Overview
Hovn sends standardized transactional emails to students and payers when they register, pay, attend class, or receive certifications and materials. This article lists what each email contains and when it is sent.
Available for: Service Provider Admins, Instructors, Training Coordinators
Can I preview or edit these emails?
You can review what students receive using this article (or by registering a test student with your own email). You cannot change the wording or layout — Hovn uses fixed templates to protect deliverability and email compliance.
What you can customize:
Admin copies — receive BCC copies of booking and order emails in Settings → Notifications. See Managing Notification Email Preferences.
Material access instructions — edit per material under Materials → Email content (custom materials only).
Resend certificate emails — from a session's Certifications tab. See How to Resend Certificate Emails.
Booking emails
Sent to the student's email on the booking.
Booking Confirmation — when a student registers. Includes course name, booking reference, session dates/times, location, instructor, and a Go to Course link. Shows an online-learning alert if the course has self-paced segments.
Booking Cancelled — when a booking is cancelled. Includes original session details and a link to view the booking.
Booking Rescheduled — when a student is moved to another session. Shows new and previous session details side by side.
Order emails
Sent to the person who paid, which may differ from the student on the roster.
Order Confirmation — when payment completes. Includes order number, line items, totals, and View Order / View Receipt links. Notes that separate emails will follow for course and material access.
Payment Request — when payment is still due (common for private group sessions). Includes order number, total, and a Pay Order link.
Session emails
Session Reminder — sent about 7 days and 24 hours before class to enrolled students. Hovn checks hourly for upcoming sessions; each student receives at most one reminder per session every 24 hours. Includes session dates, location, and a link to booking details. Students who have not verified their name, email, or phone also see an Action Required banner to confirm their information before class.
Session Rescheduled — sent immediately to all enrolled students when a session's date, time, or location changes. Shows new and previous session details.
Screenshots coming soon
Certification emails
Certification Issued — sent when you issue a cert from the session's Certifications tab. Includes certification name, session date, certificate code, and a link to claim (AHA eCards) or view the cert in Hovn.
Certification Expiring — sent automatically on 90, 60, 30, 7, and day of expiration for Hovn-issued certs
Each reminder lists expiring certs with a Book now link to your course catalog. Students with imported (non-Hovn) certs may also receive separate expiration reminders at 90, 60, 30, and 14 days before expiration.
Screenshot Coming soon
Material emails
Course Materials Access — sent when digital materials (HeartCode keys, eBooks, etc.) are assigned to a student. Includes material name, your custom access instructions, and a redeem link or access code. Physical-only materials list the item name and description without a digital link.
Troubleshooting
Student did not receive a booking confirmation
Student did not receive a booking confirmation
Check spam folder, confirm the email on the booking (Sessions → Bookings), and verify your team received a BCC copy if notification preferences are configured.
Client wants to see the registration email before signing up
Client wants to see the registration email before signing up
Share this article or register a test student with your own email to preview the Booking Confirmation email.
Customer did not receive an order confirmation
Customer did not receive an order confirmation
Order emails go to the customer paying, not necessarily the student. Search Orders with the customer's email. See How to Find an Order from a Stripe Payment.