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Guide

Administrator Guide

10 min read 7 views
Version
1.0
Last Version Update
October 4, 2026
Effective From
October 4, 2026
Review Cycle
Annual
Next Review Due
October 2027

You are the WordPress administrator for your college’s training site. You install and configure Dantian Training Hub, decide who can do what, own every setting, and look after the data. This guide walks you through what you see, what you do at term start, every week and at term end, and the few things you should leave alone. Each section links to the detailed feature doc.

What you see

As an administrator you hold manage_options, so you see everything:

  • Training Hub → Admin Calendar is your landing page — a whole-site view of every session (other staff land on Mark Attendance instead). See 03 — Tutorial Management.
  • Mark Attendance, Manage Sessions, Classes, Course Report, Student Report, Session Notes and Clinic Report — the same screens your trainers and coordinators use, but across every course rather than only the ones they teach.
  • Training Hub → Settings, with all of its tabs (Getting Started, Setup & Enrolment, Pages & Reports, Access & Privacy, Appearance & Sessions, Course Details, Notifications, Debug & Maintenance, Clinic Settings). See 12 — Settings Reference.
  • Screens only administrators can open, whatever capabilities other users hold: Settings, the Email Log, Clinic Cancellations, and every maintenance tool.

🔒 Pro feature — requires Dantian Training Hub Pro.

With Pro you also see Settings → Modules (licences), Analytics (including the administrator-only Activity Timing tab), Assignments, Action Plans, Follow-ups, Audits, Timetable Planner, CSV Import and File Operations. CSV Import, File Operations, the Timetable Planner and the Drive Archive tab of the Student Report are administrator-only.

Initial setup

Work through Training Hub → Settings → Getting Started — the checklist there mirrors this list. Full steps are in 01 — Installation and 02 — Quick Start.

  1. Install and activate Dantian Training Hub. If your college has a Pro licence, install Dantian Training Hub Pro too and activate each module’s licence under Settings → Modules (29 — Licensing and Updates).
  2. Choose the enrolment source under Settings → Setup & Enrolment: Tutor LMS, LifterLMS or standalone (Training Hub’s own classes). See 11 — LMS Integration and 24 — Classes and Standalone Enrolment.
  3. Give trainers access under Settings → Access & Privacy → Access Control → Backend Access (Trainers) (see Who can do what below).
  4. Tick your student roles under Student Roles on the same screen if your students use a custom role, or they won’t appear in any picker.
  5. Create the front-end pages under Settings → Pages & Reports → Frontend Pages. Auto-create page publishes a page with the right shortcode and selects it in one click. See 25 — Dashboards, Calendars and Notes and the Shortcode Reference.
  6. Add your locations under Settings → Setup & Enrolment → Locations, and, if you use them, Qualifications and Units of Competency under Settings → Course Details (24).
  7. Set attendance statuses under Settings → Appearance & Sessions → Attendance Status Options. Each status’s Counts as Missed tick decides every attendance rate in the plugin (07 — Student Reports).
  8. Set your clinic policy under Settings → Clinic Settings (05 — Clinic Rosters).
  9. Turn on recording claims if you use them (06 — Recording Claims).
  10. Choose which emails run under Settings → Notifications, and check the sender name and address (10 — Email Notifications).
  11. Set your PDF branding — PDF Business Name and PDF Logo under Settings → Pages & Reports → PDF Reports.

🔒 Pro feature — requires Dantian Training Hub Pro.

  1. Assignments: set up due dates, extension requests and reminders (15 — Assessment Quizzes and Assignment Due Dates); nominate the Trainer Hub and Trainer Workspace pages and choose the Assignment Hub Tabs (23 — Trainer Hub and Assignment Workspaces).
  2. Rubric Grading Suite: activating its licence under Settings → Modules also enables it. Then configure Settings → Rubric Grading Suite (21 — Rubric Grading and Feedback).
  3. Secure files: follow the first-time setup in 27 — Secure Files and Records Archive before students start uploading.
  4. Timetable Planner: create a page with [dthub_planner_trainer_review] and select it as the Trainer review page under Settings → Timetable Planner. Trainers use it for timetable review and subject-outline review (20 — Timetable Planner, 19 — Subject Outlines).
  5. Optional data features — Activity tracking and Calendar Subscription (ICS) under Settings → Access & Privacy are both off by default. Check your privacy notice covers them before switching them on (16 — ICS Calendar Feeds).

Who can do what

Training Hub adds three capabilities: dthub_manage_tutorials, dthub_manage_clinics and dthub_view_reports. They are granted together, never one at a time, to:

  • administrators, always;
  • your LMS’s instructor role, automatically (tutor_instructor with Tutor LMS, instructor with LifterLMS — standalone mode has no automatic instructor role);
  • every role you tick under Settings → Access & Privacy → Access Control → Backend Access (Trainers).

Untick a role there and Training Hub removes the three capabilities from it again. There is no screen for granting them separately; if you split them with a role-editor plugin, Training Hub will remove them from any role not in its configured list.

Holding a capability opens a screen but doesn’t reveal every record on it. Trainers only see courses they instruct and students enrolled in those courses. So make sure each trainer is listed as an instructor of their course in your LMS (or, in standalone mode, assigned to the sessions). Full detail is in 28 — Permissions, Privacy and Maintenance.

Some decisions are yours alone:

  • whether trainers may set overall competency (Allow trainers to set student competency, off by default) — 07;
  • writing Reasonable Adjustments notes on the Student Report. Trainers can read them but not edit them — 25.

🔒 Pro feature — requires Dantian Training Hub Pro.

