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Recording Claims

Recording claims let a student who missed a live online tutorial say “I watched the recording”, write a short reflection on it, and have their attendance for that session updated to Watched Recording once a trainer or administrator approves the claim.

The feature is part of the free plugin. It is off by default — sites that don’t run online sessions can leave it off and nothing about it appears in the menus or on the student dashboard.

Who it’s for

Students submit claims from a page you set up with the [dthub_recording_claims] shortcode.
Trainers (instructors) review claims for the courses they teach.
Administrators review any claim and can reopen a claim that was actioned by mistake.

Turning recording claims on

Go to Training Hub → Settings → Pages & Reports.
Scroll to the Recording Attendance Claims section.
Tick Enable the recording claims feature.
Create a page for students (for example “Claim a Recording”), add the [dthub_recording_claims] shortcode, and publish it.
In Recording Claim Page, enter the web address (URL) of that page. This is used for the Resubmit Claim button in the denial email and for the link on the student dashboard.
Review the remaining settings (below) and click Save.

Once enabled, a Recording Claims tab appears on Training Hub → Mark Attendance. The settings section also has a shortcut: “Need to review submissions? Open the Recording Claims queue.”

The setup wizard has an optional Recording Claims card that walks you through the same switch.

Recording claim settings

All of these are in Training Hub → Settings → Pages & Reports → Recording Attendance Claims.

Setting	What it does	Default
Enable the recording claims feature	Master switch. When off, the shortcode shows “Recording claims are not currently available.” and the review tab is hidden.	Off
Recording Claim Page	Address of the page that holds `[dthub_recording_claims]`. Used in the denial email’s Resubmit Claim button, the student dashboard link and the Open page link on the review queue.	Blank
Claim Notification Email	Address(es) emailed whenever a new claim needs review. Separate several addresses with commas. Leave blank to send no notification.	The site’s admin email address
Auto-Approve Recording Claims	Approves every valid claim the moment it is submitted, with no manual review.	Off
Clinic Recording Claims	Also allows claims for missed clinic sessions, not just tutorials.	On
Claim Window (days)	How many days after a session a student may still claim it. Sessions older than this are not offered on the form and are rejected if submitted. `0` = no time limit. Allowed range 0–365.	30
Online Sessions Only	Only online sessions can be claimed. Turn off to allow claims for any past session the student missed.	On
Require Course Enrolment	The student must be enrolled in the session’s course to claim it.	On

What counts as an “online” session. With Online Sessions Only on, a session is treated as online when it has a linked Zoom meeting or its location text contains the word “online” (for example “Online”, “Online – Zoom”). You don’t need Zoom integration for claims to work — naming the location “Online” is enough.

Rate limits. To prevent abuse, a student can submit at most 10 claims per hour and 30 per day. These limits aren’t shown in the settings screen. A student who reaches them sees “You have reached the hourly limit of 10 recording claims. Please try again later.” (or the daily equivalent).

What students see

Students open the page that holds [dthub_recording_claims]. They must be logged in. If they aren’t, they see “Please log in to submit a recording attendance claim.” and a Log in link that brings them back afterwards.

The form, headed Recording Attendance Claim, lists every session the student can claim, grouped by course. A session is offered when all of these are true:

it is in a course the student is enrolled in;
it has already happened;
the student has no attendance recorded for it, or was marked with a status that counts as absent (by default Absent or Apologies);
it is online (if Online Sessions Only is on);
it falls inside the claim window;
the student doesn’t already have a pending or approved claim for it.

Submitting a claim

Tick each session you watched the recording for.
A reflection box opens under each ticked session — “Your reflection for this tutorial:”. Describe what you learned, any questions you have, and how you’ll apply it. Each reflection needs at least 20 characters. A counter shows your progress.
Tick the Acknowledgement: “I confirm that I have watched the recording(s) for the selected tutorial. I take responsibility for reviewing any material I missed and will raise questions with my teacher to clarify anything I am yet to understand.”
Click Submit Claim.

You’ll see one of these confirmations:

“1 claim submitted successfully and is pending review.”
“1 claim submitted and automatically approved. Your attendance has been updated.” (when auto-approve is on)

Your Submitted Claims

Below the form, Your Submitted Claims lists everything you’ve submitted, with the course, session date, submission date and status:

Pending Review — waiting for your trainer.
Approved — your attendance now shows Watched Recording.
Denied — Please Resubmit — with the reviewer’s Feedback: underneath.

When there’s nothing to claim

If the list is empty, the page explains why:

“You have no missed tutorials available for a recording claim at this time.”
“You have missed tutorials, but recording claims can only be submitted for missed online sessions — the ones you missed were not held online.”
“You have missed tutorials, but recording claims must be submitted within 30 days of the session — that window has now closed.”

The last two add “If you believe this is a mistake, please contact your teacher.”

Reviewing claims

Go to Training Hub → Mark Attendance and open the Recording Claims tab. The tab shows a count badge when claims are waiting.
Use the status filter at the top — All, Pending, Approved, Denied — to narrow the list. The list shows 20 claims per page.
Each row shows:
- Student — name and email
- Course
- Tutorial Date — the session being claimed
- Reflection — the first 30 words, with Read more for longer reflections
- Submitted — when the claim was made
- Status — plus the reviewer’s note, “by [reviewer] on [date]”, and “Prior claims: N (N approved)” when the student has claimed before
- Actions
For a pending claim, click:
- Approve — the claim is approved and the student’s attendance for that session becomes Watched Recording. You’ll see “Claim approved. Attendance updated to “Watched Recording”.”
- Deny — a box opens for a Reason for denial (sent to student)…. Type the reason and click Confirm Denial (or Cancel). The student is emailed and can resubmit.

