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Administrator Guide

You’re the Organisation Administrator: the person who sets up Dantian Attestation Core, keeps staff profiles accurate, reviews what staff submit, and produces reports when an auditor or manager asks. You work in the WordPress admin area under the Attestation Core menu. Your WordPress Administrator account already has every plugin permission.

This guide tells you what you’ll see, what to do each week, and what to leave alone. Each section links to the full feature guide.

Getting started

Run the setup wizard

After you activate the plugin, the setup wizard opens. If you skip it, a Finish setup notice stays on the Attestation Core screens until you complete it, and you can reopen it at any time from Settings → General → Re-run the setup wizard.

The wizard has four steps:

Organisation Details
Document Types
First Profile
Portal Pages

With Pro and the RTO industry setting, a Units of Competency step is added after Organisation Details. See Settings and the setup wizard and Quick start.

What you’ll see in the menu

Free plugin:

Menu item	What it’s for	Guide
Dashboard	Overall compliance rate, evidence pending review, documents needing attention, active profiles, and a breakdown by workforce type	Welcome and overview
Compliance Profiles	Everyone you track: add, edit, import, archive	Staff profiles
Evidence	The review queue for currency evidence	Evidence
Documents	Every document across all staff, with expiry status and verification	Documents
Reports	Credential Compliance, Document Status, Evidence Audit Trail	Reports
Notifications	A log of every email the plugin sent	Email notifications
Action Log	Who deleted or changed records, and when	Privacy and security
Settings	General, Library, Portal pages, Notifications, Storage, Advanced (and Labels if you turn it on)	Settings reference

Pro adds:

Menu item	What it’s for	Guide
Plans	Annual plan approval	Annual plans
Departments	Teams and their coordinators	Departments
Staff and Upskilling Plans	Administrative staff and their yearly upskilling plans	Administrative staff
Calendar	Every upcoming expiry and due date in one place	Compliance calendar
Matrix, Units, Qualifications (RTO)	Unit of competency tracking	Unit of Competency Matrix, training.gov.au sync
RTO Milestones and Validation Panels (RTO)	Organisation-level compliance dates and validation	RTO milestones and validation panels
Extra Settings tabs	Branding, Escalations, SMS, Scheduled Reports, Webhooks, Licence	Branding, Webhooks, Google Drive storage, Licensing

First-week checklist

[ ] Complete the setup wizard
[ ] Set your Admin contact email on Settings → General. Admin alerts and test emails go there
[ ] Use Send test email on Settings → Notifications to confirm your site can send mail
[ ] Check Settings → General → System status shows the daily background task as “Scheduled”
[ ] Review document types under Settings → Library → Document types
[ ] Import the rest of your staff (Compliance Profiles → Import profiles), then link or create their WordPress users with matching email addresses
[ ] Log in as a test staff member and walk through the portal pages

Your weekly routine

Most weeks you’ll do four things. Allow about 30 minutes for a team of 50.

1. Clear the evidence queue

Open Attestation Core → Evidence and filter Status to pending items.
Open each submission. Check the description and the attached file (it opens through the plugin’s secure link).
Where a category is linked to units (RTO), confirm or adjust the ticked units under Unit mapping.
Click Validate evidence, or tick Mark as partially validated if only some units are supported. To send it back, enter a Reason for returning and return it to the staff member.

For simple, low-risk batches, the list’s Validate selected and Return selected bulk actions save time. See Reviewing evidence.

2. Verify new documents

Open Attestation Core → Documents and look for documents that aren’t verified.
Check the file and the expiry date.
Verify it from the person’s profile (Documents tab, Verify, with an optional Verification note such as “Sighted original”), or use Verify selected in the Documents list.

See Verifying documents.

3. Follow up expiring and expired documents

The Dashboard’s Documents needing attention panel lists items that are Expired, Expires in ≤7 days, Expires in ≤30 days or Annual review due. The daily background task already emails staff about these. Your job is to chase anything that’s still outstanding. See Email notifications.

4. Approve plans (Pro)

Open Plans, filter to Submitted, open each plan and choose Approve plan, or return it with a comment. For administrative staff, use Upskilling Plans instead. See Annual plans and Upskilling plans.

Monthly and as needed

Run Reports before management meetings or audits. Use Download CSV, or print and save as PDF (Pro adds XLSX and PDF downloads, the audit preparation bundle and scheduled reports).
Archive people who leave (Archive profile). This removes their portal access straight away and keeps their records.
Glance at Notifications and Action Log to confirm emails are going out and nothing unexpected was deleted.

Key features for administrators

Compliance profiles

Each person has a profile under Compliance Profiles with:

Credentials, Documents, Evidence and Attestations tabs
workforce categories, one marked Primary
an optional supervisor for people working Under direction
the Linked WordPress user that gives them portal access

Portal access depends on that link and on the profile not being archived. Their WordPress role doesn’t matter. See Staff profile and credential management and User roles and permissions.

Evidence and Sign & Attest

Staff submit currency evidence on the portal, and you validate it. Separately, staff can Sign & Attest on their portal dashboard that their credentials are current. You’ll see these declarations on the profile’s Attestations tab. See Evidence and Sign & Attest.

Reports

The Free reports are Credential Compliance, Document Status and Evidence Audit Trail.

Pro adds:

Annual Plan Status and Administrative Staff Compliance
for RTOs: Competency Matrix, Currency Gaps, Under Direction Register and Qualification Delivery Risk

Every report can be printed or saved as PDF from your browser and downloaded as CSV. See Compliance reporting.

Competency Matrix (Pro, RTO)

Matrix shows every trainer against every unit with their currency status. It’s the quickest way to spot gaps before an audit. It supports your evidence-gathering, but it doesn’t certify compliance on its own. See Unit of Competency Matrix.

Departments and coordinators (Pro)

You can hand day-to-day review of a team to a Department Coordinator, who only sees that team. See Departments and the Department Coordinator guide.

Things to leave alone

Settings → Advanced → Erase all data on uninstall. Leave it unticked unless you really mean to destroy every record when the plugin is deleted.
Storage settings once staff have started uploading. Changing the storage backend affects where new files go, so plan the change first. See Google Drive storage.
The Trainer / Assessor role’s permissions. The role is only a label. Give portal access through the profile link, not by editing roles.
Deleting records to “tidy up”. Archive people instead. Deleted evidence and documents are gone for good, and deletions are recorded in the Action Log.

Getting help

If something isn’t working as expected:

Check Troubleshooting. It lists the plugin’s error messages and their fixes.
Read the FAQ.
Check Settings → General → System status, the Notifications log and the Action Log.
Contact Dantian Health support at dantianhealth@gmail.com, or through your Dantian Health store account (Pro).

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