Clinic Rosters

Clinics are capped sessions, such as student clinic shifts or practical placements, where each session has a limited number of places. Students request the sessions they want, coordinators approve and allocate them, a waitlist fills empty places, and supervisors mark attendance and the number of clients each student treated.

Clinics are part of the free plugin. They are created and managed on the same Manage Sessions hub as tutorials (03 — Tutorial management) and marked on the same Mark Attendance form (04 — Tutorial attendance).

Terminology. “Clinic” is the default name for capped sessions. If you have renamed it, every label here follows your name (for example “Practical Roster Settings”).

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How clinics work

1. Set up your clinic policy under Settings → Clinic Settings and your clinic emails under Settings → Notifications.
2. Create clinic sessions for a course on Manage Sessions.
3. Students request sessions on the student clinic page ([dthub_clinic_student_dashboard]).
4. Approve requests (or let them auto-approve). A student is allocated if there is room, or put on the waitlist if the clinic is full.
5. Email students their allocations.
6. Remind students and supervisors each week, optionally with a one-click check-in.
7. Mark attendance and clients treated after the clinic.
8. Review the Clinic Report and Clinic Cancellations.

Who can do what: clinic management needs the Manage Clinics capability (administrators and Backend Access Roles by default). Trainers see only the courses they instruct. The Clinic Cancellations report is for administrators only.

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Clinic settings

Settings → Clinic Settings (heading “Clinic Roster Settings”):

Setting	Default	What it does
Auto-Approve — “Automatically approve clinic bookings”	Off	Student requests are allocated (or waitlisted) immediately instead of waiting for approval. Can be overridden per course on Manage Sessions
Auto-Promote from Waitlist	On	When an allocated student cancels or is removed, the next waitlisted student is given the place automatically and emailed
Cancellation Days	7 (0–30)	Minimum notice, in days, a student must give to cancel an allocated place themselves. Inside this window the student cannot cancel online
Cancellation Reasons	Illness, Personal, Schedule Conflict, Clinical Placement Conflict, Other	The reasons offered when a booking is cancelled or a request rejected; also used to group the cancellations report. Add Reason and Reset to Defaults are available

Settings → Notifications → Clinic Emails:

Setting	Default	What it does
Notification Emails	Site admin email	Comma-separated addresses told when a student cancels
Enable Student Reminders	Off	Weekly email to each student listing their clinics for the coming week. If the Weekly Student Digest includes clinic reminders, this separate email is paused
Enable Instructor Reminders	Off	Weekly email to each supervisor listing their clinics
Send Day / Send Time	Monday / 06:00	When the weekly reminders go out
Pre-Clinic Check-In Confirmation	Off	Adds a one-click confirm button to the student reminder
Clinic Attendance Reminder — “Send reminder to supervisor if clinic attendance not marked”	Off	Emails the supervisor if attendance is still missing (Test sends a sample)
Hours After Clinic	48 (1–168)	How long after the clinic to send that reminder

Clinic Email Sender & Templates (same tab) sets the Clinic Email Sender Name and Clinic Email Sender Email (defaults: site name and admin email), and the editable templates for allocation, reminder, cancellation and “preference declined” emails. You can keep several Reminder Templates and choose one per course or per clinic.

The page that hosts the student clinic shortcode is nominated under Settings → Pages & Reports.

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Creating a clinic session

1. Go to Training Hub → Manage Sessions, select the course and click Add session.
2. Choose Clinic as the Session type (only shown if you can manage both types).
3. Complete the form and click Create Clinic.

Field	Default	Notes
Date	—	Required
Start Time / End Time	—	End time fills in from the location’s default duration (60 minutes if none)
Location	—	From your venue list (Settings → Setup & Enrolment → Locations)
Capacity	5	1–50 places
Waitlist	On	“Allow students to join a waitlist when this session is full.” Set at creation only
Supervisor	—	Receives supervisor reminders and attendance reminders
Notes	—	Visible to students when choosing preferences
Reminder Template	Course Default	Override the course’s reminder template for this clinic

When editing (Edit on the row), a Status field appears: Open, Full or Cancelled. Students can only request clinics that are Open. A cancelled clinic shows Cancelled in the sessions table.

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Course-level clinic controls

When the selected course has clinics, Manage Sessions shows a Clinics settings for this course panel:

• Automatically approve clinic requests for this course — tick and Save to override the global Auto-Approve setting for this course. The panel tells you the global default and whether this course overrides it.
• Reminder template — choose which reminder template this course uses (Course Default uses the first template).
• Pending preferences — every waiting request across the course’s clinics, with Student, the clinic, Submitted date and Action (see below).
• Send allocation emails — email selected students a summary of their allocations.

