Scheduled Reports and Early Warning

26 — Scheduled Reports and Early Warning

🔒 Pro feature — requires Dantian Training Hub Pro.

Two automatic emails keep coordinators and managers informed without anyone having to open the dashboard:

Scheduled Report Delivery emails a CSV attendance report for each course on a regular schedule — handy for academic managers, compliance files or an off-site records system.
Early Warning Alerts emails a weekly list of students whose attendance is trending downward, so you can step in before they fall below your attendance requirement.

This page also explains the background jobs behind Pro’s analytics: the hourly activity rollup and the course-completion step that follows an import of prior learning.

Where to find the settings

Both are configured under Training Hub → Settings → Notifications, in the sections Scheduled Report Delivery and Early Warning Alerts. These sections only appear when Pro is active; Free-only sites have neither email.

Only administrators can change settings. The emails go to the addresses you enter — recipients do not need a site account.

Scheduled Report Delivery

Setting it up

Go to Training Hub → Settings → Notifications → Scheduled Report Delivery.
Tick Enable Scheduled Reports — “Email CSV course attendance reports on a recurring schedule”.
Choose the schedule and recipients (table below).
Click Save Settings. The first delivery is booked for the next matching day and time.

Setting	Default	Allowed values	Notes
Enable Scheduled Reports	Off	On / Off	Turning it off cancels any pending delivery.
Report Frequency	Weekly	Weekly, Fortnightly, Monthly	Monthly means every 30 days from the first send, not the same date each calendar month — it drifts by a few days over a year.
Report Send Day	Monday	Monday – Sunday	Day of the first (and, for weekly/fortnightly, every) delivery.
Report Send Time	07:00	Any time	In your site’s timezone (Settings → General).
Report Recipients	Site admin email	Comma-separated email addresses	e.g. `registrar@college.edu.au, compliance@college.edu.au`. If left empty, nothing is sent.

Saving the Notifications settings re-books the schedule from the current day/time values.

What the email contains

Subject: Scheduled Attendance Reports — [today’s date in your site’s date format]
Body: “Please find attached the latest attendance reports for all courses.” and “N course report(s) attached.”
From: the general Sender Name and Sender Email set at the top of Settings → Notifications.
Attachments: one CSV per course, named attendance-[course name]-YYYY-MM-DD.csv.

Each CSV is the course’s attendance grid, opening cleanly in Excel:

Column	Content
Student Name, Email	One row per student.
One column per session, headed by its date	The attendance status label (e.g. Present, Absent), Excluded if the student is exempt from that session, or blank if not yet marked.
Total Attended	Sessions attended to date (statuses that count as present).
Total Tutorials (your terminology)	Sessions the student was required to attend so far. Future sessions appear as columns but do not count.
Attendance Rate %	Attended ÷ required. Blank when nothing was required yet.

Only courses that have sessions in Training Hub and at least one student are included.

Larger sites

Each delivery attaches at most 25 course reports to keep the email a manageable size. If you have more than 25 courses, the following delivery continues with the next 25 courses, and so on — each course is reported in turn rather than all at once. At most one delivery is sent per calendar week, so a re-run of the scheduler (for example after downtime) does not send duplicates.

Privacy

The CSVs contain student names, emails and attendance. While being prepared they are written to the plugin’s protected file area (outside the public web folder where your server allows) and deleted as soon as the email is sent. Choose recipients carefully — the attachments leave your site once emailed.

Early Warning Alerts

What it detects

Every week the plugin looks at each student’s live attendance — in-person and online tutorials plus clinic shifts — over the last 4 completed weeks (the current week is not counted) and works out a week-by-week trend, the same calculation as the Trend column on the Analytics Students of Concern tab:

A student is Declining when their weekly attendance rate is falling by 5 percentage points per week or more (this needs sessions in at least 3 of the 4 weeks), or
when they attended in an earlier week but attended nothing in their most recent week that had sessions (“went silent”).

This catches students who are slipping even if their overall rate is still above your attendance requirement. It is a trend signal, not a prediction — use it as a prompt to check in.

Setting it up

Go to Training Hub → Settings → Notifications → Early Warning Alerts.
Tick Enable Early Warning Emails — “Send a weekly email listing students whose attendance is trending downward”.
Enter Early Warning Recipients — comma-separated email addresses. Leave blank to use the site admin email.
Click Save Settings.

