list
Statement: instructions without an answer
Feedback forms do not collect file uploads. Choose another field type for this form.
Feedback answers are saved with the response under Forms > your form > Responses > the response > Answers. They do not change the participant’s Contact record, even when you reuse a Contact Field. A custom question belongs only to this form. For example, an Email answer does not replace the address on the participant’s Contact record. See View a participant’s feedback.
Add instructions with a Statement
Use a Statement for instructions that do not need an answer. A custom Statement belongs only to this form.
Open Forms, select your form and open Form Editor.
Select Add Field > New Custom Field…, then choose Statement.
Enter a Label to identify it and write the instructions in Statement.
Select Add Field, then Save at the top of the form.
To change it later, click the custom Statement in Form Editor, edit its text, select Save in the window, then save the form. Scroll inside the window if long text puts the buttons below the visible area.
Require, move or remove questions
The Field Options window applies to the question named at its top.
In Form Editor, point to the question to show its controls.
Open Field Options. Turn on Required to require an answer while the question is shown. Hidden conditional questions do not block submission. Use Field Width, where available, to change how much of the row the question fills. Save the options.
Use Drag to Reorder to move it, or Insert Field Here to add a question above it.
To change a custom question’s wording or choices, click it and save the changes. To take it off the form, choose Remove Field.
Select Save at the top.
Removing a question stops it appearing on the form but keeps the answers already received. Add a new question if you want to ask something different, so old answers still match the question people answered.
Minimum and Maximum: set the lowest and highest number or date a participant can enter. These options are in Field Options for Number and Date questions.
Pattern Validation: make a text answer follow a specific format. Leave this blank if you do not need a format rule.
Show or hide feedback questions with conditions
Creating or changing conditions requires Teams or Custom, or an account with Conditional Fields specifically included. Conditional fields must also be enabled for your account. If the controls below are absent, ask Cademy Support to check availability.
Open Forms > your Feedback form > Form Editor. Open the follow-up question’s Field Options, choose Visibility > Only When…, then choose a question above it, a comparison and its answer. Save the options and the form.
For example, ask whether a participant wants a call, then show a question asking what they want to discuss when they answer Yes. You can also use a Rating or Scale answer to show an appropriate private follow-up. Hidden answers are cleared and are not saved. Use Preview Logic to check matching and non-matching answers without creating a response. See Show or Hide Form Fields with Conditions for combined conditions and changing questions used by rules.
Add star ratings and Scale questions
Example New Custom Field chooser showing Rating, Scale, Text and Text Area. More types appear further down.
Example private Rating and Scale questions with sample endpoint captions.
Use Rating for 1 to 5 stars. Use Scale for a numbered score, such as “How likely are you to recommend this course?”.
Open Forms > your Feedback form > Form Editor > Add Field > New Custom Field….
Choose Rating or Scale and enter the question under Label.
For Scale, enter the smallest score under Lowest Point and the largest under Highest Point. For example, enter 0 and 10 for a 0-to-10 scale. Use whole numbers between 0 and 10, the smallest must be below the largest.
Use Lowest Point Caption and Highest Point Caption to explain what the two ends mean. For example, label 0 “Not at all likely” and 10 “Extremely likely”. Each label can contain up to 40 characters.
Select Add Field, then save the form.
An ordinary Rating question is feedback for your team. To collect a public review, use the Public Review block below.
Add facilitator ratings
Example Add Field menu with Facilitator Rating. When the Public Review block is displayed, its Overall rating is required.
Add Facilitator Rating to collect private feedback about the people teaching the course. Cademy first uses the facilitators assigned to the participant’s course date. If none are assigned there, it uses those on the parent block of dates, then those on the course. A block is a group of course dates booked together.
Open Forms > your Feedback form > Form Editor.
Select Add Field > Facilitator Rating.
Click the added question if you want to change its wording, save that window, then select Save at the top of the form. Check Form saved.
You can add one Facilitator Rating question per form.
A System Admin can open Users & Facilitators > choose the person > Reviews. This profile includes responses linked to a course date and attributed to that person when the response was submitted. Read other answers under Forms > your form > Responses > the response > Answers.
The Facilitator score inside Public Review can be published as part of the course review. The separate Facilitator Rating answer is feedback for your team.
On the facilitator’s profile, Cademy uses the Facilitator Rating answer. If there is no answer to that question, it uses the Facilitator score from the public review instead.
Example facilitator Reviews tab, distinguishing For Mhairi from the Course rating. The values and person shown are examples.
Collect public reviews with feedback
Example Public Review block actions, including Show This Block…, Add Breakdown Ratings and Remove Block….
Keep or add the Public Review block if you want to collect public reviews. When the block is shown to a participant, Overall rating is required. The written review and breakdown ratings are optional. The name checkbox controls whether the participant’s full name is shown with the public review.
The block stays at the end of the form. You cannot rewrite its questions or move them individually. To collect only private feedback from everyone, remove the whole block and keep your other questions. To let each participant choose whether to leave a public review, use the conditional block setup below.
Open Forms > your Feedback form > Form Editor.
If the block is missing, select Add Field > Public Review.
Open the three-dot menu labelled Public Review block actions. Choose Add Breakdown Ratings to let participants rate six parts of the course separately, such as the facilitator and resources. Choose Remove Breakdown Ratings to remove those extra ratings.
