Analytics Dashboard

13 — Analytics Dashboard

🔒 Pro feature — requires Dantian Training Hub Pro.

The Analytics dashboard gives training coordinators, administrators and trainers one place to see how a cohort is tracking: this week’s attendance, sessions still waiting to be marked, which students are slipping, how courses compare, and how the whole school is engaging with online content. From the same screen you can export the figures to CSV and send a personal check-in email to a student who is struggling.

Who it is for and where to find it

Menu path: Training Hub → Analytics

Who	What they see
Administrators	Every course and every student, plus the administrator-only Activity Timing tab.
Trainers / instructors (any role with report access — by default the LMS instructor role and any role ticked under Settings → Access & Privacy → Backend Access Roles)	The same tabs, but every figure, list and export is limited to the courses they instruct. A trainer never sees another trainer’s students.
Students	No access.

The dashboard belongs to the Progress Tracking & Analytics Pro module. If that module’s licence is not active, the Analytics menu item is hidden; anyone following an old bookmark sees a notice explaining that the module is locked, rather than a blank error page. Free-only sites do not have this screen.

TutorLMS Pro note: TutorLMS Pro blocks instructors from wp-admin. On those sites, trainers usually reach student information through the frontend trainer pages instead; the Analytics dashboard is in practice an administrator and coordinator screen.

Page layout

Across the top of the page:

Refresh Data — clears the cached figures and recalculates. Analytics data is cached for 15 minutes to keep the page fast; marking attendance clears the cache automatically, so you mainly need this after bulk changes such as a CSV import. A notice confirms “Analytics data has been refreshed.”
Export to CSV — downloads the current analysis (see Exporting analytics data).
View range selector (Week, Month, Term, All Time) with Apply filters — jumps the week navigator to the start of the chosen range. Month goes to the week containing the 1st of this month; Term goes to the start of the current semester (or the most recent one); All Time goes to the earliest week with sessions.
Previous Week / Next Week / Current Week — step the week shown on the Weekly Overview. When you first open the page, it automatically steps back to the most recent week that actually had sessions.

Below that is a row of tabs. Tabs with something needing attention show a count badge.

Weekly Overview tab

Four summary tiles for the selected week:

Tile	Meaning
This Week’s Attendance	Attended ÷ possible across all tutorials this week.
Tutorials This Week	Number of scheduled tutorials (uses your terminology — e.g. “Classes This Week”).
Missing Attendance	Past sessions with no attendance recorded yet.
Students of Concern	Students currently in the Low or Disengaged tiers.

This Week’s Courses lists each course with tutorials that week, showing Combined, In Person and Online attendance (attended / possible and a percentage) and a View Report link to the Course Report. Only students marked Present, Late or Excused count as attended; Absent and missed do not. The percentage badge colour reflects the in-person and online thresholds you set in Settings (see Settings that affect analytics).

Missing Attendance tab

Lists past tutorials and clinics that have no attendance records at all, with course, date, time, location and Days Ago. Sessions more than 7 days old are highlighted in red, with a count above the table. Click Mark Attendance to open the session and record it.

Work this list down weekly — unmarked sessions distort every other figure on the dashboard (see the asterisk note under Students of Concern).

Students of Concern tab

The heading on this tab is Synchronous Learning Attendance: it measures scheduled (live) attendance across in-person tutorials, online tutorials and clinic shifts, and sorts students into engagement tiers.

Controls

Weeks to look back — slider, 1 to 12 weeks. Default 3.
Include Current Week — tick to count the week in progress. Default off.
Show tiers — tick-boxes for each tier. By default only Low and Disengaged are shown; tick Highly Engaged and Moderate to see everyone.

This list is anchored to today, not to the week navigator at the top of the page. If it is empty, the message says so explicitly.

Columns

Column	Meaning
Student / Email	Who the row is about.
Sessions	Attended / scheduled sessions in the window.
Rate	Combined attendance rate. An asterisk means some of the student’s sessions have not been marked yet — hover it for the count.
Tier	Highly Engaged, Moderate, Low or Disengaged, using your Engagement Participation Thresholds (defaults 75%, 50%, 33%).
Trend	Improving, Stable or Declining. Calculated from the student’s week-by-week rate across the window: a slope of 5 percentage points per week or more either way changes the trend (needs at least 3 weeks with sessions). A student who attended earlier but attended nothing in their most recent week with sessions is also marked Declining.
Modality Breakdown	Separate In-Person, Online and Clinic rates.
Courses	Number of courses the student has sessions in.
Actions	View Report (Student Report) and Email.

A line under the table reads “Showing X of Y students matching selected tiers.”

