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Tutorial Attendance

Training Hub records who attended each session. Tutorials and clinics are marked on one form, either in wp-admin (Training Hub → Mark Attendance) or on a front-end page that trainers can use without entering the dashboard. This guide explains marking, the statuses, missing attendance, and how marks feed into attendance rates.

Scheduling sessions and choosing who is expected at them is covered in 03 — Tutorial management. Clinic-specific details (allocations, clients treated, pre-confirmation) are in 05 — Clinic rosters.

Who marks attendance

Role	Where	What they can mark
Administrators	Training Hub → Mark Attendance, or the front-end page	Any course
Trainers/instructors with backend access	Training Hub → Mark Attendance (their Training Hub landing page), or the front-end page	Courses they instruct
Trainers without backend access	The front-end page only	Courses they instruct
Students	Cannot mark attendance	—

Backend access comes from the roles listed under Settings → Access & Privacy → Backend Access Roles (administrators and your LMS instructor role by default). Front-end access is allowed for administrators, anyone with backend access, the roles listed in the front-end access setting (your LMS instructor role by default), and course authors.

Marking attendance in wp-admin

Go to Training Hub → Mark Attendance. The page has an Attendance tab, a Missing Attendance tab (with a count), and a Recording Claims tab when recording claims are switched on.
Under Select Course and Session, choose the Course (use Year Filter first if your course list is long).
Choose the Session. Tutorials and clinics appear in one date-ordered list, each shown as date – time – location followed by its type, for example “10/03/2026 – 09:00 – Room 2 (Tutorial)”.
The roll loads under Mark Student Attendance. A badge shows the session’s progress: Not marked, Partial — X of Y marked, or Marked.
Set each student’s Status, add Notes where useful, then click Save Tutorial Attendance (or Save Clinic Attendance).

You can also arrive here pre-filled: the Attendance due badge on Manage Sessions, the Mark Attendance buttons on the Admin Calendar, and the Missing Attendance list all open the right course and session for you.

The roll

Column	Notes
Student Name	Plus badges: Ad-Hoc (with reason and who added them), Special consideration, and with Pro subgroups the student’s subgroup
Status	A drop-down of your attendance statuses. Leave as “– Select –” if not yet known
Notes	Optional, per student. Pre-filled with any special consideration for this session
Clients Treated	Clinics only — number of clients the student treated

Rows that already have a saved record show “⚠ Editing existing record”.

Quick Mark and saving

Quick Mark buttons set every row at once: All Present, All Absent, or Clear All. Use them first, then adjust individuals. Statuses are only saved when you click the save button.

If someone else saved the same session while you were working, your other changes are saved and you see “Attendance saved, but N record(s) were skipped because they were modified by another user.” Reload the session, check those students and save again.

Trainer Session Feedback

Below the roll is a Trainer Session Feedback box for private notes about the session as a whole (“Private feedback for other trainers (not visible to students)”). These notes are listed on Training Hub → Session Notes and on the front-end [dthub_session_notes] page for other trainers.

Attendance statuses

Statuses are set up under Settings → Appearance & Sessions → Attendance Status Options. Each status has a Label, a Color, a Counts as Missed tick box, and a Context (Tutorial only, Clinic only, or both when neither is ticked).

The default set:

Status	Counts as Missed	Used for
Present	No	Attended
Late Arrival	No	Attended but arrived late
Left Early	No	Attended but left before the end
Watched Recording	No	Caught up by watching the recording (often set by approving a recording claim)
Absent	Yes	Did not attend
Apologies	Yes	Did not attend, with notice given

All defaults apply to both tutorials and clinics. You can rename statuses, change colours, add your own, or change whether a status counts as missed. If you delete a status that existing records still use, those records are treated as missed, so attendance is never over-counted.

Editing existing records

Go back to Training Hub → Mark Attendance and select the same course and session.
Saved rows show “⚠ Editing existing record”. Change any status, note or clients treated.
Save. Reports update straight away.

🔒 Pro feature — requires Dantian Training Hub Pro.

Every save is written to the Attendance Audit Trail: who saved, their role, when, and which students changed from which status to which. See 17 — Attendance audit trail.

Ad-hoc students on the roll

If someone attended who is not on the list (a make-up, a cohort swap), click Add Ad-Hoc Student above the roll.

Search under Student Name or Email and pick the student.
Enter a Reason / Notes (for clinics, an Allocation Note, and an Allocation Type: Allocated (Confirmed Spot) or Waitlist (If Space Available)).
Click Add Ad-Hoc Student. The student is added to the roll for this session only, then mark them as usual.

The button stays disabled until a session is selected. Ad-hoc students can be removed again (Remove Ad-Hoc Entry) if added by mistake.

Excluded students and subgroups

Students excluded from a tutorial on Manage Sessions appear greyed out and are not counted in the “X of Y marked” progress. To exclude or restore a student, use Attendees on Manage Sessions (the Mark Attendance page links there). See 03 — Tutorial management.

🔒 Pro feature — requires Dantian Training Hub Pro with the Timetable Planner module.

When a session serves only some subgroups, a “Subgroup filter active” banner appears above the roll. Students outside the session’s subgroups show “Excluded by subgroup mask” with an Include button; you can also Exclude a student or Clear an override. See 03 — Tutorial management.