To collect feedback without a public review, choose Remove Block…, then confirm with Remove Block.
Select Save.
Removing the block keeps all feedback already received.
An effective Publish public reviews setting of Never hides the review questions from participants even while they remain visible in Form Editor. Check Courses > your course > Edit Course > Settings > Feedback & Reviews. If the course uses its account setting, check Settings > Feedback & Reviews too. Keep other questions on the form so participants have private feedback to answer. This setting does not remove reviews already published. See Review submission and approval settings.
In this example, the address bar shows a demonstration address.
Make public reviews optional
With conditional fields enabled and included in your account, a Yes/No question can decide whether the Public Review block appears. The condition applies to the whole block; its individual review questions are not configured separately.
Open Forms > your Feedback form > Form Editor. Add a Single Choice Options question labelled Would you like to leave us a public review?, with Yes and No as its choices, above the Public Review block. Make this choice question Required so each participant chooses Yes or No.
Open the three-dot menu labelled Public Review block actions and select Show This Block….
Under Show This Block, select Only When…. Choose Would you like to leave us a public review?, is any of and Yes.
Select Save in the window, then save the form. Use Preview Logic to check both Yes and No.
Yes shows the review block when the course’s review settings permit it. No hides it, so the participant can send the other answers without a rating or a public review. A hidden block does not save or create a review. If someone enters review text and then hides the block, that input is cleared. When the block is shown, Overall rating is required. Review approval and publication settings still determine whether a submitted review becomes public.
Change the form title and submit button
Example Submit Button window with Button Label, Alignment and its own Save.
Use this to make the form’s wording clear to participants.
Open Forms > your Feedback form > Form Editor.
Click Form Title at the top and enter the title participants should see. Add an explanation in the description box below it.
Click the submit button at the bottom of the editor to open Submit Button.
Enter Button Label and choose Alignment: Left, Centre, Right or Full Width. Select Save in the window.
Select Save at the top of the form.
With no custom Button Label, the editor shows Submit and the participant’s Feedback page shows Send Feedback. Set an explicit label if you want specific wording.
Name in your Forms list: open Forms > your form > Settings, change Internal Name and select Save. This name also appears to participants when Form Title is blank.
Title participants see: set Form Title in Form Editor. If it is blank, participants see the Internal Name instead.
Example Settings tab with Internal Name and the form’s Save button.
Choose feedback forms for your courses
Set the default feedback form
Example account Feedback & Reviews settings with Default feedback form. The displayed selections are examples.
Choose the form Cademy should use for your courses. A course uses this form unless you select a different one in that course’s settings.
From the Admin dashboard, open Settings > Feedback & Reviews.
Under Default feedback form, choose the form you want your courses to use.
Select Save.
To return the account to the built-in form, select Clear beside Default feedback form, then Save. Clear appears only while a form is selected. Check Feedback & Reviews settings saved.
People reviewing your provider profile use this form too. If you leave Default feedback form empty, Cademy uses Course Review.
Set a course’s feedback form
Example course Feedback & Reviews settings with a selected Feedback form and Use Account Default.
Open Courses > choose the course > Edit Course > Settings > Feedback & Reviews.
Under Feedback form, choose the form for this course.
Select Save in the course editor.
To make that course use your usual form again, choose Use Account Default and save.
Open Forms > choose the form > Usage to see courses where this form was selected directly and lessons that use it.
Usage does not list courses that use the form through Use Account Default. A course may therefore use this form without appearing in the list.
Example Usage tab listing courses directly assigned to this form.
Add a feedback form to a lesson
For an on-demand or blended course using the block-based lesson editor, add the Feedback form directly to a lesson. Learners answer it without leaving their course. You can choose any available Feedback form; the picker marks the course’s usual form as Course default.
For example, put feedback in the final lesson and turn on Students must submit this form to finish the lesson. Learners submit their answers, then complete the lesson. This collects feedback without using a scored quiz. If feedback appears earlier and later lessons must stay locked, also turn on Also lock later lessons until it’s submitted. Both switches start off. See Add Forms to Lessons for the complete setup and learner flow.
A lesson response is course feedback. Existing public-review settings still apply. When the response is recorded against the Registration, Cademy skips the automatic feedback request on course completion. A General form response does not count as course feedback.
The same Feedback form has one response per Registration. Reusing it in another lesson shows the saved response rather than asking again. Choose a separate form for each separate feedback checkpoint.
Review submission and approval settings
Example account Feedback & Reviews defaults. Save applies changes on this settings page.
Example course Who can leave a review choices, including Account default.
Open Settings > Feedback & Reviews to choose the account defaults.
Under Publish public reviews, choose whether new reviews appear immediately, wait for your approval or are not collected. Use Only attendees can leave reviews to decide whether a person needs a course registration to review it.
Select Save.
For a course-specific choice, open Courses > choose the course > Edit Course > Settings > Feedback & Reviews.
Set Publish public reviews and Who can leave a review, or keep the account default. Save the course.
Example course publication choices. The selected approval rule is an example.
Publication option | What happens |
Automatically | Cademy makes a new review public as soon as the participant submits it. |
After I approve them | You must open the review and select Publish Review before other people can see it. |
Never | The Public Review block is not shown to participants. Other feedback questions remain. |
Choose Only attendees if people must have a registration for the course to use Add Review on its public page. They do not need to be marked as attended.
