Training records managementWhen someone asks for proof, it’s one search and one export.
Sooner or later an auditor or a client’s HR team asks to see the evidence for a course you ran. Cademy files it as the course happens. Attendance goes on the register for each date, the certificate and its expiry go on the learner’s registration, and every learner is linked to the company that sent them.
Registers and certificates come with every plan, CPD with Pro and scheduled exports with Teams. When the email arrives, find what it asks for with a filter, then print it, export it to CSV or send the certificates as a ZIP.
Where each answer is kept.
Each email here arrived after the course had ended. With each one is the place in Cademy that holds the answer.
“Send us the register for the Sep 30 course in Leeds.”
Open the course and pick the date. Its Registrants tab lists everyone booked on it, and the Attendance column reads Attended, Absent or Not Marked for each of them. The trainer fills that in on the day, per learner or for the whole room in one go, and a course with several sessions keeps a mark for every session.
- Print the class list for the date, or save it as a PDF from the print window
- Download the list as a CSV with the columns you pick
- Trainers mark attendance on the dates they are assigned to
Dates, venues and registers all live in the training management system.
| Name | Status | Attendance |
|---|---|---|
| ARAnna Reid | Confirmed | Attended |
| TRTom Reid | Confirmed | Attended |
| LALena Adeyemi | Confirmed | Attended |
| RWRuth Walsh | Confirmed | Absent |
| DPDan Price | Confirmed | Attended |
“Tell us whose certificates run out before January.”
Switch on expiry for a course and give it a validity period in days. Each certificate it issues then carries an expiry date, counted from the certificate date. On the Registrations page, filter by Certificate Expiry Date and sort with the soonest first. Export it from there as a CSV.
- Expiry is optional and set course by course
- Change or clear the expiry on a single certificate from its registration
- An organization column shows which client each learner works for
- Tick the people on the list and send them an email about their next date
| Name | Registration Code | Certificate Expiry | Role | Course | Completion | |
|---|---|---|---|---|---|---|
| ARAnna Reid | REG-2211 | Nov 19, 2026 | Direct | Emergency First Aid at Work | Completed | |
| TRTom Reid | REG-2210 | Nov 26, 2026 | Booker | Door Supervisor Top-Up | Completed | |
| LALena Adeyemi | REG-2209 | Dec 3, 2026 | Direct | Fire Marshal | Completed | |
| RWRuth Walsh | REG-2208 | Dec 10, 2026 | Guest | Emergency First Aid at Work | Completed | |
| DPDan Price | REG-2207 | Dec 15, 2026 | Direct | Manual Handling | Completed | |
| MOMark Okafor | REG-2206 | Dec 22, 2026 | Booker | Door Supervisor Top-Up | Completed |
“Show us everything our people have done with you.”
Each client company has an organization record. With automatic linking switched on, a new contact joins it when their email domain matches the company’s. Its Registrations tab lists every place held by its people, Orders shows what the company bought, and Private Courses holds the dates you ran for them alone.
- A parent organization lists its subsidiaries, and each subsidiary keeps its own registrations and orders
- The people you deal with marked as the company’s Key Contact or its Billing Contact
- Tasks and notes kept on the company, where the next person on your team will find them
More on contacts, companies and saved views in the training CRM.
| Full Name | Tags | ||
|---|---|---|---|
| ARAnna Reid | anna.reid@oakfieldcare.co.uk | First aid | |
| LALena Adeyemi | lena.adeyemi@oakfieldcare.co.uk | Fire marshal | |
| RWRuth Walsh | ruth.walsh@oakfieldcare.co.uk | Fire marshal | |
| DPDan Price | dan.price@oakfieldcare.co.uk | - | |
| PSPriya Shah | priya.shah@oakfieldcare.co.uk | - | |
| MOMark Okafor | mark.okafor@oakfieldcare.co.uk | Manual handling |
“Confirm this certificate is one of yours and still valid.”
Add the Registration ID to your certificate template and every certificate names the registration it came from. Paste that ID into the search on the Registrations page, open the result, and the certificate’s status is on it. On the default certificate, search by the learner’s name or email instead.
Your own certificate templates come with Pro, which costs £99 ($129) a month on a yearly plan. How license-linked courses and their refreshers run is on safety and security training.
What the registration tells you
After a search by Registration ID.
- Valid: the certificate’s own view link opens it, whatever the state of the learner’s course access or payment
- Expired: it still opens, and the registration shows the date it ran out
- Revoked: the link has stopped working, and the learner can no longer open it from their course page
What sits behind a single name.