Setting	Default	Notes
Enable Early Warning Emails	Off
Early Warning Recipients	Blank (= site admin email)	Comma-separated. Invalid addresses are dropped.

Timing is fixed: the check runs every Monday at 8:00 am site time. It cannot be changed in Settings.

The email

Subject: [Your site name] Early Warning: Declining Attendance Trends
Heading: Attendance Early Warning
Body: “The following N student(s) show a declining attendance trend over the last 4 weeks:” then one line per student — name, email, their attendance rate over those 4 weeks and the slope (e.g. −8%/wk) — and a link to the Students of Concern tab on the Analytics dashboard.

If no student is declining that week, no email is sent. The check covers every course on the site (it is not limited to any one trainer’s courses), so send it to coordinators rather than individual trainers. At most one alert is sent per calendar week.

Early Warning Alerts belongs to the Progress Tracking & Analytics Pro module; if that module’s licence is not active, no alert is scheduled.

Acting on an alert

Click the link in the email (log in if asked) to open Analytics → Students of Concern.
Tick all tiers so the students appear even if their overall rate is still healthy.
Use Email to send a personal check-in, or open their Student Report and start an action plan.

See 13 — Analytics Dashboard and 14 — Action Plans.

Other background jobs

These run automatically; there is nothing to configure beyond the settings mentioned.

Activity rollup (hourly)

When Activity tracking is turned on (Settings → Access & Privacy → Activity Timing — off by default), an hourly job condenses the raw half-hour activity records into the summary used by the Activity Timing tab and the Student Report’s Engagement tab, and deletes summary data older than Activity data retention (months) (default 24). Switching tracking off stops the job after one final pass. Details and privacy considerations: 13 — Analytics Dashboard → Activity Timing.

Course completion after an import

When you import a returning student’s prior completion into a new course (Student Report → Lesson Completion → Import prior completion), the plugin marks the new course complete if every item is now done. Because TutorLMS can lag a moment behind a large import, it also re-checks a few seconds later in the background. If the student still has work left, nothing changes. The full import process is described in 07 — Student Reports → Importing a returning student’s history.

Follow-up deliveries and catch-up

WordPress runs scheduled jobs when your site receives visits. On a very quiet site an email may go out a little after its set time. If your host offers a “real cron” option, enabling it makes timing exact. The once-per-week safeguards mean a late catch-up never sends the same report or alert twice.

Worked example

Coastal School of Myotherapy, three campuses, 31 courses.

The academic manager wants Friday afternoon attendance files for the compliance folder. The administrator enables Scheduled Reports: Frequency Weekly, Day Friday, Time 15:00, Recipients compliance@coastal.edu.au, academic.manager@coastal.edu.au. Because there are 31 courses, one Friday’s email carries 25 course CSVs and the next Friday’s carries the remaining 6 before starting again.

She also enables Early Warning Emails to student.support@coastal.edu.au. On Monday the support team receives an alert listing three students whose attendance has fallen about 10 points a week — one is still at 82% overall, comfortably above the 80% in-person requirement. The support officer opens Students of Concern from the link, emails all three, and books a review with the student who has gone silent.

Troubleshooting

The scheduled report never arrives. Check Enable Scheduled Reports is ticked and Report Recipients isn’t empty, then check the built-in Email Log (if enabled) for a failure. On a low-traffic site, the email goes out with the first visit after the scheduled time. Also confirm your site can send email (many sites need an SMTP plugin).

Some courses are missing from the report. Courses with no sessions in Training Hub, or no students, are skipped. On sites with more than 25 courses, the rest arrive in the following deliveries.

No early-warning email this week. That usually means no student met the “declining” rule. The alert is only sent when there is at least one student to report. Also check the setting is enabled and the Progress Tracking & Analytics module is licensed.

A student I’m worried about isn’t in the alert. The alert only covers falling trends over the last 4 completed weeks with enough sessions to judge. A student who has been consistently low is not “declining” — find them on the Students of Concern tab instead.

Monthly reports arrive on a different date each month. Monthly means every 30 days. Use Weekly or Fortnightly if you need a fixed weekday.

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