Choose Anyone to let people without a booking review the course too, they must still log in.
Changing Publish public reviews does not hide reviews that are already public. To hide one of those reviews, open it and select Hide.
Request course feedback
Use Request Feedback to email one participant or several participants at once. Each person receives their own link to the form. For requests, reminders and email checks in one guide, see Request Feedback from Course Participants.
Request feedback from one participant
Example registration with Feedback & Review and Request Feedback.
Open Courses > choose the course > Registrants. For a scheduled course, open the relevant course date.
Open the participant’s registration and expand Feedback & Review.
Select Request Feedback. If you already requested feedback and they have not answered, select Resend Request.
Check the recipient and select Preview Email to read the message.
Select Send Request.
Request feedback in bulk
Example selected registrations and the bulk Request Feedback action.
Open Courses > choose the course > Registrants. For a scheduled course, open the relevant course date.
Tick the checkbox beside each participant you want to email.
Select Request Feedback.
Check the selected number and request summary. Use Preview Email to read the message.
Select Send Requests.
Cademy skips a participant if:
They have already answered this feedback form for the registration.
They have no email address.
They are a guest and Send guest participants emails is off under Edit Course > Settings > Forms & Participants. See Set Up Automatic Course Emails.
Each participant receives a personal feedback link. They can open it and submit feedback without logging in.
Do not share that link with anyone else. Anyone using it could submit feedback as that participant. Use Request Feedback to send each person their own link.
Requested does not mean delivered. It means Cademy has recorded the feedback request. The email may not have reached the participant’s inbox.
Send feedback requests automatically after course completion
Example course Feedback & Reviews settings with automatic requesting selected. The displayed choices are examples.
Turn this on if you want Cademy to ask for feedback when each participant finishes the course. You do not need to send each request yourself.
Open Courses > choose the course > Edit Course > Settings > Feedback & Reviews.
Under When to ask for feedback, select Automatically when a participant completes the course.
Choose the Feedback request email. It must contain a Feedback Link or Feedback Button so the participant can open the form.
Select Save.
Cademy sends the email when the participant meets the requirements below:
Course type | What needs to happen before Cademy sends the email |
Scheduled class with one session | You mark the participant as Attended for that session. |
Course with several sessions | You mark the participant as Attended for every required session. For example, if the course has three required sessions, marking only two as attended does not send the email. |
On-demand course | The participant completes every published online lesson. Unpublished or deleted lessons do not count. |
Blended course | You mark the participant as Attended for every required session, and the participant completes every published online lesson. Both must be done. If the course has no published online lesson, attendance alone is enough. |
On-request course | First arrange the course date and register the participant for it. Then mark them as Attended for the required session or sessions. Receiving a course request alone does not send the feedback email. |
To mark attendance, open Courses > choose the course > Registrants, select the course date and use the participant’s Attendance column. For a course with several sessions, open their attendance summary and mark each session. See Record Attendance for full steps.
If the class was yesterday but you mark the participant Attended today, the automatic request can be sent today. Cademy does not wait another day after you mark attendance.
For the full attendance and online lesson requirements, see Understand Course Completion Status.
Participants who finished before you turned this on: select their registrations and use Request Feedback. Turning the setting on does not send requests to them.
Participants who already have a request for this form: Cademy does not send another automatic request. This includes a request you sent manually.
Participants whose feedback is already recorded on the Registration, including feedback submitted inside a lesson, are also skipped. This does not turn off the separate Day After Follow-up Email.
Later attendance or lesson changes: these do not send the automatic request again.
Email address and guests: the participant needs an email address. For a guest, Send guest participants emails must be on under Edit Course > Settings > Forms & Participants.
Choose Only when I request it if you want to send requests yourself instead.
Compare automatic feedback requests with the Day After Follow-up Email before enabling both.
Automatic feedback requests vs Day After Follow-up Email
These are separate emails. You can turn on either one or both:
Automatic feedback request: asks for feedback when the participant completes the course.
Day After Follow-up Email: sends about a day after a scheduled session ends, but only if the participant is already marked Attended when Cademy checks.
Automatic feedback request | Day After Follow-up Email | |
Where to set it | Courses > choose the course > Edit Course > Settings > Feedback & Reviews > When to ask for feedback. Choose Automatically when a participant completes the course. | Courses > choose the course > Edit Course > Settings > Emails > Day After Follow-up Email. |
When it sends | When you mark all required sessions Attended, the participant completes all published online lessons, or both, depending on the course type. It does not wait until the next day. | About 24 hours after a scheduled session ends. The participant must be marked Attended for that session before Cademy checks. |
Course with several sessions | After you mark every required session Attended. For a blended course, the participant must also complete all published online lessons. | After each session they attended. It can send several emails during one course. |
If you mark attendance late | Marking the final required session as attended can still send the request then. For a blended course, the online lessons must also be complete. | If Cademy has already checked that session, marking attendance later does not send the missed email. |
On-demand courses | Sends when the participant completes every published online lesson. | Not available: there is no scheduled session end time. |
What the email says | Uses the template selected under Feedback request email. | Uses the template selected under Day After Follow-up Email. It can ask for feedback too if you include a feedback link. |
Example: you mark attendance two days late.
Monday: the class ends. You have not marked attendance yet.
Tuesday: Cademy checks who should receive the Day After Follow-up Email. This participant is not marked Attended, so Cademy skips them.