Special considerations on the roll

A special consideration is a note about one student for one session, entered on Manage Sessions (for example “Needs to leave 30 minutes early”). On the roll it shows as a Special consideration callout under the student’s name, and it pre-fills that student’s Notes box until the row is marked, so it is saved with the attendance record. Trainers can read considerations but cannot edit them on the roll.

Missing Attendance

The Missing Attendance tab lists past sessions with no or incomplete attendance. Tutorials and clinics are combined, oldest first.

Column	Shows
Type	Tutorial or Clinic
Course / Date / Time / Location	Session details
Status	Not recorded, or Partial (marked/required)
Days Ago	How long since the session ran
Actions	Mark Attendance — opens the session ready to mark

Rows more than seven days old are highlighted in amber and should be prioritised. Trainers see the sessions they are responsible for. When everything is up to date the tab shows “Great work! Every past session currently has attendance recorded.”

Marking attendance on the front end

Trainers can mark attendance from an ordinary page on your site.

Set-up (administrator):

Create a page (for example “Mark Attendance”) containing the shortcode [dthub_mark_attendance].
Go to Settings → Pages & Reports and select it as the Mark Attendance Page, so emails and links point there.

Using it (trainer):

Log in and open the page.
On the Attendance tab, follow the steps shown (Select Session → Mark Attendance → Save): choose Course and Session, set statuses, then click Save Attendance Records.
Use the Missing Attendance tab to find sessions you have not finished.

The front-end page has the same combined session list, Quick Mark buttons, ad-hoc students, special considerations and Trainer Session Feedback as wp-admin. After saving you see “Attendance records saved successfully!”

What other visitors see:

Logged-out visitors: “Please log in to mark attendance.” with a login prompt.
Logged-in users without trainer access (including students): “Marking attendance is only available to instructors.”

Shortcode options and links

[dthub_mark_attendance] takes no attributes that change its behaviour. To open the page on a particular course, session or tab, link to it with these address parameters:

Parameter	Effect	Example
`attendance_type=missing`	Opens the Missing Attendance tab	`/mark-attendance/?attendance_type=missing`
`course_id`	Pre-selects a course	`?course_id=123`
`tutorial_id`	Pre-selects a tutorial in that course	`?course_id=123&tutorial_id=456`
`roster_id`	Pre-selects a clinic in that course	`?course_id=123&roster_id=789&attendance_type=clinic`

The Missing Attendance Mark Attendance buttons build these links for you.

Attendance reminders

Under Settings → Notifications:

Setting	Default	What it does
Attendance Not Taken Reminder — “Send reminder after tutorial if attendance missing”	Off	Emails the trainer when a tutorial has no attendance some hours after it ran. A Test button sends a sample
Hours After Tutorial	48	How long to wait (1–168 hours)

Clinic supervisors have an equivalent Clinic Attendance Reminder on the same tab; see 05 — Clinic rosters. The email wording can be edited in the same tab.

How attendance counts toward the rate

Student and course reports show an attendance rate for each student. In plain terms:

Only sessions that have already started count.
Every held session the student was expected at counts as required, whether or not it has been marked. An unmarked session is required but not attended.
A status counts as attended unless it is ticked Counts as Missed.
Excluded sessions are left out entirely for that student.
Ad-hoc students are measured against their own ad-hoc sessions.
Rates show one decimal place (for example 85.7%). With no held sessions yet, the rate shows “—” rather than 0% or 100%.

🔒 Pro feature — requires Dantian Training Hub Pro.

Pro’s Analytics uses separate thresholds per delivery mode under Settings → Analytics → Attendance Thresholds: In-Person Requirement (%) (default 80) and Online Requirement (%) (default 100), and looks at a recent window of weeks to flag students of concern. Its figure answers a different question from the lifetime rate above, so the two can differ. See 13 — Analytics dashboard.

Troubleshooting

Problem	Fix
“Select course first” and the Session list stays empty	Choose a course. If the course has no sessions, create them on Manage Sessions
A student is missing from the roll	Check they are enrolled in the course, not excluded on Manage Sessions, or (Pro) not outside the session’s subgroup. Otherwise add them as an ad-hoc student
“… records were skipped because they were modified by another user”	Someone else saved the session at the same time. Reload, check, and save again
A trainer sees “Marking attendance is only available to instructors.”	Give their role front-end access, or make them an instructor of the course
A session stays on Missing Attendance after marking	It is Partial — some required students still have no status. Mark every student, including with Absent or Apologies

Worked example

Friday clinic and Tuesday tutorial at Riverside College of Natural Health.

After Tuesday’s tutorial, trainer Mei Lin opens the college’s “Mark Attendance” page on her tablet, picks “Remedial Massage 2026 — Cohort B” and “03/02/2026 – 09:00 – Room 2 (Tutorial)”.
She clicks All Present, then changes Alex to Apologies and Jordan to Left Early (Jordan’s notes already say “Leaving at 11:00 for a medical appointment” from the special consideration).
Priya, a make-up student, appears with an Ad-Hoc badge; Mei Lin marks her Present.
In Trainer Session Feedback she writes “Group struggled with postural assessment — revisit in week 2” and clicks Save Attendance Records.
On Monday the coordinator opens Training Hub → Mark Attendance → Missing Attendance, sees Friday’s clinic still Not recorded (4 days ago), and emails the supervisor the link.

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