Dantian Attestation Core Pro — Department Coordinator Guide

🔒 Pro feature — requires the Pro plugin.

This guide is for you if you’re a Department Coordinator: a team leader, head of department or practice manager who looks after compliance for your own team. You review your team’s evidence, approve their plans and keep their documents current. You don’t need full administrator access, and you never see other teams’ records or the plugin’s settings.

You’re also a staff member yourself, so you keep your own staff portal. The Trainer / Assessor guide covers that side.

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Getting started

How you became a coordinator

Your administrator added you as a coordinator on one or more departments under Departments. To be eligible, your compliance profile is marked Leadership / manager and linked to your WordPress account. Being added gives you coordinator access automatically. Being removed from every department takes it away. See Departments and department coordinators.

Getting into the admin area

When you log in, you land on your staff portal dashboard like any other staff member. To reach your coordinator screens, go to /wp-admin/ on your organisation’s website (for example https://example.org/wp-admin/) and open the Attestation Core menu. Bookmark that page.

What you’ll see

At the top of Compliance Profiles, a notice confirms your scope, for example “You are coordinating Nursing, Allied Health — 18 trainer profiles in your scope.”

Menu item	What you can do there
Compliance Profiles	View, edit and archive profiles of people in your departments
Evidence	Review, validate and return your team’s evidence
Plans	Approve and return your team’s annual plans
Documents	Check, download and verify your team’s documents
Staff	Edit administrative staff in your departments
Matrix (RTOs)	See unit currency for your team

You won’t see:

• Dashboard
• Reports
• Calendar
• Qualifications
• Units
• Departments
• Notifications
• Action Log
• RTO Milestones and Validation Panels
• Settings

Those stay with your administrator.

First-week checklist

• [ ] Go to /wp-admin/ and check that the scope notice on Compliance Profiles names the right departments and head count
• [ ] Check that everyone in your team is listed. If someone’s missing, ask your administrator to add them to your department
• [ ] Look through Evidence for anything Pending review
• [ ] Check Plans for anything Submitted
• [ ] Filter Documents for expired and soon-to-expire items

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Your weekly routine

Set aside a regular time each week. Nothing is emailed to you as coordinator. Evidence and plan alerts go to the organisation’s admin contact email, so checking the queues is up to you.

1. Review evidence

1. Open Attestation Core → Evidence. The list only includes your departments.
2. Open each pending submission. Read the description and open any attached file.
3. Where units are listed (RTOs), confirm or adjust the ticked units.
4. Click Validate evidence, or tick Mark as partially validated. To send it back, enter a Reason for returning and return it to the staff member. They’ll see your comment on their portal.

See Evidence.

2. Approve annual plans

1. Open Plans and filter to Submitted.
2. Open each plan and review the activities.
3. Choose Approve plan (with an optional approval comment), or return it with a comment explaining what to change.

The staff member is emailed when a plan is approved or returned. See Annual currency plans.

3. Keep documents current

1. Open Documents and filter by status to see expired and expiring items.
2. Verify new uploads once you’ve checked them. Use Verify on the person’s profile Documents tab, or Verify selected in the list.
3. Contact anyone whose documents are still expired. The system has already emailed them reminders, so your job is the personal follow-up.

See Document management.

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Key features for Department Coordinators

Your scope is enforced, not just hidden

Every screen and action checks that the record belongs to someone in your departments:

• Lists and counts only include your team.
• Opening a record outside your departments is refused.
• Bulk actions are refused completely if even one selected record is outside your scope.

This protects other teams’ privacy and keeps you safe from accidental changes.

You manage existing records, not new ones

Add profile and Import profiles are hidden for you. You can’t add administrative staff either. When someone joins your team, ask your administrator to create their profile and add them to your department. See Staff profiles.

Things to leave alone

• Upskilling Plans. You may see this menu item, but in 1.0.0 its list isn’t limited to your departments. Leave upskilling plans to your administrator. See Administrative staff and upskilling plans.
• The Matrix as a department filter (RTOs). It’s built from your team, but it’s briefly cached and can show the same view another user saw a few minutes earlier. Use it as an overview, and check individual profiles before acting.
• Archiving. You can archive your team’s profiles, which removes their portal access straight away. Only do this when someone has actually left, and tell your administrator.

Reports

Reports aren’t part of the coordinator role, because they cover the whole organisation. If you need a report for your team, ask your administrator. They can filter and export one for you. See Compliance reporting.

For the full list of what coordinators can and can’t do, see User roles and permissions.

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Getting help

If something isn’t working, or you need access to someone outside your departments:

1. Check Troubleshooting. “Sorry, you are not allowed to access this page.” on Reports or Dashboard is expected for coordinators.
2. Ask your organisation’s administrator. They can change your department assignments and add people to your team.
3. For technical problems, your administrator can contact Dantian Health support.