This article explains how to import bookings in Cademy. It covers how to upload a file, map contacts, map booking details, control updates to existing contacts, and review the import results. Bookings can be imported from Settings or directly from eligible course dashboards.
Step-by-Step Instructions
The steps below describe the full process for importing bookings using a CSV or Excel file.
1. Open Bookings Import
You can start a bookings import in two places:
Option A: From Settings
Open the admin dashboard: https://admin.cademy.io
Go to Settings.
Select Imports.
Select Bookings Import.
Option B: From a course dashboard
Available for On set dates and Blended courses.
Open the course dashboard.
Select Import & Export.
Select Import.
2. Download the example file (optional)
In the Import Bookings modal, use the link to view the example spreadsheet.
Review the recommended structure and column format.
Example spreadsheet:
https://docs.google.com/spreadsheets/d/1ALSbvFTNJ5TqE4BlDCn1HgoTQeLC-8FK59EZxkVO_hw/edit?usp=sharing
3. Upload your file
Return to Bookings Import (in Settings or from the course dashboard).
Drag and drop your file into the upload area or select Select file.
When the file uploads, select Next.
4. Map contacts
What is mapping?
Mapping tells Cademy which columns in your CSV correspond to which Cademy fields.
Example: If your CSV column is called “Guest Email”, you map it to the Cademy field “Email”.
Every field you want to import must be mapped to the correct value source.
In this step, you map the contact details associated with the booking.
For each field, choose a Value Source:
CSV column
Fixed value
Do not import
Contact fields you can map include:
Address: City
Address: Country
Address: Postcode
Address: Street
Cademy ID
Created date
Deanery number
Email
First Name
Last Name
Marketing Consent
Organisation
Phone
Tags
When mappings are complete, continue to the next step.
5. Choose update options
After mapping contacts, you will see:
Update existing Contact
Enable this option if you want Cademy to update the contact’s existing information during the import.
If disabled, Cademy will not update any contact details.
Then select Continue.
6. Map booking details
In this step, you map the core booking information.
Available fields include:
Course (required)
Course Date (required)
Created date
Currency
Payment Status
Send Confirmation
Spaces
Total Paid / Cost
Important:
If you want email notifications to be sent during the import, set Send Confirmation to a CSV column or a Fixed value.
Cademy will send booking confirmation emails during processing.
If you do not set it here, you can still send confirmations later from the course dashboard.
When all required fields are mapped, select Import Bookings.
7. Monitor Status and Review Results
After starting the import, the status will show as:
PROCESSING – the file is being processed
PROCESSED – the import is completed
FAILED – the import could not run due to incorrect or missing mappings
You will receive an email when the import is complete.
Note: If any values in your CSV don’t match Cademy’s required formats (e.g., invalid payment status or non-numeric spaces), those rows will fail to import, and you’ll receive a summary email detailing the errors
In the Your Imports table, review:
Type
Date
Imported count
Failed count
Source
Status (PROCESSING, PROCESSED, or FAILED)
You can:
Select the Imported number to see imported records
Select the Failed number to see rows that did not import
Use the eye icon to open any specific imported or failed record
Pro Tips & Notes
Ensure Course and Course Date are mapped correctly for every row.
Test the import with a small file before running a full dataset.
Use Fixed value when the same information applies to all rows.
Keep a backup copy of your spreadsheet before importing.
Frequently Asked Questions (FAQs)
Q: Which fields are required when importing bookings?
A: Course and Course Date.
Q: Can booking imports update existing contacts?
A: Yes, if Update existing Contact is enabled.
Q: Will confirmation emails be sent automatically?
A: Only if Send Confirmation is mapped during the import. Otherwise, emails can be sent later.
Q: What file types are supported?
A: CSV and Excel.
Q: How do I review failed rows?
A: In Settings > Imports, select the Failed number for that import.