  • Action Plan Access (who may create plans, and whether the Trainer frontend page is on) under Settings — 14 — Action Plans. Only administrators can email a plan to a student.
  • Rubric access roles (backend access, unlock and delete) under Settings → Rubric Grading Suite. By default only administrators and the unlock roles can unlock graded work.
  • Instructor Grant Extensions (off by default) under Settings → Assignments.

At term start

  • Confirm new trainers’ roles are ticked under Backend Access (Trainers) and that they are instructors of their courses in the LMS.
  • Check new students exist as WordPress users with a student role, and are enrolled (or added to a class in standalone mode).
  • Run Settings → Setup & Enrolment → Shortcode Scan if pages were rebuilt over the break, then Apply Suggestions and Save Changes.
  • Check the Cron Schedules list on Debug & Maintenance so reminders are actually scheduled.

🔒 Pro feature — requires Dantian Training Hub Pro.

  • Make sure trainers are allocated to this term’s assignments and rubric mappings. Unallocated trainers see empty grading and extension queues.
  • Release the planning year, Publish to Attendance, then release subject outlines (only administrators can release) — 20, 19.
  • Check each Pro module’s licence is active on Settings → Modules.

Every week

  • Open the Admin Calendar in list view, filtered by course, to check the week’s sessions and clinic numbers.
  • Glance at the Email Log (Settings) for Failed sends (10).
  • Check the Missing Attendance tab on Mark Attendance and nudge trainers about anything highlighted (more than 7 days old) — 04.
  • Work through pending items on the Recording Claims tab if your trainers don’t (06).
  • Review Clinic Cancellations for patterns (05).

🔒 Pro feature — requires Dantian Training Hub Pro.

  • Check the Storage status panel on File Operations and act on any sharing-check or protection-check notices (27).
  • Watch for licence grace warnings. A lapsed module has 7 days of grace before its menus disappear (29).
  • Review the Attendance Audit Trail when a student disputes a record (17).

At term end

  1. Export what your records policy requires — every export is a button on the report that holds the data (there is no separate export page). See 09 — Attendance Export.
  2. Make sure trainers have cleared the Missing Attendance list before you export, so the rates are final.
  3. After deleting users or merging courses, run Settings → Debug & Maintenance → Maintenance Tools → Scan for Orphaned Records (take a backup first) — 28.
  4. Archive old cohorts on Training Hub → Classes.

🔒 Pro feature — requires Dantian Training Hub Pro.

  • Bulk PDF Reports and grade CSVs for the subject (22 — Declarations, Videos and Results). CSV downloads are deleted after an hour, so save them straight away.
  • The attendance audit trail CSV from Audits (17).
  • The student records archive in Google Drive, if you use it (27).

Privacy requests

Handle export and erasure requests through WordPress’s own Tools → Export Personal Data and Tools → Erase Personal Data. Training Hub adds its own sections to both.

Erasure redacts rather than deletes attendance. The status stays for reporting integrity and notes are cleared. Email log entries, email preferences and class memberships are deleted. With Pro, records under a retention hold are kept and the erasure report says why and until when. Force Erase exists for exceptional cases and needs a 20-character reason and confirmation of institutional approval. See 28.

WP-CLI (server access only)

Commands live under wp dthub (the older wp tam prefix still works but is deprecated). There is no uninstall command. Use the settings below and the Plugins screen instead.

🔒 Pro feature — the audit-trail export and the session import need Dantian Training Hub Pro.

# Export the attendance audit trail (see 09 and 17)
wp dthub audit-export --user=<admin-username> --course_id=42 --from=2026-01-01 --to=2026-06-30 > audit.csv

# Validate, then import a tutorial timetable (see 18)
wp dthub import-tutorials /path/to/sessions.csv --dry-run
wp dthub import-tutorials /path/to/sessions.csv

wp dthub export-report is not currently working. Use the report buttons instead (09, 18 — CSV Session Import).

Things to leave alone

  • Send Test Notification on the upcoming-sessions email sends real trainers and students next week’s schedule and uses up that week’s send. Don’t click it casually.
  • Delete all plugin data on uninstall (Access & Privacy → Uninstall Behaviour) — leave it off unless you are permanently removing the plugin. With Pro, the same applies to Permanently delete all Pro data when the Pro plugin is uninstalled.
  • Purge Course Data permanently deletes every Training Hub record for a course. Use it only for test courses, after exporting, with a backup.
  • Sessions that already have attendance can’t be deleted. Cancel or exclude instead.
  • Engagement thresholds mid-term. Changing them shifts tiers and early-warning alerts immediately, so tell coordinators first.

🔒 Pro feature — requires Dantian Training Hub Pro.

  • Never run Secure existing files without a restorable backup, and run Restore files to public (type RESTORE) before uninstalling Pro (27).
  • Released planner classes are cancelled, not deleted.

Troubleshooting

Problem What to do
A trainer can’t see the Training Hub menu Tick their role under Backend Access (Trainers) and save (28).
A trainer sees the menu but none of their courses Add them as an instructor of the course in the LMS. In standalone mode, assign them to the sessions.
A student doesn’t appear on a roll or in pickers Check they are enrolled, and that their role is ticked under Student Roles (11).
An emailed link goes nowhere The page isn’t nominated under Settings → Pages & Reports. Use Auto-create page.
A user says “I didn’t get the email” Check the Email Log, then the user’s Email Preferences (10).
Reports have become slow after a migration Run Run Index Audit on Debug & Maintenance.

More fixes are in each feature doc’s Troubleshooting section and in 01 — Installation.

Version History

Version 1.0.0 Major October 4, 2026
Author: DHDW