Emails you may receive

A dive center that uses DivePilot can send you these emails. DivePilot sends them on the dive center's behalf, so the sender shows as DivePilot, but everything in them comes from the dive center.

The emails

Every subject names the dive center, most of them at the end.

Booking for several people

When you book for several people or several trips, each person with an email address gets one "We received your booking …" email listing their own bookings, with the GR number in the subject, and people who share an address get one email between them. When the dive center asks for a deposit, only the person who booked gets an email, about ten minutes later and only if the deposit is still unpaid, "Your booking …: please pay the deposit", listing everyone. Everything for a person you booked on your own address with Use my email comes to you, with their name in it: the received email, confirmations, changes, cancellations and the "Before your dive on …" check. When the dive center confirms or cancels everyone's bookings at once, each address gets one email for it instead of one per booking: "You're confirmed: … bookings (GR-…)" or "Bookings GR-… cancelled". Bookings the dive center adds to your booking later, for example the dives you asked for once it has planned them, send the usual confirmation when they are confirmed. If the dive center only cancels dives you asked for and has not planned yet, you get no email.

Recognising a genuine email

• The top shows the dive center's logo, or the DivePilot logo if they have none.
• The text names the dive center, and the footer says "This email was sent by … through DivePilot."
• If the dive center added them, their website, phone number and Instagram appear at the bottom.
• The buttons in waiver, dive log, details, payment and deposit emails, and the payment link in a confirmation, lead to pages starting with my.divepilot.app. The payment form on those pages comes from Stripe.

None of these emails asks for a password, and none asks you to type card details into the email or a reply. A payment is only ever made on your bill's page, see Pay your bill online.

Replying to an email

Press reply in your email app: your answer goes to the dive center's own email address, not to DivePilot. It is the easiest way to ask a question, change plans or cancel.

Your check-in code

The "Your details are with …", "We received your booking …" and "You're confirmed: …" emails show a QR code with the line "Show this code when you arrive…". Show it when you arrive: the team scans it and goes straight to your details or your booking. It is meant for their phones only; if you scan it yourself, a DivePilot sign-in page for staff opens, which you can close. The emails about a moved, changed or cancelled booking carry no code. Without the code, give your name or booking number at the counter.

The confirmation and its calendar file

The confirmation repeats your booking number, what you booked and the date, plus the departure time, boat and dive sites where they are known. It asks you to arrive a little before departure with your certification card, and your own gear if you have it. The attached calendar file adds the booking to your calendar: at the departure time for a fun dive, or as an all-day entry for a course. When the dive center has a cancellation policy, the confirmation lists it. When they choose to, it also carries the link to your bill, where you can pay online if they take online payments.

For a course, the date is the start date of the course the dive center placed you on. If they confirmed you before placing you on a course, it is the date you asked for; if they then agree another start date with you, go by what they told you.

Good to know about the calendar entry:

• A fun dive is entered at the dive center's local time. If your phone or calendar is still set to your home time zone, it shows the departure converted to that zone, which can look wrong until you change the setting or arrive.
• A fun dive entry always lasts 4 hours. That is a placeholder, not the real length of the trip.
• It updates only through a later email. "Your trip was moved" and a new confirmation carry a calendar file that updates the entry, and the file in "Your booking has changed" removes it. If the dive center moves only your booking, you may get a new confirmation, or no email at all. Either way, check that the entry in your calendar shows the new date and time.
• The location is only the dive center's name, with no street address or meeting point. Ask them where to meet.

When the dive center changes the plan

• "Your trip was moved" arrives when the dive center moves a trip you were confirmed for. It shows the new date, departure, boat and dive sites, and your booking stays confirmed. If the new time does not work for you, reply to the email.
• "Your booking has changed" arrives when the dive center deletes a trip you were confirmed for, or cancels your course. The earlier confirmation no longer applies, but your booking stays in place, and a new confirmation follows once the dive center has set your new trip or course.

Both are sent only for bookings that were already confirmed.

Emails about your details

• "Please check your details for …" arrives when the dive center sends you a link, for example before your first dive or because something is out of date. Its button, "Check my details", opens the details they hold, and the link works until the time given in the email, and only once. See Update your details with a link from your dive center.
• "Before your dive on …" is an automatic check that the dive center can switch on. It arrives up to a set number of days before a booked dive, and only if a required detail is empty or a required waiver is unsigned or runs out before the end of the dive day. It lists what is missing, and its button, "Complete my details", works until the end of the dive day. After you save, the page offers the waivers still to sign. With several bookings you get one email, about the earliest dive, and with nothing missing you get none. For a person you booked on your own address, that email comes to you, with their name in it. It does not confirm a booking.

Which language emails use

Emails use the language chosen in the Language field when you booked or registered, or the one the dive center set if they entered your details (English if they added you while creating a booking). To change it, ask the dive center. See Pages and emails in your language.

Emails that do not exist

• No copy after you sign a waiver, and no email after you save your details through a link.
• No reminder before a waiver link expires. Before a dive, only the "Before your dive on …" email can come, and only when the dive center has switched it on and something is missing.
• No email when the dive center moves just your booking to another date or restores it after a cancellation, and none about a moved or deleted trip or a cancelled course while your booking was not yet confirmed. A new confirmation arrives only if the dive center confirms the booking again afterwards.
• No booking emails for bookings made by phone, by message or at the counter. Only bookings through the booking page send them. The "Before your dive on …" email is the exception: it can come for any booking.
• No text or WhatsApp messages, and no unsubscribe link, since these emails only concern your own bookings, payments, details, waivers and dives.

If plans seem unclear, ask the dive center.

An email you did not expect

A booking, registration, details or waiver email you never asked for usually means someone typed your address by mistake, for example while booking for themselves, since addresses are not verified when a form is sent. Nothing is charged and no account is created for you. You can ignore the email, as most of these emails say themselves, but a quick reply helps: it reaches the dive center, who can remove the booking or correct the address.

An email did not arrive

1. Check your spam or junk folder, and add noreply@divepilot.app, the address these emails come from, to your contacts or safe senders.
2. Check the address: it is the one you typed on the form, or the one the dive center has on file.
3. Contact the dive center. They can correct your address and send you a new waiver link or a new link to check your details. They cannot resend booking, registration or dive log emails.