The prior-claims count helps you spot patterns — for example a student who claims most sessions rather than attending live.

Reopening a claim (administrators only)

If a claim was approved or denied by mistake, an administrator can click Reopen on that row. The claim goes back to Pending with the note “Claim reopened for admin correction.” (or the note you enter), and the change is written to the attendance audit trail. You can then approve or deny it again.

Reopening doesn’t change attendance on its own. If you then deny a claim that had been approved, the student’s Watched Recording mark is put back to Absent. This only happens if the session still shows Watched Recording. If someone has since marked the student with another status by hand, that status is kept.

How approval affects attendance

Approving a claim sets the student’s status for that session to Watched Recording. If no attendance existed yet, a record is created with the note “Recording claim #N approved”.
Watched Recording is one of the built-in attendance statuses. It is not counted as an absence by default, so it counts towards the student’s attendance rate on the student and course reports. You can change its label, colour and whether it counts as absent under Settings → Appearance & Sessions (attendance statuses).
Claims can’t overwrite attendance a trainer has already marked. If the student was marked anything other than an absent status, the claim is rejected with “Your attendance for this tutorial has already been recorded.”
Reports refresh automatically after an approval or denial.

Notification emails

Email	Sent when	Recipient	Subject
New claim	A claim is submitted and auto-approve is off	Every address in Claim Notification Email	New Recording Claim from [student name]
Claim not approved	A reviewer denies a claim	The student	Recording Claim Not Approved — [course]

The new claim email shows the course, session date and the first 300 characters of the reflection, plus a Review Claims button that opens the pending queue.
The denial email includes the reviewer’s feedback, asks the student to resubmit with an updated reflection, and shows a Resubmit Claim button if a Recording Claim Page is set.
No email is sent when a claim is approved — the student sees the new status on their claims page and their attendance updates straight away.
Both emails use your Training Hub email branding and sender name and address. Their wording is fixed and isn’t edited from the template editor.

Resubmitting after a denial. A denied session goes back onto the student’s form. A denial also restarts the claim window from the date of the denial, so a student who is denied after the original window has closed still gets a full window to resubmit.

Permissions

Who	Can do
Logged-in student (a role ticked under Student Roles in Settings → Access & Privacy)	Submit claims for their own missed sessions; see their own claim history
Trainer / instructor (`dthub_manage_tutorials`)	Open the Recording Claims tab; approve or deny claims for courses they teach
Administrator	Review any claim; Reopen actioned claims; change settings

A user whose role isn’t a learner role sees “You are not eligible to submit a recording claim.”

Pro — claim history on the student report

🔒 Pro feature — requires Dantian Training Hub Pro.

With Pro active, each row on the review queue has a View full claim history link. It opens the student’s report on the Recording Claims tab, which lists every claim the student has made (Course, Tutorial Date, Status, Reviewed By). See 07 — Student Reports.

Pro’s data-retention settings also cover recording-claim records.

Data and privacy

Each claim stores the student, course, session, session date, reflection text, status, reviewer, review date and review note.
Recording claims (including the reflection) are included when you use Tools → Export Personal Data for a student, and the plugin’s privacy-policy text lists them.
When you move a returning student’s history to a new account (Pro), their recording claims can move with it. See 07 — Student Reports.

Troubleshooting

The shortcode shows “Recording claims are not currently available.” The feature is switched off. Tick Enable the recording claims feature in Settings → Pages & Reports and save.

A student says a missed session isn’t on the form. Check that the session is in the past and in a course they’re enrolled in. If Online Sessions Only is on, the session needs a linked Zoom meeting or a location containing “online”. Check the session is still inside the Claim Window (days), and that the student wasn’t marked with a non-absent status such as Present or Late Arrival. The empty-state message on their page tells you which rule applies.

“Please provide a meaningful reflection (at least 20 characters).” Each ticked session needs its own reflection of at least 20 characters.

A trainer gets “You do not have permission to review claims.” Trainers can only approve or deny claims for courses they’re assigned to as an instructor. An administrator can action the claim, or add the trainer to the course.

No notification emails arrive. Check Claim Notification Email isn’t blank and contains valid addresses. No email is sent when auto-approve is on, because there is nothing to review.

Worked example

A naturopathy college runs its Wednesday evening tutorials on Zoom, with the location set to “Online – Zoom”.

The coordinator enables recording claims, keeps Claim Window (days) at 30, sets Claim Notification Email to tutors@college.edu.au, and leaves auto-approve off.
Priya misses the 12 March tutorial. Her trainer marks her Absent.
Priya watches the recording that weekend. She opens Claim a Recording, ticks 12 March, writes a reflection on the herbal-actions case study, ticks the acknowledgement and submits. She sees “1 claim submitted successfully and is pending review.”
The tutors’ inbox receives “New Recording Claim from Priya Shah”. Her trainer clicks Review Claims, reads the reflection and clicks Approve.
Priya’s 12 March attendance now shows Watched Recording, and her attendance rate on the student report goes up.
Another student submits a one-line reflection that just says “watched it”. The trainer clicks Deny and writes “Please summarise two key points from the case discussion.” The student receives “Recording Claim Not Approved” with that feedback and resubmits.

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