Tutorial Management
Tutorials and clinics are the scheduled sessions your students attend. Training Hub manages both from one screen, Manage Sessions, and shows them on one month view, the Admin Calendar. This guide covers scheduling and maintaining sessions: creating, editing, cloning and deleting them, deciding who is expected at each tutorial, and reading the calendar.
Marking attendance is covered in 04 — Tutorial attendance. Clinic allocations, waitlists and cancellations are covered in 05 — Clinic rosters.
Terminology. “Tutorial” and “Clinic” are the default names. If you have renamed them (for example to “Class” and “Practical”) under Settings, every label in this guide follows your names.
Overview: Manage Sessions and the Admin Calendar
| Screen | Menu path | What it is for |
|---|---|---|
| Manage Sessions | Training Hub → Manage Sessions | Create, edit, clone and delete tutorials and clinics for one course; manage who attends each session |
| Admin Calendar | Training Hub → Admin Calendar (also the Training Hub landing page) | See every session, and optionally assessment due dates and planner sessions, across all courses in a month or list view |
Earlier versions had separate “Manage Tutorials” and “Clinic Rosters” pages. They have been replaced by the single Manage Sessions hub, and their old addresses no longer open.
Who can use Manage Sessions
Manage Sessions needs the Manage Tutorials or Manage Clinics capability. Training Hub gives both (plus View Reports) to administrators and to the roles listed under Settings → Access & Privacy → Backend Access Roles (by default, administrators and your LMS’s instructor role).
- Administrators see every course.
- Trainers/instructors see only the courses they instruct. Trying to open another course’s sessions shows “You do not have permission to view sessions for that course.”
- A user with only one of the two capabilities sees only that session type, and the Add session form offers only that type.
Finding your sessions
- Go to Training Hub → Manage Sessions.
- Use Year Filter (if year filtering is turned on) to narrow the course list, then pick a Course. On a site with only one course, it is selected automatically.
- Optionally set Type to All types, Tutorial or Clinic.
Until a course is chosen, the Add session button is shown greyed out with the hint “Select a course above to add a session.”
The sessions table
Each row is one session for the selected course.
| Column | Shows |
|---|---|
| Date / Time | In your site’s date and time format, with the end time when set |
| Type | A Tutorial or Clinic badge |
| Location | The venue, plus the session note (if any) underneath |
| Trainer | The lead trainer or clinic supervisor |
| Attendees | Tutorials: number enrolled in the course. Clinics: allocated / capacity, plus “(+N waitlist)” |
| Status | See below |
| Actions | Edit, Attendees (tutorials) or Manage roster (clinics), Clone, Delete |
Status values
| Status | Meaning |
|---|---|
| Scheduled | An upcoming tutorial |
| Open / Full | An upcoming clinic with or without free places |
| Attendance due | The session date has passed and nothing is marked yet. The badge is a link that opens Mark Attendance with this session loaded |
| Marked | The session has passed and at least one attendance record exists |
| Cancelled | A clinic whose status was set to Cancelled |
Creating a session
- Select the course, then click Add session.
- If you manage both types, choose the Session type (Tutorial or Clinic).
- Fill in the fields (below) and click Create Tutorial (or Create Clinic).
A confirmation such as “Tutorial created.” appears at the top of the page and the session is added to the table and the calendars.
Session fields — tutorials
| Field | Required | Notes |
|---|---|---|
| Date | Yes | Error “A date is required.” if blank |
| Start Time | No | A session with no time counts as starting at midnight for attendance-rate purposes |
| End Time | No | Fills in automatically from the start time plus the location’s default duration. You can change it |
| Location | No | Pick from the venues set up under Settings → Setup & Enrolment → Locations. Each venue can have a default duration and can be flagged as online |
| Trainer(s) | Yes, at least one | Hold Ctrl (Windows) or Cmd (Mac) to select several. Error “At least one instructor is required.” Only administrators appear until you add your trainer role under Backend Access Roles |
| Zoom Meeting | No | Appears only when an online location is selected (see below) |
| Note | No | For example the topic or special instructions. Shown under the location in the sessions table |
🔒 Pro feature — requires Dantian Training Hub Pro with the Timetable Planner module.
With the Timetable Planner module, the form also shows Serves subgroups. See Subgroups below.
Session fields — clinics
Clinics use the same Date, Start Time, End Time and Location fields, plus Capacity (1–50, default 5), Waitlist (on by default; only set at creation), Supervisor, Notes (visible to students when choosing preferences) and Reminder Template. These are explained in 05 — Clinic rosters.
Online sessions and Zoom meetings
When the selected location is flagged as online, a Zoom Meeting field appears. Switching to an in-person location hides the field and clears any selection, so an in-person session is never saved with a stale meeting.
🔒 Pro feature — requires Dantian Training Hub Pro and the Tutor LMS Zoom add-on.
