Getting Too Many Alert Emails? How to Reduce or Stop Them – Hapn Help Center

If Hapn is filling your inbox, the fix is almost always in the alert rule that's sending them — not in your email client. Hapn sends notifications only for alert rules that exist on your account, and every one of them can be narrowed, muted, rescheduled or switched off.

This page goes from the quickest blunt fix to the most precise one. Pick the level that matches how much you actually want to keep hearing about.

Applies to: the Hapn web app at app.gethapn.com. Go to Alerts & Issues in the left sidebar, then Alert Rules.

First: work out which rule is doing it

Open an alert email and note the alert's name and type — "Boundary Entry", "Movement", "Ignition On". Then on the Alert Rules page, use the search box or the All types dropdown to find the matching rule. Rules are grouped by category — Location & movement, Tracker status, Security & sensor, Activities, Batteries, Connectivity — with a count beside each.

Two culprits account for most inbox floods:

Duplicate rules. It's easy to end up with three rules doing the same thing, each sending its own email. If you see the same name repeated in the list, that's three emails per event, not one.
Rules set to "All trackers". A rule created for one vehicle but scoped to the whole fleet fires for every asset you own.

Stop everything, temporarily

At the top right of the Alert Rules page, Pause notifications silences alert notifications across the board. The button then reads Turn notifications on, so it's obvious at a glance that you're paused — and it's a toggle, not a timer, so nothing turns itself back on. Use it while you're on holiday, or while you're sorting out a noisy rule.

Rules keep evaluating while you're paused; you just stop being told. The alerts still appear in the feed when you come back.

Turn off one rule

Each rule has a toggle on the far left of its row. Switch it off and the row greys out — the rule stops firing but stays on your account, so you can switch it back on later without rebuilding it.

The ⋯ menu at the end of the row offers the same thing as Pause, plus Edit and Delete. Use Delete only for rules you're sure you'll never want again — pausing is reversible, deleting isn't.

Keep the alert, drop the email

This is usually the right answer. You still want to know a boundary was crossed — you just don't want it in your inbox.

The NOTIFY ME column shows four channel icons per rule: mobile, web, text and email. The ones highlighted in blue are the channels that rule is using.

Select the rule's name to open Edit alert rule.
Go to step 7 — Notifications.
Each recipient row — Me, All users, All admins, All collaborators, Specific users — has its own Mobile, Web, Text and Email checkboxes.
Clear Email on your row and leave Mobile or Web ticked.
Select Save.

As the panel puts it: recipients only receive the alert through the channels picked for them. So one rule can push to your phone, email a dispatcher, and text nobody.

Alerts going to people who don't want them

On the same step, check whether the rule is set to All users, All admins or All collaborators. That's how a rule one person created ends up in everyone's inbox. Switch it to Me or Specific users and pick the people who actually need it.

Other recipients at the bottom holds phone numbers and email addresses that aren't Hapn users — a customer, a yard manager, an on-call address. If an alert is reaching someone outside your account, that's where it's coming from.

Keep the email, but only when it matters

A rule that's useful during the working day is noise at 2am, and vice versa. Step 6 — Schedule in the same editor sets when a rule is allowed to fire:

Always active — around the clock. This is the default, and the reason most rules feel noisy.
Business hours — Mon–Fri, 8:00 AM to 5:00 PM.
After hours — Mon–Fri 5:00 PM to 8:00 AM, plus all day Saturday and Sunday.
Custom schedule — pick your own days and times.

A movement alert on After hours is one of the most useful settings in Hapn: silence all day while the fleet is working, and a message the moment something moves overnight. Business hours follow the times set in Setting Your Organization's Business Hours.

Narrow what triggers it

Still in the editor, two earlier steps decide how often the rule can fire at all:

Step 3 — Trigger holds the threshold. A speeding rule set to 1 mph over will alert on essentially every trip; set to 10 or 15 over, it alerts on speeding. A low-battery rule at 50% shouts far more often than one at 20%.
Step 4 — Assets is where "All trackers" gets narrowed to the vehicles the rule is really about.

For place-based rules, step 5 — Locations limits the rule to specific places rather than every boundary you've drawn.

Text messages specifically

Clear the Text checkbox on the rule to stop texts from that rule. Replying STOP to a Hapn text unsubscribes that number from all Hapn texts, which is blunter than it looks — see How to Re-subscribe to Text Message Alerts for getting back on.

If it's an issue, not an alert

Issues and alerts are different things and are managed in different places. If what's bothering you is a recurring Low Battery or similar persistent condition, adjust its threshold under Settings → Issue Settings, or mute that issue type for that tracker. See Understanding Issues on the Platform.

A sensible default

If you're starting over rather than trimming, this combination keeps most fleets informed without burying anyone:

Email for things that need a record or a response from someone not looking at Hapn — unauthorised movement, tamper, SOS.
Mobile for anything time-sensitive you'd act on within the hour.
Web only for routine events you want visible while you're working, not chased.
Everything routine — place entry and exit for normal daily runs, trip finished — on no channel at all. It's all still in the alert feed and in the Alerts Feed Report when you want it.

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