Wednesday: you mark them Attended. This can send the automatic feedback request if it is enabled and the participant has now completed the course. It does not send the missed day-after email.
Mark attendance before the next-day email check. Cademy checks once an hour, so the sending time is approximate.
The participant must also have an email address and an Active or Completed registration. For guests, Send guest participants emails must be on.
Avoid duplicate feedback request emails
If both emails are enabled and both contain a feedback link, the participant may receive two emails asking for feedback. Turning one on does not turn the other off.
For one request after the whole course, use Automatically when a participant completes the course.
If you also want a day-after email for notes or resources, keep it enabled but remove the feedback request from that email’s template.
If you do not need the day-after email, turn it off under Edit Course > Settings > Emails and save.
To ask for feedback yourself instead, choose Only when I request it under When to ask for feedback. This does not switch off the separate day-after email.
See Set Up Automatic Course Emails for the full day-after email settings.
Edit the feedback request email
Example email template with Feedback Link and Feedback Button under Mail Merge.
Use this to change the subject and message participants receive before they fill in the form.
Open Settings > Email Templates in the Admin dashboard.
Open the email template you want to use. If Cademy’s built-in template is locked, select Save as... to make a copy you can edit.
Edit the subject and email body.
Click where you want the feedback link in the message. Open Mail Merge and select Feedback Link or Feedback Button. Cademy fills in the correct link when it sends each request. Save the template.
Open Courses > choose the course > Edit Course > Settings > Feedback & Reviews.
Select the template under Feedback request email, then save the course.
Before sending it to participants, use Request Feedback on a registration with your own email address. Open the received email and check that its link opens the right form.
If you see This template has no Feedback Link, add Feedback Link or Feedback Button to the template, or choose another template that includes one.
Preview Email shows the message’s appearance. To check the feedback link, send yourself a request using a registration with your email address, then open the email in your inbox.
Request Feedback: sends a personal link. The participant can answer without logging in.
Other course emails: a Feedback Link can open the course’s Add Review page instead. The participant may need to log in.
Emails sent from Contacts: Cademy does not know which course you want reviewed. Send the request from the course’s registration instead.
Never paste one participant’s personal link into a shared email template. Each participant needs their own link.
Feedback emails and Inbox settings
Example response email and Inbox settings. The pictured switch values are saved examples, not the defaults of a new form.
These settings apply after someone submits feedback. They control team notifications, a confirmation email to the participant and an Inbox conversation. A newly created Feedback form has Admin / Owner Email Notifications on, Contact Confirmation Email off and Add Responses To Inbox off. Check existing forms individually because their saved settings can differ.
Open Forms > your Feedback form > Settings.
Turn Admin / Owner Email Notifications on or off to control the email to your team.
Under Contact Confirmation Email, choose Default Confirmation or an available template to turn it on. To turn it off again, select Turn Off, which appears beside the selector while a confirmation is selected.
Turn Add Responses To Inbox on if each new response should create a conversation in Cademy Inbox.
Select Save at the top and check Form saved.
Confirmation follows a submitted response; it is separate from the email that asks for feedback. If a selected custom confirmation template is deleted, it does not fall back to Default Confirmation. Select an existing template and save. A System Admin can check recorded messages under Forms > your form > Responses > the response > Emails. A saved response alone does not establish that an email was delivered. See Troubleshoot missing feedback emails.
Who receives feedback response notifications?
For course feedback, Cademy emails the course’s Admin Email Recipients. Check them under Courses > your course > Edit Course > Settings > Course Owners > Admin Email Recipients.
If none are selected for the course, it uses your account’s recipients. If neither list has recipients, it emails your System Admins.
For a review of your provider profile, Cademy uses your account’s recipients, or your System Admins if none are selected.
Turning Add Responses To Inbox off does not block email replies. If a participant replies to the thank-you email, their reply can still create an Inbox conversation.
If you set a different reply address in your custom confirmation email template, check that inbox for replies.
View a participant’s feedback
A Feedback form’s Responses tab with its view dropdown, Filter, View and Search. The response details are illustrative.
Use the form to see all its answers, or open a registration to check one person. For table columns, corrections, exports, reports and analytics, see View and Manage Form Responses.
Open Forms > your Feedback form > Responses.
Search by name or email. Select Filter for Submitted, Source, Review Status, Has Review, Rating, Course, Course Date or Facilitator. Source includes Lesson for feedback submitted inside a lesson. When form reports are enabled, the menu also offers Answer: [question] for choice, yes/no, Rating and Scale answers. Use these to find a group with particular feedback; text and Number questions do not have answer-filter conditions.
Select a response to open its answers.
Select View and find the questions under Columns. Use their show controls to include them. If an expected response is missing, choose All Responses, clear Search and check the filter chips.
For one participant, open Courses > choose the course > Registrants, select their registration and expand Feedback & Review. You can see whether you have requested feedback and whether the participant has answered. Select Open Full Response for all its details.
For a lesson response, its details also show the course and lesson. In the Registration, expand Lesson Progress and the section containing the lesson, then select Form Submission to open that response. This link is available to System Admins and Course Owners.
Example registration with received feedback and Open Full Response. The review is Awaiting Approval even though the participant has responded.
Feedback beside each participant: the Registrants table can show Feedback, Rating and Review columns. If you cannot see them, add them from the table’s column options.