The Zoom list is filled with the Zoom meetings already created for the course in Tutor LMS. Pick one to link it to the session; the meeting appears as Join Zoom Meeting on calendars and session details. Without Pro (or without Tutor LMS Zoom) the list only contains No Zoom meeting.
Double-booking check
When you save a tutorial, Training Hub checks the same course and date for another tutorial whose time overlaps at the same venue. If one exists, the save is refused with a message like “Tutorial on 2026-03-10 skipped — …” naming the clash. Sessions at an online location never clash with each other. Change the time or location and save again.
Editing a session
- Click Edit on the session’s row.
- The edit form opens in a pop-up with the current values. Clinics also show a Status field (Open, Full, Cancelled).
- Click Update Tutorial (or Update Clinic).
If nothing changed you will see “No changes were saved.” Edits made here flow through to Mark Attendance, both calendars, reminder emails and reports.
Cloning a session
Clone copies a session onto a new date.
- Click Clone on the row.
- Pick the New date and click Clone session.
The copy keeps the time, end time (recalculated from the duration), trainer(s), location, note and Zoom link. A cloned clinic also keeps its capacity, waitlist and reminder template and always starts as Open. Students, allocations and attendance are not copied. A new date is required (“A new date is required to clone this session.”).
Recurring sessions
There is no recurring-series builder. To set up a weekly class:
- create the first session, then use Clone for each following week, or
- with Pro, prepare a spreadsheet of dates and load it with 18 — CSV Session Import, or
- with Pro’s Timetable Planner, plan the term and push sessions to Training Hub (see the Timetable Planner guide).
Deleting a session
Click Delete on the row and confirm. A session that already has attendance recorded, or a clinic with active allocations, cannot be deleted: you will see “Cannot delete a session that has attendance or active allocations.” This protects your attendance history. For a clinic, remove or cancel its allocations first; for a tutorial that will not run, edit its note so trainers know, or leave it unmarked.
Managing tutorial attendees
By default every student enrolled in the course is expected at every tutorial. The Attendees action lets you adjust that for one session.
- Click Attendees on a tutorial row.
- The pop-up summarises “Allocated: N · Excluded: N · Ad-Hoc: N” and lists each student with their status.
| Status | Meaning | Actions |
|---|---|---|
| Allocated | An enrolled student expected at this session | Exclude, Add consideration |
| Excluded | Not expected at this session | Restore |
| Ad-Hoc | A student from outside the course added for this session | Remove |
Excluding and restoring students
Exclude a student when they are not required at a particular session (for example, a recognised prior-learning exemption, or a session that only applies to part of the group). An excluded student:
- is shown greyed out on the roll and is not counted when you check whether the session is fully marked;
- does not count toward that student’s attendance rate (neither the “required” nor the “attended” side).
Click Restore to undo it. You can also exclude or restore one student across several tutorials at once from the Student Report.
Ad-hoc students
Use Add ad-hoc student to add someone who is not enrolled in the course, for example a make-up session or a student switching cohorts. Search by name or email, select the student, enter a Note (required) explaining why, and click Add student. Only users with the roles allowed under Settings (by default your student roles) can be found. Ad-hoc students appear on the roll for that session only, labelled Ad-Hoc with the reason and who added them. Ad-hoc students can also be added from the Mark Attendance screen.
Special considerations for a session
Add consideration records something the trainer should know about one student for this session only, for example “Needs to leave 30 minutes early”. It is shown on the roll before marking and pre-filled into that student’s attendance notes. Clear the text and save to remove it. Considerations can be added for any student on the session who is not excluded. Clinic considerations (added from the clinic roster console) also appear as a “!” marker on the Clinic Report matrix.
Recording links and competency
Two course-level tools live on the Course Report rather than here:
- Edit Recording Link sets the recording URL for a course and saves it to a lesson you select. Students use it when they missed a session.
- Overall competency (Competent / Not Yet Competent, labels configurable) can be set per student. Administrators can always do this; trainers only when Trainer competency marking is turned on under Settings (off by default). Otherwise trainers see “Competency marking is currently restricted to administrators.”
See the Course Report guide for details.
Subgroups (Pro)
🔒 Pro feature — requires Dantian Training Hub Pro with the Timetable Planner module.
If a course is linked to a planner subject whose qualification has subgroups (for example “Group A” and “Group B”):
- Subgroup badges. On Mark Attendance each student shows their subgroup next to their name.
- Serves subgroups (per session). In the tutorial or clinic form, the Course default line shows which subgroups the course’s sessions serve. Tick Override course default for this session and choose subgroup chips to limit this session to those subgroups. Leaving every chip unticked means the session explicitly serves all enrolled students.
- On the roll. When a session serves only some subgroups, a “Subgroup filter active” banner shows how many students are visible and how many were auto-excluded. Students outside the subgroup are shown as “Excluded by subgroup mask” with an Include button; anyone can be Excluded or have an override Cleared. These overrides adjust that student’s required sessions in Pro analytics.