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The roster console

Click Manage roster on a clinic row to open its console. The summary line reads “Allocated: N / capacity · Waitlist: N · Pending: N”.

Student status	Actions
Allocated	Cancel (asks for a Reason and optional notes, then Confirm cancellation), Add consideration
Waitlist	Promote, Remove
Pending	Approve, Reject

Below the list:

• Allocate enrolled students — tick enrolled students who have no allocation yet (or Select all) and click Allocate selected. Students beyond capacity are placed on the waitlist.
• Add ad-hoc student — allocate someone not enrolled in the course (search by name or email, enter a Note (required), Add student). Ad-hoc additions are confirmed places, even when the clinic is full.
• Email allocated students — sends each allocated student their roster email and tells you how many were sent (“Emailed 6 students.”).

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Student preferences and approval

Students open the clinic page (the [dthub_clinic_student_dashboard] shortcode), choose one or more open clinic times and submit. They see “Successfully submitted N clinic preferences.” A student cannot request the same clinic twice (“You have already submitted a preference for this clinic.”) or request a clinic that is not Open.

• Auto-approve on: the student is allocated straight away, or waitlisted if the clinic is full.
• Auto-approve off: the request waits as Pending (or goes to the waitlist if the clinic is already full).

Approving and rejecting preferences

From the course panel on Manage Sessions:

1. Click Approve on one row, or tick several rows (or the select-all box) and click Approve selected.
2. Each approved student is allocated to the clinic they asked for, or waitlisted if it is full. The confirmation reports how many were approved, waitlisted and skipped.

Approving does not send an email on its own; use Send allocation emails when you have finished allocating.

To decline a request, click Reject, choose a Reason, optionally add Notes (optional, included in the email), and click Reject & notify student. The student receives a “Clinic request not approved” email. Reject in the roster console also declines the request and emails the student.

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Waitlists and promotion

• When Auto-Promote from Waitlist is on and an allocated student cancels or is cancelled, the longest-waiting student is moved into the place and emailed “Clinic Spot Available – You’re Off the Waitlist!”.
• To promote someone yourself, click Promote in the roster console. If the clinic is full you will see “Cannot promote – clinic is at full capacity.” A manually promoted student is sent their allocation summary.
• Remove takes a student off the waitlist.

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Cancellations

By a student. Students cancel from their clinic page, choosing a reason. They can only cancel an allocated place at least Cancellation Days before the clinic. The addresses in Notification Emails receive “[Site] Clinic Cancellation – Student name”. The place is then offered to the waitlist if auto-promote is on.

By a coordinator. In the roster console, click Cancel beside the student, pick a reason, add notes if needed and Confirm cancellation. The student receives a “Clinic place cancelled” email (editable as the Clinic Cancellation Email Template, which can include {reason}), and the waitlist is promoted if auto-promote is on.

All cancellations are logged for the Clinic Cancellations report.

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Clinic Cancellations report

• Free: Training Hub → Clinic Cancellations.
• With Pro: Training Hub → Audits → Clinic Cancellations tab.

Administrators only. The report covers the last 30 days by default. Filters: From, To, Course (or All courses) and Reason contains; filters apply as you change them, and Reset clears them.

It shows Total Cancellations, Average Notice, the share of Late (<24h notice) cancellations, Top Cancellation Reasons and Quick Insights (most common reason, late-notice percentage), then a paginated Cancellation Log (25 per page) with the student, clinic session, Cancelled On, Notice Window, Reason / Notes and Cancelled By. Refresh Data clears cached figures.

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Students no longer enrolled

If a student is unenrolled from a course but still holds a clinic place, the allocation stays on the roster and still counts toward capacity. Open Manage roster and Cancel the allocation to free the place.

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Marking clinic attendance

1. Go to Training Hub → Mark Attendance (or the front-end [dthub_mark_attendance] page).
2. Choose the Course, then the clinic from the Session list (clinics are labelled “(Clinic)”).
3. For each allocated student choose a Status and enter Clients Treated; add Notes if needed.
4. Use All Present / All Absent / Clear All to speed up, then click Save Clinic Attendance.

Statuses come from Settings → Appearance & Sessions → Attendance Status Options (Present, Late Arrival, Left Early, Watched Recording, Absent, Apologies by default). See 04 — Tutorial attendance.