Feedback for one course: open that course’s Reviews tab. It includes feedback collected through different forms.
Reviews across your account: open Reviews from the Admin dashboard’s left-hand menu.
Send a feedback reminder
Example unanswered request with Resend Request. The original request date stays the same after a resend.
Open Courses > choose the course > Registrants.
Select the participant and expand Feedback & Review.
If the request is unanswered, select Resend Request.
Check the summary, use Preview Email, then select Send Request.
Cademy does not send automatic reminders if someone has not answered. Use Resend Request when you want to remind them.
To remind several participants, select them in the course’s Registrants list and choose Request Feedback. Cademy skips anyone who has already answered this form for the registration.
Add internal notes and status columns
Example New Column chooser with Status, Internal Notes and Follow-up Date. These are suggested types, not values entered on a response.
For example, mark a response “Needs follow-up” and add a note about who will reply.
Open Forms > your Feedback form > Responses.
Select View, then New Column in its Columns section. Choose Status, Internal Notes, Follow-up Date or another available type.
Enter the column name under Label. For a Status column, enter your choices under Options, such as “Needs follow-up” and “Done”. Keep Show on the Public Form off so only your team fills it in.
Select Add Column.
Open a response. Under Internal, choose its status or enter your note. Cademy saves the change automatically.
Follow-up Date records when your team should act. It does not send a reminder.
To change a column, open its heading menu and choose Edit Column….
Delete Column… removes the column and the information your team entered in it.
Keep Show on the Public Form off for team-only notes. Turning it on shows the question to participants so they can answer it.
Publish, hide or republish a review
Example review statuses in a Feedback form’s Responses tab. The main Reviews page also lets you find and manage reviews.
Open Reviews from the Admin dashboard’s left-hand menu.
For reviews waiting for publication, open the view dropdown and choose Needs Approval. Use Filter to add Course, Course Date, Facilitator, Rating, Source or Submitted conditions. Search finds a name or email in the list.
Open a response to read its feedback and review.
Select Publish Review to make a waiting or hidden review public. Select Hide to remove a published review from public view.
Hiding a review removes it from your public pages. It does not delete the review or the participant’s other feedback. Your team can still read both.
To show the review publicly again, select Publish. You can find Publish and Hide beside each review in Reviews. For approving, hiding and replying to reviews in one guide, see Manage Public Reviews and Where They Appear.
Example response opened from a Feedback form, showing a published review and Hide.
Find course reviews and form responses
See reviews for a course: go to Courses, open the course and select Reviews.
Read one participant’s feedback: open the course, select Registrants and open the participant’s registration. Expand Feedback & Review.
Read everyone’s answers to a feedback form: go to Forms, open the form and select Responses.
Reply to a review publicly or privately
Example published review with Add Public Reply and Reply Privately.
Open Reviews and select a review.
For a published review, select Add Public Reply, enter your reply and select Post Reply. Use Edit Reply to change an existing public reply.
For a private conversation, select Reply Privately. Cademy opens an Inbox conversation with that person. If there is no conversation yet, it creates one.
Public reply: everyone who can see the review can read your reply below it. Publish the review first if it is waiting for approval or hidden.
Private reply: opens a conversation with the reviewer in Inbox. It does not appear below the public review.
Imported reviews: Cademy may only have the reviewer’s name. A private reply is available only if there is a Contact record or an existing Inbox conversation for that person.
To add new feedback to Inbox automatically, turn on Add Responses To Inbox under Forms > the Feedback form > Settings. The team notification email and participant confirmation email have their own settings on that page.
View feedback for a facilitator
A System Admin can see feedback from participants on the course dates a facilitator was assigned to teach.
Open Users & Facilitators in the Admin dashboard.
Select the person, then open Reviews.
Use the course and review filters to narrow the list.
Select a response to read it.
The list includes feedback from those course dates, even if the form did not ask participants to rate the facilitator.
To collect a facilitator score, add Facilitator Rating to the form.
Only System Admins can open this tab. A facilitator cannot open it just because it is their own profile.
Export feedback and reviews as CSV
Export on one Feedback form’s Responses tab downloads that form’s matching responses. With at least one supported column visible, it uses those columns; with none, it falls back to all available export columns. Check the CSV before sharing it.
Use a CSV export to analyse answers in Excel, Google Sheets or another spreadsheet app.
For all answers to one form, open Forms > your Feedback form > Responses. For reviews across forms, open Reviews.
Use Filter to choose the responses. On a form’s Responses tab, show the fields needed in View → Columns. Search by name or email does not restrict either export.
Select Export, or its item in the menu marked with three dots if it is hidden.
When the file is ready, select Download CSV.
Which responses are included: all responses matching your filters, including those on other pages of the table. The search box does not narrow the export.
To download answers to your questions: export from the form’s Responses tab.
To download review details from different forms: export from Reviews.
Ratings and scores: exported as numbers.
Columns: with at least one supported column visible, a form’s Responses export uses supported visible table columns, in their displayed order. Show the fields you need under View → Columns before exporting. Reviews uses its defined export columns. Neither offers scheduled exports here. When the form’s Reports tab is available, Export CSV… from its three-dot menu downloads all available export columns for that form, including supported earlier answers from removed questions. It uses the report’s filters and does not follow the columns visible in Responses. Check the file before sharing it.