Sending a support (check-in) email

On the Students of Concern tab, click Email on the student’s row.
The Contact Student window opens with the student’s name, email and attendance rate for the look-back window.
The Subject and Message are pre-filled from your support email template, with placeholders already replaced:
- {student_name} — the student’s name
- {sender_first_name} — your first name (or display name if you have none)
- {attended} and {total} — sessions attended and scheduled in the window
- {attendance_rate} — the rate, e.g. 42%
- {course_breakdown} — a per-course summary
Edit the text as you wish — this is a personal message — then click Send email.

The email is sent straight to the student. It does not use the automated-email wrapper; instead a footer is added: “This message was manually sent by [sender name] ([sender email]) via the attendance analytics dashboard.” The From name and address come from the Support Email Sender Name / Sender Email settings (defaults: your site name and the site admin email). If the built-in email log is enabled, the message is logged.

Safeguards

The address must belong to an existing user account; anything else is refused (“This email address does not belong to a known student.”).
A trainer may only email students enrolled in a course they instruct (“You are not allowed to email this student.”). Administrators can email any student.
Each user can send at most 20 support emails in a rolling 5-minute window (“You are sending messages too quickly. Please wait a few minutes.”).

To change the default wording go to Training Hub → Settings → Notifications → Advanced Notification Templates → Support / Check-in Email. The default subject is “Checking in – how can we support you?” and Reset to Default restores the original template.

Trends tab

Attendance Trends charts weekly attendance over the last 12 weeks, with Combined, In-Person and Online toggles. Hover the chart for details; the Weekly Breakdown table underneath carries the same numbers (attended and possible per modality) for screen readers and printing.

Semester Window narrows the chart to one semester (All Dates shows the last 12 weeks). The active window and its dates are shown under the selector. Reset clears the filter.

Course Comparison tab

Compares courses side by side. Its filters affect only this tab.

Filter	Default	Notes
Semester Window	All Dates	Limits to one semester.
Course Comparison Window	3 weeks	Slider, 1–12 weeks.
Include current week	On
Courses to Compare	All courses	Hold Cmd/Ctrl to select several. Leave blank for every course.

The chart and table show each course’s Combined, In Person and Online attendance, the number of tutorials, enrolment, and a View Report link.

School Engagement tab

School-Wide Engagement looks beyond live attendance to everything students do: lessons, tutorials, clinics, quizzes, assignments and time invested.

Choose a Semester and click Apply filters. Nothing is shown until a semester is selected.
Review the panels:
- Summary tiles — Active / Total Students, Avg Tutorial Attendance, Avg Participation Rate, Avg Weekly Watch Time.
- Activity Volume by Week — lessons, tutorials, clinics, quizzes and assignments completed each week (chart plus table).
- Time Investment by Week — average hours per student spent on lessons, tutorials and clinics.
- Participation Distribution — how many students fall into each engagement tier.
- Course Engagement Comparison — per course: Enrolled, Active, Avg Lessons, tutorial %, clinic %, Quizzes, Assignments, Avg Watch Time, and an engagement Score. Click a column heading to sort. The table starts lowest-score-first.
- Disengaged Students — up to 50 students with the lowest participation rate, with expected vs completed activities. If none, you see “No disengaged students found — all students are meeting expected participation.”

How the figures are worked out

Participation rate = activities completed ÷ activities expected for the student’s enrolled courses (scheduled tutorials, lessons, assessments and booked clinics), capped at 100%. Students with nothing expected are left out rather than shown as 100%.
Score is a 0–100 composite that only weighs the activity types a course actually offers, so a theory-only course is not penalised for having no clinics.
Lesson Count Mode decides which lessons count as “expected”: Video lessons only (default) or All published lessons.

Activity Timing tab (administrators only)

Shows when your student body engages with course content: a School-wide hour-of-day profile chart and table, with each student counted in their own local time. Choose From and To dates and click Apply (default: the last 12 weeks).

Figures are active 30-minute windows — whether a student was present on the site in that half hour — not measured durations. The per-student version of this view lives on the Student Report → Engagement tab (also administrators only).

This tab is only visible to administrators. Trainers do not see it, and if tracking is switched off a warning says so; previously collected data remains visible.

How activity data is gathered

Activity Timing is off by default. An administrator turns it on under Training Hub → Settings → Access & Privacy → Activity Timing → Activity tracking.

When on:

Each time a logged-in, enrolled student loads a page on the site, the plugin notes the half-hour window and the kind of activity — video, lesson, quiz, assignment, general browsing or other. Administrators are never tracked.
On TutorLMS sites the plugin also listens for TutorLMS’s own events: the periodic video playback sync that TutorLMS sends while a student watches a lesson video, starting a quiz, submitting an assignment and completing a lesson. These mark the window with the more precise activity type. On LifterLMS and standalone sites only the page-load signal is used.
A small functional cookie, dthub_tz, records the timezone reported by the student’s device so patterns are shown in the student’s local time.
Every hour a scheduled job folds the raw half-hour records into a compact summary, deletes the raw rows and removes summary data older than the retention window.