Pre-confirmed students. When a student uses the check-in button in their reminder email, their row shows ✓ Pre-confirmed. Confirming ahead and being marked present are separate facts, so the badge stays after marking.

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Clinic emails and reminders

Email	Sent when	To	Subject (default)
Allocation summary	You click Send allocation emails or Email allocated students, or manually promote a student	Student	“[Site] Your Clinic Roster for Course”
Weekly reminder	Weekly on Send Day / Send Time, if Enable Student Reminders is on	Student	“[Site] Upcoming Clinic Reminder – This Week”
Supervisor schedule	Weekly, if Enable Instructor Reminders is on	Supervisor	“[Site] Your Clinic Schedule – This Week”
Off the waitlist	Auto-promotion	Student	“[Site] Clinic Spot Available – You’re Off the Waitlist!”
Request not approved	A pending request is rejected	Student	“[Site] Clinic request update”
Place cancelled	A coordinator cancels or removes an allocated place	Student	“[Site] Clinic cancellation”
Student cancelled	A student cancels	Notification Emails	“[Site] Clinic Cancellation – Student name”
Attendance not marked	Hours After Clinic have passed with no attendance, if enabled	Supervisor	—

Sender name and address come from the clinic sender settings. Students can manage some email types on their email preferences page.

Pre-clinic check-in

With Pre-Clinic Check-In Confirmation on, the weekly student reminder includes a one-click button. Clicking it marks the student as pre-confirmed for that clinic; it shows on the roll and on the Clinic Report.

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Clinic Report

Training Hub → Clinic Report (with or without Pro). Select a course (use Year Filter if shown) and click Generate Report.

• Summary cards: Total Present (present-type statuses other than Late Arrival and Watched Recording), Total Late (Late Arrival), Total Unwell (Apologies) and Rostered (Unmarked) (allocated places not yet marked).
• Attendance Matrix: one row per student and one column per clinic, showing each student’s status and clients treated, with an Attendance Rate column. Ad-hoc students are labelled Ad-Hoc. A green tick means the student pre-confirmed; a “!” marks a special consideration (hover to read the note; it prints in full).
• Exports: Export to CSV (pre-confirmed cells carry “(pre-confirmed)”) and Print / Save as PDF.
• Refresh Data clears the cached report.

The same matrix appears on the Course Report’s clinic tab. Trainers only see courses they instruct.

🔒 Pro feature — requires Dantian Training Hub Pro.

With Pro installed, the Clinic Report stays at the same menu location and shows the same report. Clinic cancellations move into the Audits hub, and clinic attendance saves are recorded in the Attendance Audit Trail.

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Data and privacy

• Allocations, preferences, waitlist positions, clinic attendance, clients treated and cancellations are stored in Training Hub’s own tables and are included in WordPress’s personal-data export and erasure tools.
• Cancelled allocations are kept for reporting; a student who re-requests a cancelled clinic re-opens their earlier record.
• Uninstalling keeps all data unless Delete all plugin data on uninstall is ticked.

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Troubleshooting

Problem	Fix
Students say they cannot request a clinic	The clinic’s Status must be Open. Clinics marked Full or Cancelled do not accept requests
A student cannot cancel online	They are inside the Cancellation Days window. Cancel for them from the roster console
“Cannot promote – clinic is at full capacity.”	Increase Capacity on the clinic, or cancel another allocation first
“No allocated students to email.”	Nobody is allocated yet; approve or allocate students first
“Cannot delete a session that has attendance or active allocations.”	Cancel or remove its allocations first; clinics with attendance cannot be deleted
Weekly reminders are not arriving	Check Enable Student Reminders is on and whether the Weekly Student Digest has taken over clinic reminders

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Worked example

Riverside College’s Friday student clinic, five places, auto-approve off.

1. The coordinator creates eight Friday clinics for “Remedial Massage 2026 — Cohort B” with Capacity 5 and Waitlist on.
2. Twelve students request the first Friday. On Manage Sessions, under Pending preferences, she ticks all twelve and clicks Approve selected: five are allocated and seven waitlisted.
3. She clicks Send allocation emails, selects all, and clicks Send emails.
4. On Monday at 06:00 the weekly reminder goes out with the check-in button; four students confirm.
5. On Wednesday, Alex cancels from the student clinic page (more than the required notice). Auto-promote gives the place to the first waitlisted student, who is emailed straight away.
6. After the clinic, supervisor Dr Patel marks attendance on the front-end page, entering clients treated for each student. Two days later the coordinator reviews the Clinic Report and exports it to CSV for the placement file.