Guide for Administrators

You are the person who sets the logbook up and keeps it running. You describe your program, decide which pages students use and who counts as a student, and you are the one who can see every student’s entries. This guide walks you through what you will see, what to do in your first week, what to check each week, and where to go for each task. Features that need the Pro plugin are marked 🔒.

You need a WordPress account that can manage site options. Administrators have this by default.

What you see

Everything you manage lives under the Clinical Training Logbook menu in WordPress admin.

With the free plugin, the menu contains:

• Plugin Settings — site-wide settings, in tabs: Site Setup, Evidence Defaults, Reflection Settings and Upgrade to Pro. See Plugin Settings.
• Logbook Configuration — your program catalogue, in tabs: Levels, Clinic Types, Interventions, Requirements and Clinic Minimums & Evidence, plus the setup wizard and checklist. See Opening Logbook Configuration.
• Logbook Entries — a list of every student’s entries, where you can open an entry and void it if it should not count. See Logbook Entries.
• Reflections — a list of student reflections. See Reflections admin page.
• Activity Log — a lasting record of deletions and other administrative actions. Routine edits are not recorded. See Activity Log.

🔒 Pro feature — requires the Pro plugin.

With Pro active, the menu is reorganised and gains more pages:

• Student Allocations — assign students to levels and lock logbooks.
• Logbook Entries — replaced by a full reports screen with filters, entry detail, reassignment, deletion and CSV export.
• Reflections Overview — replaces the basic Reflections page, with filters, feedback and CSV export.
• Cohort Progress and Usage Analytics.
• New tabs: Cohorts under Logbook Configuration, and Cloud Storage, Notifications & Review and Licensing under Plugin Settings. The Upgrade to Pro tab disappears.
• A Clinical Training Logbook — Overview widget on your WordPress dashboard.

Students and trainers never use the admin menu. They work on front-end pages that the plugin creates for you when you activate it: Log a Treatment and My Logbook with the free plugin, plus Reflective Journal, My Usage and Trainer Workspace with Pro. If a page with the right shortcode already exists, the plugin uses that page instead of making a duplicate. See Front-end pages.

Your site’s pages. Record where your logbook pages live so other administrators can find them:

• Entry form: Log a Treatment
• Student overview: My Logbook
• 🔒 Pro: Reflective Journal, My Usage, Trainer Workspace

Your first week

Work through these in order. Each step links to the full instructions.

1. Build your catalogue. Open Logbook Configuration. The Program setup wizard opens on your first visit and takes you through Levels → Clinic Types → Interventions → Requirements → Clinic Minimums & Evidence. You can reopen it later or follow the on-page checklist instead. See Program setup wizard and checklist.
2. Decide what evidence each clinic needs. On Clinic Minimums & Evidence, set the minimum number of entries per clinic type and whether treatment notes and a reflection are required. See Clinic minimums and evidence.
3. Check Site Setup. Under Plugin Settings → Site Setup, confirm the page assignments, tick the Eligible student roles (Subscriber is ticked by default, and administrators are always included for testing), and choose your accent colours. See Site Setup.
4. Decide on student login. Turn on Student login destination if you want students sent straight to their overview after logging in. It is off by default and never redirects administrators. See Student login destination.
5. Decide on draft autosave. Enable offline draft autosave is off by default. Turning it on protects students from losing work, but it stores the in-progress entry, including the reflection text, in the student’s browser for up to 24 hours. Weigh that against shared clinic or campus computers. See Logging treatments.
6. Set evidence defaults. Under Evidence Defaults, choose the allowed file types and the helper text students see beside uploads.
7. Log a test entry as yourself on Log a Treatment, and check it appears on My Logbook and on Logbook Entries.
8. Read the privacy and uninstall settings. By default nothing is deleted when the plugin is uninstalled. The options are under Site Setup → Data management. See What happens on uninstall.

🔒 Pro feature — requires the Pro plugin.

