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Training Coordinator Guide

You run the teaching calendar: you schedule tutorials and clinic shifts, keep rolls up to date, follow up students whose attendance is slipping, and produce the reports your college needs for quality and compliance. This guide covers what you see, your term-start, weekly and term-end routines, and what to leave to the administrator. Each section links to the detailed feature doc.

What you see

Coordinators are usually given access in one of two ways: as WordPress administrators, or through a role ticked under Settings → Access & Privacy → Backend Access (Trainers). That tick grants all three Training Hub capabilities together (dthub_manage_tutorials, dthub_manage_clinics, dthub_view_reports) — see 28 — Permissions, Privacy and Maintenance.

With those capabilities you work in wp-admin → Training Hub:

Screen	What you do there	Doc
Manage Sessions	Create, clone and edit tutorials and clinics; exclusions; special considerations; clinic rosters	03, 05
Mark Attendance	Rolls, the Missing Attendance tab, the Recording Claims tab	04, 06
Classes	Cohorts, members, scheduled enrolments	24
Course Report / Student Report / Clinic Report	Attendance matrices, rates, exports	07, 08, 09
Session Notes	Trainers’ session feedback and per-student notes	25

If you are not an administrator, you only see the courses you instruct, you land on Mark Attendance rather than the Admin Calendar, and Settings, the Email Log and Clinic Cancellations are closed to you. Ask your administrator for anything there.

🔒 Pro feature — requires Dantian Training Hub Pro.

Pro adds Analytics, Follow-ups, Action Plans, Assignments (due dates, quiz due dates, extensions, overdue work, grading queue), Grade Criteria and Audits (Declaration Records, Attendance Audit Trail, Video Management). The Timetable Planner and CSV Import need an administrator account.

At term start

Build the session calendar

Go to Training Hub → Manage Sessions, pick the course, and add the first tutorial (date, time, location, trainer). Online sessions can be linked to a Zoom meeting.
Build the rest of the term by cloning. There is no recurring-series builder (03).
Assign a trainer to every session. Unassigned tutorials appear on every trainer’s calendar.
Add clinic shifts the same way, with capacity, then open Manage roster to allocate students.

Our convention: create the first week of each subject, check it, then clone it week by week for the whole term. Name locations consistently so the attendance sheet groups by venue correctly.

🔒 Pro feature — requires Dantian Training Hub Pro.

With Pro you can also load a spreadsheet of sessions through CSV Import (administrator) — 18. Or plan the whole year in the Timetable Planner and Publish to Attendance — 20. The planner’s annual cycle runs: create or duplicate the year → term dates and breaks → seed sessions → fix clashes on the Canvas → set assessment dates → trainer approval round → release → Publish to Attendance → subject outlines (19). After release, changes go through Publish Version with a changelog note. Cancel a released class rather than deleting it.

Enrol the cohort

On Tutor LMS or LifterLMS sites, students come from course enrolments (11).
In standalone mode, create a Class and add members. On LMS sites you can schedule an intake’s course enrolment for a set date (24).

Clinic preferences

Students request shifts on the clinic page (My Preferences). Approve pending requests from the course panel on Manage Sessions — one at a time or with Approve selected — then click Send allocation emails when you’ve finished. Approving doesn’t send an email on its own (05).

🔒 Pro feature — requires Dantian Training Hub Pro.

Assignments

Set due dates, two-group dates, the in-person flag and trainer allocation in Assignments → Assignment Due Dates; flag assessment quizzes in Quiz Due Dates (15). Only administrators and the course author can change due dates.
Re-allocate trainers each term. Otherwise their grading and extension queues come up empty.
For rubric grading: build outcome sets, then rubrics, map rubric versions to assignments and allocate instructors in Grade Criteria. Turn on the authenticity checklist before term starts if you use it (21, 22).

