Frequently asked questions

For training providers, solo or with several trainers: Qualiopi-certified, working towards it, or simply wanting to run their business better. Sessions, learners, documents, attendance, questionnaires, Qualiopi file: everything in one place.

Skills assessments, VAE and apprenticeships (CFA) are not covered at this time.

Yes, without filling in anything. The Demo page opens in seconds a fictional, already populated organisation, just for you: courses, sessions, learners, documents, attendance. You can switch from the manager’s role to the trainer’s, the learner’s or the auditor’s.

The demo lasts two hours, then everything is erased. No email actually goes out. When you create your account, you start from an empty organisation, with your real data.

Yes. All the management works without certification: sessions, schedule, learners, trainers, documents, materials, questionnaires, attendance, learner space, annual return. Those are the tools of the trade.

Qualiopi tracking is there when you need it. It feeds on what you already enter: after a year of use, your file is largely built, without having assembled it separately.

For managing, a spreadsheet is often enough. For proving, no: a ticked box says neither who, nor when, nor where the document is. On audit day, the evidence is scattered and it takes days to gather it.

Here, the same entry serves twice. The session you plan produces the agreement, the attendance sheet and the certificate. And what was done updates your Qualiopi file on its own.

You keep your spreadsheet: every list exports to Excel, at any time.

Nothing to install, for you or your learners: everything runs in the browser.

The account is created in three steps. Then a starter checklist and guided tours take you to the first screens: your activity, your first course, your first session.

One session, to start. You create the organisation, a course, then the first session: the agreement, joining instructions and attendance sheet come out within the hour. The rest follows at the pace of your sessions.

Your learner lists import from Excel. Your settings (usual pattern, hours, questionnaires, templates) are done once. The history of your past sessions stays in your old tool: for the next audit, the coming sessions are what count.

They do not have the whole tool to learn. A trainer sees only their sessions: the attendance grid filling in while learners sign, the materials to publish, the questionnaires to open. Three screens, usable from a phone in the classroom.

And they gain straight away: no more paper sheet to pass around and scan, the certificate goes out without them, a CV uploaded once. You see which session is behind without calling anyone.

They do not need one. The trainer ticks those present, and the attendance sheet prints for a handwritten signature. Questionnaires open from an email link, no account needed, and print too.

The learner space stays optional: nothing in your Qualiopi file depends on it.

No. Fields that matter for the audit carry a small icon: on hover, it explains what the auditor expects there and how to fill it in.

Every screen has its guided tour, a starter checklist says what to do first, and the help centre explains each notion in plain language.

Qualiomatic sends them itself: one email before the course (joining instructions, programme, house rules, level test), one at the end (satisfaction, certificate of completion), and one two months later (follow-up questionnaire). Each item goes out as a link to its up-to-date version.

The learner receives a message in your organisation’s name, with your details in the footer. You set the timing and mode (automatic or manual) once for all your sessions.

Each sending is logged, recipient by recipient, and ticks the item off the session’s list. “Was this learner sent joining instructions, and when?” is answered in three seconds. If a sending fails, you are told and you resend in one click.

Yes, but never without your decision. Three messages are ready for the company ordering the course: the needs request one month before, the agreement with the programme, and the end-of-course report. They go out manually by default: writing to a client is a commercial act. You can switch them to automatic whenever you want.

Each message opens a space for the client, no account needed: their agreement, the programme, then each of their employees’ certificates and an attendance extract limited to them. Never the whole session’s sheet, which would name other clients’ learners.

Sending the certificate to the employer does not replace handing it to the learner: Qualiopi requires it for the person themselves, and your file keeps asking for it.

Yes, it is designed for it. The schedule fills in on a calendar: one click sets a day, a drag sets a period, a click on “Tuesday” sets every Tuesday of the month. A right-click switches a day to morning only or afternoon only, or gives it its own hours.

To avoid redoing the same pattern every time, describe it once (six Tuesdays, two half-days a fortnight apart). A new session will only ask you for a first day.

Yes, with your usual video tool: its link goes in the session’s materials, and learners find it in their space. Qualiomatic does not include video conferencing.

Remote attendance is what counts for the audit. The learner signs their half-day from their browser. With the Pro plan, a code given out loud and a connection check record the time actually spent. A dropout loses nothing.

