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Guide for Trainers

This guide needs Pro. Everything a trainer does happens in the Trainer Workspace, which comes with the Pro plugin. If your site only runs the free plugin, there is no trainer view. Your administrator can share student information with you another way.

🔒 Pro feature — requires the Pro plugin.

You are a trainer: you support a group of students through their clinical training. The Trainer Workspace lets you see the students in your cohorts, read their treatment entries and reflections, check their progress, and — if your program uses them — leave feedback and flag evidence that needs attention. You do all of this from one page on the front of the site. You never need the WordPress admin area.

Before you start

You need two things from your administrator:

  1. Trainer access. Usually this is the Clinical Trainer role. Administrators can also grant it in other ways. See Who counts as a trainer.
  2. At least one cohort. You must be listed as a trainer on a cohort, and that cohort must have students with an active allocation in it.

The workspace only shows students in your cohorts. If a student is not in any of the cohorts you are assigned to — including a student who was allocated with No cohort — they will not appear in your workspace at all. Nothing is wrong with your account. Ask your administrator to:

  • add the student to one of your cohorts on Student Allocations, or
  • add you as a trainer on the cohort the student is already in.

See Students without a cohort for the administrator’s side of this.

What you see

Where your workspace is. Your workspace is on the Trainer Workspace page of your program’s site. If you have the Clinical Trainer role, logging in takes you straight there. If you ever land on the WordPress dashboard instead, use the Your Trainer Workspace box and its Open Trainer Workspace link.

The workspace page has three parts:

  • Cohorts — the cohorts you are assigned to, plus All my cohorts, which shows students across every one of them.
  • Students — the students in the cohort you picked, with Search students and Load more for longer lists.
  • The student panel — once you select a student, three tabs:
    • Overview — their progress against each requirement.
    • Treatments — their entries. Narrow them with From, To and Level, then Apply (or Reset). Select an entry to open Entry details: techniques, diagnostics, advice, case details, the reflection, and the uploaded treatment notes, which you can usually preview without downloading.
    • Journal — their reflections.

If you see a message instead of the workspace:

Message What it means
“You do not have access to trainer views.” Your account has no trainer access yet. Contact your administrator.
“Awaiting cohort assignment.” You have trainer access but are not assigned to a cohort yet.
“No students are allocated to your cohorts yet.” Your cohorts exist but have no students with an active allocation.

Your first week

  1. Log in and open the Trainer Workspace. Bookmark it.
  2. Check your cohorts list. Make sure every cohort you teach is there.
  3. Check your students. Choose All my cohorts and compare the list with your class list. For anyone missing, ask your administrator. See Before you start.
  4. Open one student’s Overview to see how progress is shown against each requirement.
  5. Open a few entries to see the detail view and the notes preview.
  6. Find out which review tools your program uses. Reflection feedback and evidence review are each switched on separately by your administrator. If they are off, you won’t see their controls.

Your weekly routine

Use this as a starting point and adjust it to your program’s review schedule and deadlines.

  • Check progress for each student on the Overview tab, and follow up anyone falling behind.

  • Read new entries on the Treatments tab. Use From and To to show just the past week.

  • Read new reflections on the Journal tab.

  • Leave reflection feedback where your program uses it. In Entry details, type into Add feedback on this reflection… and choose Submit Feedback. The student sees a Trainer feedback label on the entry and can read it when they open the entry. Your administrator decides whether the student is also emailed. You can delete feedback you wrote, but not anyone else’s. See Leaving reflection feedback.

  • Review evidence where your program uses evidence review. In the Evidence Review part of Entry details, you can Mark Checked, Flag Privacy (the notes may identify a client) or Flag Incomplete (the notes are not complete enough). When you flag, choose a standard reason or type your own, then Confirm Flag. You can also Reset a decision, notify the student about flagged issues, or email them a summary of everything outstanding. See Reviewing an entry.

What you never need to touch

  • The WordPress admin area. None of your work happens there.
  • Allocations, cohorts and levels. Your administrator manages these. If a student is missing or at the wrong level, ask them.
  • Student entries. You cannot edit or delete an entry. If one is wrong, ask the student to correct it, or ask your administrator.
  • Settings. Whether feedback, evidence review and reminder emails are switched on is decided by your administrator.

Where to go for each task

Task Go to
Understand the workspace in depth Using the workspace
Find out why you land on the workspace at login Trainer login and dashboard
Find a missing student Students without a cohort
Leave or delete feedback Leaving reflection feedback
Flag or clear an entry Reviewing an entry
Understand what students are asked to log Logging treatments
Understand how progress is counted Student overview and progress
Check what you are allowed to see User roles and permissions

Key features for trainers

  • One page for everything. Cohorts, students, progress, entries and reflections, without opening WordPress admin.
  • Only your students. You see only the students in the cohorts you are assigned to, and nobody else’s.
  • Notes preview. View students’ treatment notes from the entry detail. Files are served securely and are never publicly downloadable.
  • Feedback and review. Where your program uses them, give feedback on reflections and flag evidence for the student to fix.

Getting help

If something isn’t working as expected:

  1. Check Troubleshooting.
  2. If a cohort or student is missing, contact your administrator and give them the student’s name and the cohort you expected them in.
  3. Support: https://digital.dantianhealth.com.au/

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