Privacy implications. This is behavioural data about identifiable students. Before enabling it, confirm your institution’s privacy notice covers collecting activity timing and activity type for enrolled students. Nothing is recorded about keystrokes, page content or video position. For up to an hour the raw record also notes which course and lesson the activity related to; after the hourly rollup only “active in this half hour, doing this kind of thing” is kept. The data:

is visible to administrators only;
is kept for Activity data retention (months) — default 24, allowed 1–120 — then pruned by the hourly job;
is included in WordPress personal-data export, and deleted immediately on an erasure request regardless of the retention window;
stops being collected the moment the toggle is switched off (any half hours already collected are rolled up once, then the hourly job stops).

Exporting analytics data

Click Export to CSV at the top of the page. A file named attendance-analytics-YYYY-MM-DD.csv downloads with four sections:

Attendance Trends — last 12 weeks (or the selected semester): week, combined / in-person / online rate, attended and possible.
Course Comparison — per course using the Course Comparison window and course selection.
Synchronous Learning Attendance — every student in the Students of Concern window (not just the ticked tiers): name, email, attended, total sessions, rate, tier, trend, trend slope, unmarked sessions, courses, and per-modality rates.
Missing Attendance Records — course, tutorial date, time, location and days ago.

Trainers’ exports contain only their own courses and students. The file contains personal information (names, emails, attendance), so store and share it accordingly.

Settings that affect analytics

Setting	Where	Default	Effect
In-Person Requirement (%)	Settings → Analytics → Attendance Thresholds	80	Minimum in-person tutorial rate before a course is flagged (badge colours). 0–100.
Online Requirement (%)	Settings → Analytics → Attendance Thresholds	100	Same for online tutorials. 0–100.
Highly Engaged (%)	Settings → Analytics → Engagement Participation Thresholds	75	At or above = Highly Engaged. 1–99.
Moderate (%)	same	50	At or above (below Highly Engaged) = Moderate.
Low / Disengaged (%)	same	33	Below = Disengaged; between this and Moderate = Low. The three values are kept in descending order automatically.
Lesson Count Mode	same	Video lessons only	Which lessons count toward expected progress on School Engagement.
Support Email Sender Name / Sender Email / Subject / Template	Settings → Notifications → Advanced Notification Templates	Site name / admin email / “Checking in – how can we support you?” / built-in template	Used by the Email button.
Activity tracking and Activity data retention (months)	Settings → Access & Privacy → Activity Timing	Off / 24	Activity Timing data collection.

Semester windows come from the semesters you enter in the Timetable Planner (a planning year’s Term dates & breaks). If no semesters exist, the Semester Window selectors only offer All Dates and School Engagement has nothing to select.

The same thresholds also drive the weekly early-warning email — see 26 — Scheduled Reports and Early Warning.

Worked example

Riverbend College of Natural Therapies runs a Diploma of Remedial Massage with three cohorts.

On Monday morning the coordinator, Priya, opens Training Hub → Analytics. The Missing Attendance tab shows a badge of 4: two Thursday tutorials and two Saturday clinic shifts are unmarked, one highlighted red at 9 days. She messages the trainers, and once they mark them she clicks Refresh Data.

On Students of Concern she leaves the window at 3 weeks. Two students show as Disengaged; one, Tom, also shows Declining — he attended every session in weeks 1–2 and none last week. Priya clicks Email, softens the pre-filled template, mentions the upcoming practical assessment, and clicks Send email. She then opens Tom’s Student Report and starts an action plan (see 14 — Action Plans).

At the end of term she selects the semester on School Engagement to report participation to the academic committee and clicks Export to CSV for the minutes.

Troubleshooting

The Analytics menu item is missing. Check that Pro is active and that the Progress Tracking & Analytics module is licensed (Settings → Modules). Your role also needs report access.

Students of Concern is empty, but Weekly Overview shows data. The two use different date windows. Students of Concern counts back from today using Weeks to look back; Weekly Overview follows the week navigator. Widen the window, tick Include Current Week, or tick more tiers.

A student’s rate has an asterisk. Some of their sessions have no attendance recorded yet, so the rate may be understated. Check the Missing Attendance tab.

“Select a semester above to view school-wide engagement data” and the semester list is empty. No semesters are defined. Add semester dates to your planning year in the Timetable Planner.

Email fails with “You are not allowed to email this student.” Trainers can only email students in courses they instruct. Ask an administrator, or check the trainer is assigned as an instructor on the student’s course.

Figures look out of date after a bulk import. Click Refresh Data — the dashboard caches results for 15 minutes.

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