For a form’s Responses export, show Course, Date and Facilitator under View → Columns when needed. There is no Lesson table column; open the response to check its lesson.
A System Admin can find generated files under Settings > Exports.
View feedback reports
Use the form’s Reports tab to see how people answered each question. A Rating question summarises the scores received; a public-review rating is distinct from a private Rating question. Reports summarises saved responses and does not publish reviews.
Reports and answer filters must be enabled for your account. If the tab is missing, ask Cademy Support to check availability. You can still read feedback under Responses. Reports belongs to one Feedback form; it does not combine every Feedback form used by a course or your account.
Open Forms, select the Feedback form that received the answers and open Reports.
Check the response count and any number described as imported from reviews. Use Filter for the course, dates, source or answer group you need.
To leave imported reviews out, choose Source, change its condition to is none of and select Imported. Read the resulting count before interpreting the charts.
Read the rating averages and score distributions, choice charts and text-answer previews. Select Show All [number] Answers on a text card to read its answers. Selecting a choice or score bar filters the other cards by that answer.
Imported reviews can contribute review ratings without containing answers to your private questions. Lesson responses use Source set to Lesson. Keep the source, course and submission filters beside any conclusion you share; different groups can give different results.
Responses and Reports share views and filters for this form. A view from another form does not appear here. Changing tabs carries the selected view and unsaved filters, but not a name/email Search or the current table page. If you need to change visible table columns, return to Responses > View.
For charts as a PDF, open the report’s three-dot menu and select Print PDF, then choose a PDF destination in the browser’s print window. For underlying response data, choose Export CSV… instead. There is no scheduled form-report export. View and Export Form Reports explains chart counts, comparisons, blank answers and export columns.
View feedback form analytics
Example Feedback Analytics for Last 30 Days, showing Views, Responses and Conversion Rate.
Use Analytics to compare how often people open the form with how many responses you receive.
Open Forms > your Feedback form > Analytics.
Check Views for the number of form views and Responses for the answers submitted.
Check Conversion Rate for responses as a percentage of form views. For example, 20 responses from 100 views gives 20%.
Use the charts below to see how these numbers change over time.
Analytics measures form views and submitted answers. Lesson submissions count towards Responses, but opening a form inside a lesson does not add a public form view. Conversion Rate is therefore not a lesson submission or completion rate. Analytics also does not confirm email delivery or course attendance.
Display public reviews
Public reviews can appear on your provider profile, Minisite and course pages. Ratings can also appear on course and provider cards, including cards you display on your own website. For how ratings are calculated, see Manage Public Reviews and Where They Appear.
Add Reviews to a course page
Example course Description editor with Course Sections and Reviews in the slash menu.
A System Admin or Course Owner can add this section to show the course’s rating and reviews, with Add Review and Show All buttons.
Open Courses > choose the course > Edit Course.
In the course description, click an empty line where you want reviews to appear and type /.
Choose Course Sections > Reviews.
Select Save.
Show reviews from other courses
Example Reviews Settings. Select Done here, then Save in the course editor.
In the course editor, click the Reviews section, then open Section settings.
Turn on Include reviews from other courses.
Under Maximum other course reviews shown, enter a number from 1 to 50.
Select Save.
These reviews appear in a separate Other Course Reviews area. The number you choose limits that area only, not reviews for this course.
Remove Reviews from a course page
Example Delete section control on the course’s Reviews section.
Open Courses > choose the course > Edit Course.
Click the Reviews section and choose Delete section from its toolbar.
Select Save.
This removes the section from that course page. It does not delete your saved reviews or turn off feedback requests.
Hide provider ratings and reviews
In this example, the site address shown is a demonstration address.
Only a System Admin can change this setting.
Hide Public Reviews does not hide every course’s Reviews section. A section already added to a course page can still show that course’s reviews. The table below explains what is hidden.
Open Reviews.
Under Review Visibility, switch on Hide Public Reviews.
The setting saves immediately.
When Hide Public Reviews is on | What happens |
Provider profile | The Reviews page, star ratings and review highlights are hidden. |
Course and provider cards | Star ratings are hidden on course and provider cards, including cards displayed on your own website. |
Existing course Reviews sections | A Reviews section already on a course page can still show that course’s reviews and Add Review. It no longer shows reviews from your other courses. |
New courses | Cademy does not add a Reviews section by default while reviews are hidden. |
Review submission | Hiding reviews does not stop people submitting feedback. Their feedback links and an existing course Reviews section can still work. |
Stored reviews | Nothing is deleted. Existing reviews remain stored. |
If you also want to hide the Reviews section on an existing course page, open Courses > choose the course > Edit Course, click its Reviews section, select Delete section and save.
Edit, duplicate or delete a feedback form
Edit a feedback form
Use this when you want everyone using that form to see your changes.
Open Forms > choose the form > Form Editor.
Edit the questions, then select Save.
Saving updates the form wherever it is used, including lesson blocks and links already sent. They do not keep a separate copy of the old questions. For example, if you add a question today, someone opening yesterday’s request link sees the new question.
Answers already submitted are kept. If you want to ask something different, add a new question instead of changing the meaning of one people have already answered.
Duplicate a feedback form for another course
Copy the form when you want different questions on one course while keeping the original form for other courses.
Open Forms and open the three-dot menu beside the form.
Select Duplicate…, enter the copy’s Name, then select Duplicate.