With Pro, also:

1. Activate your licence under Plugin Settings → Licensing so you receive Pro updates. See Activating your licence.
2. Create cohorts and assign trainers on Logbook Configuration → Cohorts. See Cohort profiles.
3. Allocate students on Student Allocations. Once any active allocation exists, students without one see an “Awaiting logbook allocation” message instead of the form. Put every student in a cohort if their trainer needs to see them. A student allocated with No cohort does not appear in any trainer’s workspace. See Creating allocations and Students without a cohort.
4. Give trainers access. Give them the Clinical Trainer role, or another route described in Who counts as a trainer, and send them the Trainer Workspace link.
5. Choose your review and reminder settings on Notifications & Review: the privacy and notes-completeness reviews, and the weekly reminder digest. All are off until you turn them on. See Reviewing an entry and The weekly reminder digest.
6. Choose where evidence is stored if you want Bunny or Google Drive instead of your own server. See Cloud storage.

Your weekly routine

A short weekly check keeps the logbook healthy. Adjust this list to match your program’s deadlines and reporting cycle.

• Scan new entries on Logbook Entries. Void any duplicate or mistaken entry so it stops counting toward the student’s progress. The entry stays visible to you and to the student. See Voiding an entry.
• Read reflections on the Reflections page.
• Check the Activity Log for deletions or other administrative actions you did not expect.
• Watch for admin notices about evidence storage. The plugin regularly checks that evidence files cannot be reached directly from the web, and warns you if they can. See Storage security check.

🔒 Pro feature — requires the Pro plugin.

• Filter Logbook Entries by student, level, clinic, evidence status or date range, and export CSV for your records. See Filtering and viewing entries and Exporting reports.
• Review Cohort Progress to spot students falling behind. See Cohort Progress.
• Check for new students without a cohort on Student Allocations, so no one is missing from a trainer’s workspace.
• Follow up flagged entries and reflection feedback. See Reviewing an entry and Reflection feedback.
• Lock a student’s logbook when they finish a level, or let auto-lock do it. See Locking allocations.
• Check the upload failure log if you use cloud storage. See Upload failure log.

What you rarely or never need to touch

• The front-end pages themselves. They are created and assigned for you. Only change the assignment on Site Setup if you move a shortcode to a different page.
• Data management (uninstall) options. Leave both unticked unless you are deliberately removing the plugin and its data for good. These choices cannot be undone.
• Evidence file locations. Evidence is stored privately and served only to people allowed to see it. No configuration is needed. See How evidence files are protected.
• Deleting catalogue items once students have logged against them. Deleting levels, clinic types, requirements, cohorts, allocations and entries is permanent. Back up your database first.
• 🔒 Pro: the Additional trainer role setting. Leave it on Administrator unless a role other than Clinical Trainer also needs trainer access.

Where to go for each task

Task	Go to
Add or change levels, clinic types, interventions	Program catalogue
Set how many entries each requirement needs	Requirements
Change which roles count as students	Site Setup
Fix a mistaken entry	Voiding an entry
Handle a privacy export or erasure request	Personal data export and erasure
Delete or merge a user account	Deleting or merging user accounts
🔒 Move an entry to another student	Reassigning an entry
🔒 Allocate or move a student	Student allocations
🔒 Give a trainer access to students	Cohort profiles
🔒 See intervention usage across the program	Usage Analytics
🔒 Opt a student out of reminders	Opting out and unsubscribing
Look up any setting	Settings reference
Look up a shortcode	Shortcode reference
Check who can see what	User roles and permissions

Key features for administrators

• Your own program structure. Levels, clinic types, interventions, requirements and clinic minimums, set up with a guided wizard.
• Private evidence. Uploaded files are never publicly downloadable. They are served only to the student who owns them, administrators and, with Pro, the student’s trainers.
• Safe by default. Uninstalling keeps your data unless you choose otherwise. Privacy export and erasure requests made through WordPress include logbook data.
• A lasting record. The Activity Log keeps deletions and other administrative actions as audit evidence.
• 🔒 Pro: allocations, cohorts, a Trainer Workspace, full reporting with CSV export and a printable progress snapshot, evidence review, reflection feedback, cloud storage and weekly reminders.

Getting help

If something isn’t working as expected:

1. Check Troubleshooting.
2. Read the FAQ.
3. Contact support: https://digital.dantianhealth.com.au/