Overview
Use this when:
Your class sign-ups and payments happened outside Hovn, and you only need to submit the official course record (roster, outcomes, and required files).
Who this is for:
Instructors.
Outcome:
A complete, submitted course record that your admin can review and certify. If you’re an assigned issuer, you can issue e-cards after submission.
Record Submission vs. Run a Session
Record Submission (this guide)
For classes managed outside Hovn. You’ll create a record, add learners, enter outcomes, upload files, and submit.
Run a Session
For the full lifecycle in Hovn—listings, registration, payments, reminders, attendance, rosters, and certifications.
💡 Ask your admin which workflow you should use. If they created Private, $0 courses for you, you’re using Record Submission.
Before You Begin (Quick Checks)
✅ You’re in the correct organization (use the Account Switcher, top-left).
✅ You selected a Private, $0 course for the certification you taught.
✅ You know whether to attach a Client (some orgs group rosters by department/site).
✅ If you’ll issue e-cards, your Agency ID(s) are on your profile.
🔒 No issuer access? You’ll submit the record and your admin will issue.
Step-by-Step: Submit a Record
Step 1 — Create the session record
Go to Sessions → New.
Course: Select the Private, $0 course that matches what you taught.
Details: Set date, start time, duration, and location.
Client (optional): Select if your org tracks by client/site.
Price: Keep at $0.
Save to create the record.
🧭 If you see pricing, checkout, or public listing options, you’re likely in Run a Session. Back up and choose the Private, $0 course.
Step 2 — Add learners to the roster
Open the session → Bookings → Add Booking.
Add learners (name + email).
If adding after class, toggle Send Confirmation Email off.
Double-check spelling—this flows to certificates.
Step 3 — Record scores & outcomes
Go to Roster.
Complete required scores/outcomes for each learner.
Minimum fields vary by course and agency.
Step 4 — Upload required files
Open Files on the session.
Upload what your org requires (sign-in sheets, skills checklists, exams, evaluations, etc.).
Step 5 — Submit the record
Review everything: roster, outcomes, and files.
Add any Notes (context, exceptions, missing docs).
If you’re an issuer: go to Certifications → Issue to send e-cards.
If you don’t see Issue, your admin will issue.
Running your own classes and doing double entry?
If you list classes, take payments, or manage sign‑ups elsewhere and then come to Hovn just to log the roster, you’re a great fit for a Service Provider Account.
Upgrade to a Service Provider account to publish/private-list classes, take payments, automate reminders/materials, track attendance, submit rosters, and issue certs—all in one flow. → Upgrade to Service Provider.
Troubleshooting & FAQ
I don’t see “New Session” or “New.”
You may not have permission to create records. Ask your admin to enable record submission for you or to create the record shell you can complete.
I can’t find the Private, $0 course.
Confirm you’re in the correct organization and that your admin created the Private course for record submission.
I don’t see the “Assign Cards” or “Issue” button.
You’re likely not assigned as a Card Bank Issuer. Your admin can grant this if needed.
I’m seeing checkout or pricing options.
You’re probably in Run a Session mode. Go back and select the Private, $0 course instead.
My learners’ names/emails look wrong after submission.
Fix spelling before issuing certifications. If already submitted, notify your admin so they can correct the record before issuing.