No, you copy them over. Each document is edited in a template editor: you paste your text, and the fields in curly braces (learner name, dates, length, price) fill in from the session.

The templates provided already contain the mandatory mentions: they serve as a benchmark if yours are dated. There is no Word file import: it is because the template lives in the application that it fills itself in.

Yes. You freeze the agreement, then an email invites the client to sign it from their space, no account needed, with a finger or mouse. The time, IP address and document fingerprint are recorded, and you countersign.

It is a simple electronic signature, sufficient for a training agreement. If a client requires a signature certified by an accredited provider, the agreement prints and is signed by hand as before.

No, and we prefer to say so straight away. Keep your invoicing tool or your accountant: nothing changes on that side.

Qualiomatic keeps the session price (used in the agreement and the annual return) and each client’s funder. Lists export to Excel for your accountant.

Not the files themselves: there is no connection to the funders’ platforms. Funding requests are still made with them.

What is covered: each client’s funder, so the annual return splits itself; an online space where the company finds the agreement and its employees’ documents; and thirty public guides explaining the procedures, funder by funder.

Yes. A session accepts an Excel (CSV) file of learners: you do not retype a list you already have.

It is not a platform for self-paced online courses (LMS). It is a management and compliance tool, which distributes a session’s materials.

The learner finds the published materials, slide decks, quizzes, attendance signing and, as soon as the course ends, their certificate to download. Visible progress (points, levels, badges) goes with them. The teaching content remains yours.

Yes, both, in the browser. Slide decks are built in a slide editor (formatting, notes, six themes), projected full screen on the day and exported to PDF.

Quizzes accept single or multiple choice, true/false, free text and 1-to-5 scale; closed questions mark themselves. Slide decks, documents, quizzes and links publish the same way, when you decide.

No. What you decide once then applies everywhere: the usual pattern, signing hours, mandatory questionnaires, at organisation level. Each course can have its own values (usual venue, usual trainers, hours).

A new session therefore arrives pre-filled, schedule included. You pick a first day and only correct what differs. Each screen shows where the applied value comes from.

Yes, on every list. You choose the columns shown, their order and width, and pin the filters you use. Each filter adapts to its field: checkboxes, two bounds, ready-made periods.

This setting is yours, list by list. It changes nothing on your colleagues’ screens, and a button restores the original view.

Yes, the interface exists in French and English, including for your learners. Mandatory documents and the Qualiopi framework stay in French: they are French legal documents.

Everyone also sets the look (light, dark, sepia, high contrast) from their account.

A person, never a bot. From your workspace, “Support” opens a conversation: the answer shows up in the same place. Without an account, write to us through the contact form or at contact@qualiomatic.fr.

If an answer arrives and you have not seen it, an email lets you know. If you have seen it, no email goes out.

Before writing: the help centre has over eighty articles, guided tours can be replayed at any time, and the starter checklist says where to begin.

Yes. Each organisation can publish a website and its catalogue at its own address: home, catalogue, one page per course, up to five free pages, a contact page and a generated legal notice. Four layouts and six colour sets are provided.

Pages fill in with what you have already entered about your courses: objectives, prerequisites, length, price, upcoming dates, published rates. Nothing to retype. Included from the Starter plan.

Yes, from the Business plan. You connect your domain (or a subdomain) by setting the records the screen gives you. Depending on what you set, your site opens at your address, your emails go out from your address, or both.

On that domain, the application also takes your colours and logo, from the login page to the sidebar. Legal documents (terms, legal notice, help) remain ours, because they name who operates the service.

Without a custom domain, your site lives at an address like “qualiomatic.fr/of/your-organisation”. If you already have a website, add a link to this catalogue from your “Courses” menu.

Yes, from the site itself: a button produces a printable version (cover, contents, one course per page, your details in the footer) that the browser saves to PDF. Each course page also exports on its own, to send with a quote.

The file is rebuilt at every print: it cannot go stale in a shared folder.

A “Site powered by Qualiomatic” line appears in the site footer on the Starter and Pro plans. The Business plan removes it, as it does on emails and documents.

The legal notice, however, always names the site’s publisher: that is you. Our name only appears as the host, as the law requires.

Yes, from “Templates › Email appearance”: a layout, a colour set, your colour and your logo. The setting applies to everything your organisation sends: joining instructions, certificates, questionnaires, signature requests.