- Course Report. A subgroup column, a Subgroup filter and bulk actions Set subgroup to … let administrators assign students to subgroups. This needs the course to be linked to a planner subject; otherwise you see “This course is not linked to a planner subject — cannot set subgroup.”
If no subgroups apply, the form shows how to set them up (link the course under Settings → Timetable Planner → Subjects and define subgroup labels).
Known limitation: the course-level “Default subgroup mask” panel is not currently shown on Manage Sessions. Set subgroups per session with the override instead.
Admin Calendar
Training Hub → Admin Calendar is the Training Hub landing page for administrators. Other Training Hub users (trainers) are taken straight to Mark Attendance instead.
Filters (they apply as you change them, or click Apply Filters; Reset clears them):
| Filter | Default | Notes |
|---|---|---|
| Course | All courses | |
| Tutorials / Clinics | Shown | |
| Assessments (due dates) | Shown | Pro, and only when your LMS supports assignments |
| Include approved extension dates | Off | Pro; appears when assessments are shown |
| Planner sessions | Shown | Pro Timetable Planner only |
| Follow-ups | Shown | Pro action-plan follow-ups only |
Switch between Calendar (month grid) and List views, move with Previous/Next, Today, or Jump to month. Sessions are colour-coded by type and marked In-Person or Online.
Session details on the calendar
Click a tutorial or clinic (or View details in list view) to open a details panel:
- Tutorials — date, time, location, trainer, a Zoom link if any, and View Attendees listing each student as Attended, Not attended or Not marked, with a Mark Attendance button.
- Clinics — the allocated and waitlisted students (with any ad-hoc allocation note), capacity and a Mark Attendance button.
🔒 Pro feature — requires Dantian Training Hub Pro.
With Pro, assignment and quiz due dates open a panel listing each student’s submission or attempt status (for example Submitted (pending), Not submitted, Passed, Not yet competent, Has extension to …), and planner sessions open their planner details. See the Assessments and Timetable Planner guides.
Subscribing to the calendar
Subscribe to Calendar gives you a private calendar feed (ICS) to add to Google Calendar, Outlook or Apple Calendar. Anyone with the link can see your calendar; use Regenerate Link if it has been shared.
Notifications linked to sessions
Saving or changing sessions feeds the automatic emails configured under Settings → Notifications, for example the pre-session reminder to trainers and the “attendance not taken” reminder. Those settings are covered in the Notifications guide and in 04 — Tutorial attendance.
Data and privacy
- Sessions, exclusions, ad-hoc additions and attendance are stored in Training Hub’s own database tables. Special considerations are stored against the student’s user account, per session.
- Attendance records and session registrations (exclusions and ad-hoc additions) are included in Training Hub’s personal-data export and erasure tools (Tools → Export Personal Data / Erase Personal Data).
- Uninstalling the Free plugin keeps all data unless Delete all plugin data on uninstall is ticked in Settings.
Troubleshooting
| Problem | Fix |
|---|---|
| Add session is greyed out | Select a course first. If no courses appear, check you are an instructor for the course or an administrator |
| “At least one instructor is required.” | Choose a trainer. If your trainers are not listed, add their role under Settings → Access & Privacy → Backend Access Roles |
| “… skipped — …” when saving | Another tutorial in the same course overlaps at the same venue. Change the time or location |
| “Cannot delete a session that has attendance or active allocations.” | The session has history. For a clinic, remove or cancel the allocations first |
| The Zoom Meeting field is missing | Choose a location flagged as online. The list of meetings needs Pro and Tutor LMS Zoom |
| A trainer cannot open the Admin Calendar | The Admin Calendar is administrator-only; trainers land on Mark Attendance |
Worked example
Riverside College of Natural Health runs “Remedial Massage 2026 — Cohort B”, with a Tuesday theory tutorial and a Friday student clinic.
- The coordinator opens Training Hub → Manage Sessions, picks the course, clicks Add session, chooses Tutorial, sets 3 February 2026, 9:00, Room 2 (which fills an end time of 12:00 from the room’s default duration), selects trainer Mei Lin and adds the note “Week 1 — Postural assessment”.
- She clicks Clone and creates the next nine Tuesdays.
- Student Sam has recognition of prior learning for week 4, so she opens Attendees on that tutorial and clicks Exclude beside Sam.
- Priya from Cohort A needs a make-up for week 2. In that tutorial’s Attendees pop-up, she uses Add ad-hoc student, finds Priya and enters “Make-up for missed Cohort A week 2”.
- For week 3 she clicks Add consideration for Jordan: “Leaving at 11:00 for a medical appointment.” Mei Lin sees this on the roll and it is pre-filled into Jordan’s notes.
- Each Monday the administrator checks the Admin Calendar list view filtered to the course to confirm the week’s sessions and clinic numbers.