Attendance Audit Trail

17 — Attendance Audit Trail

🔒 Pro feature — requires Dantian Training Hub Pro.

The Attendance Audit Trail is a permanent log of attendance changes. Every time someone saves tutorial or clinic attendance, one entry records who saved it, their role, when, and a summary of what changed for each student. Use it to answer “who changed this record, and when?” during internal quality reviews, appeals or audits.

Where to find it

Training Hub → Audits → Attendance Audit Trail tab.

The Audits hub also holds the Email Log and Clinic Cancellations (and, with the Rubric Feedback add-on and an LMS that supports assignments, Declaration Records and Video Management).

Who can see it: users with the View Reports capability (administrators and Backend Access Roles by default) or administrators. Others see “You do not have permission to view attendance audit logs.”

Without Pro there is no audit trail and no Audits menu; attendance changes are not logged.

What is logged

Logging is automatic from the moment Pro is active. There is nothing to configure.

One entry is written for each save event, whether attendance is saved on the wp-admin Mark Attendance page or on the front-end mark-attendance page, and when a recording claim updates a student’s status. A save that changes nothing creates no entry.

Each entry shows:

Column	Description
When	Date and time of the save
Context	Tutorial or Clinic (follows your terminology)
Course	The course; “(deleted course)” if it has since been removed
Session	The session’s date, time and location
Changed By	The user’s name and their role at the time; “Unknown user” if the account no longer exists
Summary	What changed, one chip per student

The summary starts with the number of students updated, then lists each student’s changes, for example:

3 students updated — Amira Khan: status Absent→Present | Ben Lee: notes added | Chloe Ng: clients 2→3

It records status changes (or the first status set), notes added, updated or cleared, and (clinics) changes to clients treated. Up to eight students are named per entry, followed by “+N more” for larger saves. The page header shows Total events.

Pro also writes a small number of other events here, such as action-plan changes and course-progress migrations. These appear when All contexts is selected.

Filtering the log

Open About this log for a short explanation on the page. Filters (click Filter to apply):

Filter	Options
Context	All contexts, Tutorial, Clinic
Course	All courses, or any course that has audit entries
From / To	A date range
Search	Search actor/summary… — matches the user’s name or the summary text, so you can search for a student’s name

Results show 50 entries per page, newest first.

Exporting

Click Export CSV (below the filters). The export uses the filters currently applied and contains Date/Time, Context, Course, Session, Changed By, Role and Summary. Large logs are streamed in chunks of 1,000 rows, up to the site’s CSV row limit.

Administrators comfortable with WP-CLI can also run wp dthub audit-export --file=audit.csv, optionally with --course_id=, --from= and --to= (dates as YYYY-MM-DD).

Immutability

Entries cannot be edited or deleted from the plugin screens. Every save adds a new entry, so the log shows the whole history of a record rather than only its latest state.

Privacy and retention

The log stores the actor’s user ID, name and role, and student names inside the summary text.
The log is protected under Pro’s retention rules: it cannot be force-erased.
When a personal-data erasure request is processed (Tools → Erase Personal Data), audit rows linked to that student are anonymised (“[erased user]”, notes and summary cleared) and kept for integrity reporting. Because each entry records a whole save event, student names written inside other entries’ summaries are not rewritten by this step. If you must remove a name everywhere, contact your site administrator for a database-level review.
Audit rows linked to a student are included in their personal-data export.
Deleting the Pro plugin keeps the audit trail unless Permanently delete all Pro data when the Pro plugin is uninstalled is ticked in Pro’s privacy and retention settings.

Troubleshooting

Problem	Fix
A change you expected is missing	Only saves that actually change something are logged. Check the date range and context filters, and that Pro was active at the time
The course you want is not in the Course filter	The list only shows courses that already have entries
“Unknown user” in Changed By	The user account has since been deleted
The export stops early	Very large logs are capped at the site’s CSV row limit; narrow the date range and export in parts

Worked example

A student disputes an “Absent” on 3 March at a Brisbane RTO.

The compliance officer opens Training Hub → Audits → Attendance Audit Trail.
She sets Context to Tutorial, Course to “Cert IV Massage — Term 1”, From/To to 3–10 March, and searches the student’s name.
Two entries appear: on 3 March the trainer set the student to Absent; on 5 March the coordinator changed it to Watched Recording after approving a recording claim.
She clicks Export CSV and attaches the file to the appeal record.

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