The footer always keeps your legal details, a link to your website if it is published, and “Powered by Qualiomatic” (removed with the Business plan).

Included from the Pro plan. A gallery of examples is available at “/exemples/e-mails”.

Yes, from “Templates › Document appearance”: a layout, a colour set, your colour and your logo, the same as for the website and emails. The setting applies to every generated document: programme, agreement, joining instructions, attendance sheet, certificates, printable questionnaires.

A document is printed and photocopied: the paper stays light, colour is only used for headings and the logo. The footer keeps your legal details.

Included from the Pro plan. Without it, your documents come out in black and white, in the rendering every auditor knows.

No. No tool can guarantee it: the certification body decides, during the audit. Qualiomatic files your evidence (status per indicator, documents, time-stamped attendance, satisfaction) so that your file is complete and consistent on the day.

The audit is carried out by a certification body independent of Qualiomatic.

All Qualiopi indicators are tracked in the application. But not all apply to everyone: it depends on your activity (certifying courses, apprenticeship, subcontracting). Qualiomatic only asks you to handle those that concern you.

Indicators 22 and 32 remain applicable but are not audited at a first certification.

Because the surveillance audit examines the sessions run since the last one. Every session held without solid evidence is one less session to show, and it cannot be recovered afterwards.

Starting costs little: the free plan, with no credit card, is enough to run a real session. And on 1 November 2026, Qualiopi moves to 33 indicators: the application adapts on the date.

The consultant designs the system; the tool keeps it alive between two visits. That is where evidence gets lost: an unsigned sheet, a forgotten questionnaire, a watch entry without a date. Qualiomatic produces them as sessions go and shows what is missing.

Invite your consultant: as an administrator, they set up templates and questionnaires with you; as an auditor, they review the file read-only, as the certification body will. The mock audit gives them a sample, gaps and a score.

Understandable, and it is the moment when it costs the most: the next cycle starts the day after the audit, and the sessions run in the meantime will be the ones the next audit examines.

Nothing forces you to switch everything at once. A session run in Qualiomatic is one more session whose attendance, questionnaires and certificate are already filed. The old binder keeps the rest.

Qualiopi asks you to analyse needs with the company or funder, before the course, so often before the learners are known. Here, the needs collection is attached to the session’s client: you send them a link, they describe their context and expectations without an account, and the application keeps the date of their answer.

The level test follows the same logic: each learner receives a personal link and rates themselves before the course, whether they have an account or not.

Yes. An “auditor” role gives read-only access to the file, the documents and attendance. Learner names are hidden.

Each signature is time-stamped by our servers, on French time, within a window limited to the day itself, with the IP address and device used. That is what gives it evidential value comparable to a paper sheet signed in the room.

These details remain available: hovering over a box shows the exact time, and the list of signatures exports. Enough to answer on the spot an auditor who picks a specific half-day.

For unsigned half-days, the paper sheet prints day by day, with every required mention.

The auditor judges the content of a document, not the software that produced it. Qualiopi imposes no format: an agreement is worth its mentions, an attendance sheet what it proves. The templates provided contain those mentions, and remain editable.

The advantage over copied documents is consistency: dates, length, price and names come from the session, so the agreement, joining instructions and certificate all say the same thing.

Everything that is signed or filled in also exists on paper: the day’s attendance sheet and the three mandatory questionnaires, with exactly the same questions as online.

Items collected on paper are declared with a tick in the tracking. A paper day in the middle of a digital session does not make a missing item appear.

One consequence: paper answers are not counted automatically. For them to weigh in your rates, enter each learner’s satisfaction score in their record.

As soon as a slot’s signing window closes, a box left empty becomes “absent”: nothing to tick, nothing to forget. The trainer can also declare an absence with a right-click on the box.

A presence, on the other hand, can always be ticked afterwards to correct a wrongful absence. The paper sheet distinguishes these states, and Qualiopi relies on them for attendance tracking (indicator 12).

Nothing is half-recorded. If a signature does not reach the server, the application says so, keeps the stroke on screen and resends it once the connection is back. A presence never appears as recorded if it is not.

Remote learners’ connection time follows the same rule: what could not be sent is kept and goes out with the next reading.

Yes. The Free plan lets you use the application with limits suited to a small activity (number of learners, trainers, sessions, storage space). No credit card is required.