Open the copy’s Form Editor, make your changes and select Save.
Open Courses > choose the course > Edit Course > Settings > Feedback & Reviews. Choose the copy under Feedback form and save the course.
What happens to existing feedback request links?
Each personal link stays linked to the form selected when that link was created. Choosing a different course form does not update links already sent.
For example, you send a request using Form A, then change the course to Form B. The link in the email you already sent still opens Form A. Requests created afterwards use Form B.
Edit Form A: people opening a link to Form A see your changes.
Choose Form B on the course: old links still open Form A. Only new requests use Form B.
Delete or archive an unused feedback form
Open Forms > choose the form > Usage and check the courses and lessons listed.
For each course using it as its feedback form, open Edit Course > Settings > Feedback & Reviews, choose another Feedback form and save. For each lesson using it, select View beside the lesson to open it, remove or replace the Form block, then save. Cademy prevents deleting or archiving a form while a lesson still uses it. While one does, Delete… opens This Form Is Being Used, which lists those lessons and has no Delete button.
If this is your account’s default form, choose a replacement under Settings > Feedback & Reviews > Default feedback form and save.
Open Forms > your form > Responses. Clear the filters if you need every response, show every supported answer column you need under View → Columns, then select Export and Download CSV when ready. Name/email Search does not limit the export; it uses the applied filters. See Export feedback and reviews as CSV.
Return to Forms, open the form’s three-dot menu and choose Delete…. Read the confirmation, then select Delete.
If the form has answers: Cademy closes the form and keeps it as an archive, so you can still export the saved answers.
If the form has no answers: Cademy deletes it.
In both cases: links you sent for that form stop accepting answers. They do not send people to the replacement form.
Course Review: you cannot delete this built-in form.
If a course marked Archived stops you removing the form, contact Cademy for help.
Delete a feedback response and its review
Example Delete Response… action inside a response. Hide affects public visibility; Delete Response removes the response.
This permanently deletes the selected feedback response, including its public review. To hide only the public review and keep the answers, use Hide instead.
If the form is still available, the participant’s personal link can accept feedback again after you delete their response. Deleting feedback does not block that participant from submitting another response.
Go to Forms and open the feedback form.
Select Responses and open the participant’s feedback.
Open the three-dot menu and select Delete Response….
Select Delete to confirm.
Troubleshoot missing feedback emails
Open the participant’s registration under Courses > choose the course > Registrants and confirm the email address.
Expand Feedback & Review. If the participant has already answered the feedback form the course uses now, Request Feedback skips them. The automatic request is also not sent when feedback is already recorded on the registration. If they answered an older form before you changed the course’s form, you can still send the current form: tick them in the Registrants list and select Request Feedback.
For a guest, check Edit Course > Settings > Forms & Participants > Send guest participants emails. Save the course if you change it.
For an automatic request, check that Automatically when a participant completes the course is selected under the course’s Edit Course > Settings > Feedback & Reviews. Then check that their required sessions are marked attended and their required online lessons are complete, depending on the course type.
Ask a System Admin to check the registration’s Emails section. For emails connected to a response, open Forms > the form > Responses > the response > Emails.
Requested does not confirm delivery. It means Cademy recorded the request.
Ask the participant to check their spam folder.
If you need help, send Cademy the course name, course date, participant’s email address and any message or error shown.
Test the feedback form as a participant
Open Forms > your Feedback form > Form Editor to check the saved questions. A form with conditional questions offers Preview Logic for trying their visibility without saving a response; select Exit Preview when finished. This is not the full participant journey. Check an actual feedback request as below to confirm course review settings and the participant’s submit-button wording.
For a form used in a lesson, Preview as Student lets you inspect its appearance, but submission is disabled and responses are not saved. Use Test a Course Before Launch to test a real lesson submission.
To check the separate feedback-request journey, send yourself a test request using the steps below.
Add yourself to a test course
Use a test course and a contact with your own email address.
Open the course and go to Registrants.
Select New Registration.
Choose the course date, if applicable.
Under Contact, select your own contact.
Turn off Send confirmation email if you do not need a booking confirmation.
Select Add Registration.
If you already have a registration on this course and have not submitted feedback for it, use that registration instead.
Send yourself a test feedback request
Open Edit Course > Settings > Feedback & Reviews.
Under Feedback form, choose the form you want to check and select Save.
Return to Registrants and open your registration.
Expand Feedback & Review.
Select Request Feedback, then Send Request.
Open the email in your inbox and follow the feedback link.
You can now check the form as a participant. Close the page when you have finished.
Do not select Send Feedback, or your custom submit label, unless you want to submit a real response. Its review can be published automatically according to the course settings.
Preview Email only shows the request email, not the feedback form.
For learners: submit course feedback
Open the feedback request sent by your course provider.
Select the feedback button or link in that email. You do not need to log in when it is your personal feedback-request link.
Check the course and provider shown on the form.
Answer the questions. Complete any required questions.
If the form has a Public Review section, select the required overall star rating. Add a written review or optional category ratings if you want to. Show my name on the public review starts ticked: leave it ticked to show your full name, or untick it to show your first name and last initial.
Select the button at the bottom of the form. It normally says Send Feedback, but your provider can change the wording. Wait for the Thank You message confirming your answers were sent.