Open a contact and their Activity lists every order and registration they have had with you, beside the certificates issued to them and the emails Cademy sent. When an awarding body wants the evidence for one learner on one course, print that registration’s evidence pack.
On the contact
- All Activity and Orders, with each booking and registration
- Certificates, in a tab of their own
- Conversations and Emails, where you can open any message that was sent
- CPD, each award listed with its points or hours, from Pro
- Notes and tasks for whoever picks up the account next
In the evidence pack
- The course date and the latest attendance mark for each session
- Every lesson with its start and completion dates, plus active time where it was recorded
- Quiz attempts and scores, and the learner’s full answers with marks and assessor feedback
- The certificate’s issue date, expiry date and status, with any CPD
- Booking answers you pick from the registration and contact fields
A pack covers one registration and opens in the browser’s print window, ready to print or save as a PDF. System Admins can print any registration. Course Owners and Facilitators print the ones on their own courses and dates.
Each registration also has a completion status of Not Started, In Progress, Not Completed or Completed, and keeps the date the learner first completed. For a blended course to count as Completed, every live session has to be marked Attended and every published lesson finished.
The file you send, and where it comes from.
Exports are CSV files that open in Excel or Google Sheets. Take all the columns, only the visible ones, or choose your own, such as Attendance Status, Completion Status, Certificate Issue Date and the CPD columns.
| What you send | Where it comes from | Plan |
|---|---|---|
| A date’s class list | The date’s Overview or its Registrants tab. Print it, save it as a PDF or download a CSV | Every plan |
| One learner’s evidence pack | Their registration, printed or saved as a PDF | Every plan |
| Certificates for a client’s group | Bulk issue on the course’s Registrants tab, up to 500 at once, with one ZIP link emailed to the person who booked or to an address you type | Every plan, with your own template from Pro |
| Certificates expiring soon | The Registrations page, filtered by certificate expiry and exported to CSV | Every plan |
| A file that sends itself | A filtered list of registrations, contacts, organizations or orders, emailed daily, weekly or monthly | Teams |
Scheduled exports, on Teams
- Each run applies the saved filters again, so a client’s monthly file holds the records that match on the day it goes
- Send it to people on your account or to any email address, such as the client’s compliance inbox
- The email carries a download link in place of an attachment, and the link expires within three days
- Included in Teams, at £499 ($649) a month on a yearly plan
When the client looks for itself
- The person who booked opens each participant’s certificates from their order, with the issue or expiry date beside each one
- They also see who attended and, for online lessons, each person’s progress
- Expired certificates stay available to them, and revoked ones no longer open
- How certificates are issued
Records, in more detail.
For anything else, a person will answer on a call.
Does every certificate need an expiry date?
No. Expiry is a course setting, Set Certificates to Expire, with the validity in days starting at 365. A course without it issues certificates with no expiry. You can also change or clear the expiry on one certificate from its registration, and changing the course setting leaves certificates already issued as they were.
What happens when I revoke a certificate?
Its link stops working and the learner can no longer open it from their course page. If the course issues certificates automatically, switch that off first, or a later completion check could issue the learner a new one.
Can trainers take the register and print records?
Yes, for the courses and dates they are assigned to. A Facilitator marks attendance on the Registrants tab and can print a learner’s evidence pack. When Course Owners and Facilitators export registrations, the file leaves out price and payment columns.
Who can receive a scheduled export?
Anyone with an email address, picked from your account users or typed in. Scheduled exports are on Teams and run daily, weekly or monthly, with the saved filters applied again each time. The email holds a download link that expires within three days, so add only people who are allowed to see the data.
Where are CPD points and hours recorded?
CPD is a Pro feature, awarded when a registration is completed. The award shows on the registration, in the Registrations export and in the learner’s CPD tab on their contact record, one award at a time. A custom certificate template can print the points or hours too.
How do I find learners who have not finished the online part?
On the course’s Registrants tab, filter by Completion and pick In Progress or Not Started, or add a Last Seen filter for people who have gone quiet. The built-in Stuck and Gave Up views list learners with no progress for 30 to 60 days and for more than 60 days. Select them and send an email from the same screen.
Answer your last records request in Cademy.
Bring the email to a call. We set up the course it was about and pull the answer from it with you.
CPD comes with Pro and scheduled exports with Teams. Free takes no card.