Quizzes, mandatory questionnaires and slide decks are included: the limits are what bound the free plan, not the everyday features.

No minimum term. You move up or down a plan, or cancel, at any time, from the Subscription space in your settings.

With one or two sessions a year, no: the free plan is enough, and it stays free. The Starter plan is for an activity that is running: wider limits, automatic Qualiopi tracking, the website, the pre-filled annual return and one mock audit a year.

What the subscription replaces: joining instructions and certificates sent by hand, paper sheets to scan, and the days spent gathering evidence before the audit. It is monthly, with no commitment: you go back to free whenever you want, without losing anything.

Because it is the heaviest work the application does. The free plan keeps the full board of indicators, with boxes to tick, like a well-kept spreadsheet. Automatic tracking continuously measures what is actually proven (signed attendance, documents produced, questionnaires filled in) and calculates each indicator’s status.

It is also what makes the mock audit possible: it inspects evidence, and a ticked box is not evidence.

Yes: the code AUTOMNE50 applies a 50% discount on the first three monthly payments, for any first subscription taken out up to and including 30 November 2026. The discount is applied automatically when you subscribe to a paid plan: nothing to enter. After those three months, the subscription continues at the price of the chosen plan, still with no minimum term.

The offer is valid once per organisation and only for a first subscription: an organisation that has already subscribed, even if cancelled since, is no longer eligible. It does not apply to mock audit credits bought individually.

Nothing is deleted. When a limit is reached, only the creation of one more item is blocked, with an invitation to change plan. Everything that exists keeps working. Archiving a learner or a past session frees a seat without destroying anything.

You do not discover it at the moment of the block: a gauge per limit is shown in your Subscription space, a banner appears from 80%, and an email warns you once at that threshold.

Your plan does not stop at the first refusal. The payment is retried several times over about three weeks, and you keep your plan in the meantime. You receive an email at the first failure, with the amount and the deadline.

After that period, the account goes back to the free plan. No data is deleted: only creations beyond the free plan’s limits are refused.

Yes. VAT is calculated automatically at payment, based on your country and VAT number.

Each plan includes a number of mock audits per calendar year, reset on 1 January. You can buy more one at a time: those never expire.

The number included per plan and the unit price are shown on the Pricing page and in your Subscription space.

No. The mock audit is a rehearsal: it draws files at random, inspects them like an auditor and gives you a score, so you fix your gaps before the day.

The real audit is carried out by an independent certification body, which alone decides.

Several organisations to run, volumes well beyond the limits shown, specific support at the start: describe your situation from the Contact page, and the offer is built with you.

With OVH, a French host, on servers located in the European Union. Emails also go out from Europe. Only payment goes through Stripe, which collects card details itself: we never see them.

Everything is backed up every night, kept for fourteen days and restorable. The privacy policy and the processing agreement detail the rest.

It remains yours, and you can take it out at any time without asking us: every list exports to Excel, every document downloads, every archive can be retrieved.

The processing agreement also provides for the return of all your data for thirty days after the subscription ends. And the subscription is monthly, with no commitment.

Passwords are never stored in clear text. Open sessions can be revoked. Accounts are created only by invitation or verified sign-up, and one organisation never sees another’s data.

Your documents remain downloadable at any time, and your data is backed up every night.

It is mandatory, and it is already there: it is annex 1 of our terms, accepted when the account is created. The GDPR allows this electronic form.

The accepted version, its date and the account that accepted it are kept and shown in your settings: that is the proof to present to an auditor, an OPCO or a public buyer. The agreement can be consulted at any time on the DPA page, and a countersigned copy can be obtained on request.

Your organisation, within the meaning of the GDPR: you decide on the collection and use of your learners’ data. Qualiomatic’s publisher is your processor.

No, not in our own name, and the processing agreement says so clearly. The service does not process health data and relies on its host’s guarantees.

What is in place: encrypted exchanges, passwords never in clear text, strict separation between organisations, role check on every document, single-use links, log of sensitive actions, daily backup kept for fourteen days.

FI-DATA, a French company based in Fleurance, in the Gers. The product is designed in France and hosted by OVH in Europe. Prices, limits, terms and the processing agreement are public before any sign-up.

The best way to judge us is to try: the self-service demo, then the free plan on a real session.