Enable Instructors to Submit Records
Use Record Submission when instructors need to submit official class records (rosters, outcomes, and files) in Hovn, but you manage registration and payments somewhere else.
This is for: Service Provider owners and admins
Outcome:
Private $0 courses created
(Optional) clients added
Roles and permissions set
Instructors invited
Optional e-card issuing configured
Instructor quick start link ready to share
Record Submission vs. Sessions
Record Submission
Instructors submit rosters and results for classes that are not registered or paid for in Hovn. Use Private, $0 courses for clean record-keeping.
Sessions
Hovn manages the full class lifecycle: listings, registration, payments, materials, reminders, attendance, rosters, and certifications.
Choose Record Submission if you already handle sign-ups and payments elsewhere. Choose Sessions if you want Hovn to manage everything.
Step 1 — Create a Private, $0 Course
Create one course per certification you’ll accept roster-only submissions for.
Go to Courses → New Course
Name: Use the official title (example: BLS Provider — Record Submission)
Price: $0
Privacy: Private
Materials: Skip unless you provide internal handouts
Save
Goal: A clean, private, zero-price course instructors select when submitting rosters.
Step 2 — Add Clients (Optional)
Use Clients to group internal teams or partner sites for reporting.
Go to Clients → Add Client
Add the client name (example: West Coast Fire Dept)
Save
Use Clients when many roster-only classes happen for the same department or partner.
Step 3 — Decide Roles & Permissions
Set permissions before inviting instructors.
Instructor — Can teach and submit records for classes you create
Instructor (Can Manage Sessions) — Can create/manage sessions and submit records
Card Bank Issuer — Can issue e-cards (permission is separate from role)
Admin — Full access (use sparingly)
Step 4 — Invite Instructors
Go to Instructors → Invite
Enter name and email
Set Can Manage Sessions on or off
Send invite
Status shows Invited, then Active once accepted.
Hovn sends the invite email automatically. After inviting, share the Instructor Quick Start Guide so instructors can get set up fast.
Step 5 — Share the Instructor Quick Start Guide
Send the guide right after inviting. It covers:
Accepting the invite and switching into your org
Completing profile and contact info
Adding Agency IDs
Adding instructor certifications
This prevents confusion and speeds up onboarding.
Step 6 — Enable Certification Issuing (Optional)
Only needed if instructors or admins will issue certifications in Hovn.
Add a Card Bank (Settings → Card Banks)
Assign Issuers (admins and/or selected instructors)
Make sure each issuer has the correct Agency ID on their profile
If an instructor can’t issue cards, check:
They’re assigned as an issuer
Their Agency ID is on file
Troubleshooting
Use these steps if something isn’t working as expected.
Invite Email Not Received
Ask the instructor to log in using the invited email
Go to Organizations → Accept Invite
Pending Orders Created
Orders are generated when students are registered to courses
If a course is tied to a Client, one pending order appears
Update the order status as needed from the Orders tab
Instructor Can’t See Sessions
Make sure they switched to the Service Provider account
They may still be viewing their Student Profile
Instructor Doesn’t See “Assign Cards”
Check that:
They’re assigned as an issuer on a Card Bank
Their Agency ID is added to their profile
Something Still Looks Off?
Capture a screenshot of what you’re seeing and use the in-app chat so the team can trace the submission path quickly.