The link is for your own response. Do not forward it for somebody else to complete. If the course or person is wrong, ask the course provider for the correct link. If the form will not open or submit, see Give Course Feedback and Manage Your Review.
For learners: submit feedback in a lesson
If your course provider has put a feedback form in a lesson, complete it there. You do not need a separate request email.
Open your online course content using Find Course Dates, Locations, Joining Instructions and Content. Then open the lesson containing the form.
Answer the questions and select the form’s submit button. Wait for the saved response showing your answers and submission date.
Complete any other required lesson activities, then select Complete & Continue, or Mark as Completed in the final lesson.
Submitting feedback does not complete the lesson by itself. If the same form appears again for your Registration, Cademy shows the saved response. You cannot edit or submit it again from the lesson.
For learners: review a course or provider
Open the course’s public page and find its Reviews section, or open the provider’s public Reviews page.
Select Add Review.
If asked, log in to your Cademy account. Use the account linked to your booking.
Complete the displayed form and select its submit button.
If Add Review is missing and you are not logged in, log in with the account linked to your booking and return to the course page. A course limited to registered learners hides the button while you are logged out. The provider may also have stopped collecting public reviews or removed the Reviews section. If it is still unavailable, use your feedback email link or ask the course provider how to leave feedback.
For learners: is my feedback public?
Answers labelled May be shown publicly: your course provider can publish these as your review, either immediately or after approving it.
Your other answers: your course provider can read them, but they are not shown in your public review.
The overall rating is 1 to 5 stars. Written review text is optional. Some forms also show optional category ratings.
Choose the name shown on your public review:
Show my name on the public review starts ticked. Leave it ticked to show your full name.
Untick it to show your first name and last initial, such as “Alex M.”.
Your feedback is not anonymous. Your course provider can still see who sent it.
Verified means Cademy can match the review to a course registration. It does not mean Cademy checked what the review says or confirmed that the person attended.
For learners: can I edit feedback or delete my review?
You cannot edit a submitted feedback form. If it shows Feedback Already Sent, the provider has already received your answers. Contact the course provider if an answer needs correcting.
To remove your own published review, log in with the Cademy account that submitted it.
Open the course or provider’s public Reviews page and find your review.
Select the Delete review bin beside it.
Select Delete to confirm.
This takes your review off the public page. Deleting it does not mean you can fill in the feedback form again. If you cannot find the review or the bin, contact the course provider. Include the course name and the email address used for your booking.
Frequently asked questions
Why is the Public Review block missing?
Check Forms > your form > Form Editor. If the form does not contain the block, use Add Field > Public Review to add it. If the block has a condition, open its three-dot menu and select Show This Block…; check which earlier answer shows it. An effective Publish public reviews setting of Never also hides the block from participants, even while it remains in the editor. Keep private questions for them to answer.
Can a learner send feedback without a public review?
Yes. Leave out the Public Review block, use an effective Publish public reviews setting of Never, or give the block a condition so the participant can choose No to a public review. While the block is shown, Overall rating is required; the written review is optional.
Why is a review not visible after submission?
The provider may need to approve it, may have hidden it, or may not show Reviews on that page. A submission confirmation does not mean the review is public.
Does setting reviews to Never remove existing reviews?
No. It removes the review questions from new submissions. Use Hide to remove an existing review from public view.
Can somebody review a course without a booking?
Yes, if you choose Anyone under the course’s Who can leave a review setting. They still need to log in. Choose Only attendees to require a course registration instead.
Does Verified prove attendance?
No. Cademy has matched the review to a course registration. That does not prove the person attended or that Cademy checked what they wrote.
Can I send one personal link to everyone?
No. Each personal request link belongs to one participant. Use Request Feedback so Cademy sends the right link to each person.
Can I put a Feedback form on my website like a General form?
No. Participants open Feedback forms through a personal request link, Add Review on a course or provider page, or a Form block inside an online lesson. Use a General form for a standalone form shared from your website.
Why does an old request link still show the old form?
It opens the form selected when that personal link was created. Choosing a different course form does not redirect links already sent. Editing the original form does change the questions shown through its existing links.
Why does Usage not show every course using this form?
Usage lists direct course assignments and the lessons that contain the form. Courses using the account default do not appear just because they inherit this form. Check their Edit Course > Settings > Feedback & Reviews settings.
Does creating or selecting a form send an email?
No. You must request feedback separately or use the course’s automatic-request setting. A confirmation email is different: it follows a submitted response when enabled.
Why did a participant see the Internal Name?
The form’s public Form Title was blank. Open Forms > your form > Form Editor, enter Form Title and save.
Does editing or removing a question erase earlier answers?
No. Earlier answers remain in responses. Add a new question if you intend to ask something different, so old answers are not shown under a changed meaning.
Can I delete the built-in Course Review form?
No. It is Cademy’s built-in fallback form. You can edit it or choose a different form for your account or a course.
Why can I not reply privately to an imported review?
Cademy may only have the reviewer’s name from the other website. Without their Contact record or an existing Inbox conversation, Cademy has no way for you to message them privately.
Can I export reviews or use integrations?
It depends on where you need the reviews:
Spreadsheet: use Export on Reviews or the form’s Responses tab.
Another system: if your account includes API Access, a developer can use the Cademy Public API to read published reviews.
Zapier: a new Cademy review cannot trigger a Zapier action. There is no Review Submitted trigger.