Every week

Missing Attendance (Mark Attendance): chase every row, oldest first. Rows more than 7 days old are highlighted. You can click Mark Attendance on a row to record it yourself (04).
Course Report: check Needs Attention and Completion Rate (how fully rolls are marked, not student attendance) (08).
Recording Claims tab: approve or deny pending claims. A denial needs a reason, which is emailed to the student (06).
Clinic rosters: watch waitlists, promote or cancel in the roster console, and check special considerations are on the right sessions (05).
Session Notes: read trainer feedback for anything you need to act on.

🔒 Pro feature — requires Dantian Training Hub Pro.

Analytics → Missing Attendance, then Students of Concern. By default only the Low and Disengaged tiers are shown; tick all tiers when following up an early-warning email. Use Email for a check-in and View Report for the detail (13 — Analytics Dashboard).
Training Hub → Follow-ups: work Overdue and Today items, then Start, Done or Dismiss each one (14).
Review Extensions and Overdue Assignments. Bulk overdue emails send in the background, up to 200 rows at a time (15).
Check the grading queue for overdue (red) items and assignments with no allocated trainer.

Following up a student

Open Training Hub → Student Report for the student.
On the Missed Tutorials tab, Exempt any session the student shouldn’t be counted for, or use Mark Attendance to correct an unrecorded roll.
Click Refresh Data, then Print / Save as PDF for the student’s file or a progression meeting (07).
Contact the student and their trainer, and record what was agreed in your student-support system.

Attendance rates count held, non-excluded sessions only. An unmarked held session counts against the student until someone marks it. There is no “excused” status that drops out of the calculation. Exclude or exempt the session instead (07).

🔒 Pro feature — requires Dantian Training Hub Pro.

For a formal intervention, create an Action Plan from Training Hub → Action Plans (Generate Plan), add actions and Save & Publish Plan. Office tasks go in Administration follow-ups, which students never see (14).

At term end

Make sure Missing Attendance is empty, so rates are final.
Export each course: Attendance CSV / Attendance PDF on the Course Report, and the clinic exports on the Clinic Report. There is no separate export page — every export is a button on its report (09 — Attendance Export).
Print student report PDFs for anyone below your attendance requirement.
Clear outstanding recording claims.
Archive the term’s classes on Training Hub → Classes, and file exports according to your records-management policy.

🔒 Pro feature — requires Dantian Training Hub Pro.

Analytics → School Engagement by semester, and Export to CSV for committee reporting.
Bulk PDF Reports (ZIP) and Export CSV of rubric results. Download them straight away, because they are deleted after an hour. For subject outcome sheets, use Download All Subject Results on the Course Report, or Subject Results on a student’s expanded course row in the Student Report (22).
Review Declaration Records on the Audits page for your audit file.

Things you leave alone

Settings, the Email Log, Clinic Cancellations, Purge Course Data and the maintenance tools are administrator-only. Ask your administrator.
Don’t share exported CSVs or scheduled-report attachments outside authorised staff. They contain student personal information.
Don’t delete a session that already has attendance (Training Hub blocks it). Exclude students or cancel instead.

🔒 Pro feature — requires Dantian Training Hub Pro.

Don’t change engagement thresholds mid-term without telling colleagues. Tiers and early-warning alerts shift immediately.
Don’t delete a released planner class. Cancel it and publish a new version.

Troubleshooting

Problem	What to do
A course is missing from my pickers	You only see courses you instruct. Ask an administrator to add you as an instructor in the LMS.
A student is missing from a roll	Check their enrolment (or class membership in standalone mode) and that they have a student role.
A trainer’s calendar shows other people’s sessions	Those sessions have no trainer assigned. Assign one on Manage Sessions.
A student’s rate looks too low	Look for held sessions that were never marked; they count as missed until marked.

🔒 Pro feature — requires Dantian Training Hub Pro.

Problem	What to do
A trainer’s grading queue is empty	Allocate them to the assignment in Grade Criteria / Assignment Due Dates.
Analytics figures haven’t caught up after an import	Click Refresh Data; analytics are cached for 15 minutes.

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