Frequently asked questions

Qualiomatic is built for training organizations that are Qualiopi-certified, preparing their certification, or simply looking to run their business better — in the “Actions de formation” category. Whether you are an independent trainer or an organization with several trainers, the application covers the same scope: managing sessions, your directory and accounts, legal documents, materials and questionnaires, attendance, the trainee portal, and tracking of the framework indicators.

The other categories of the framework (skills assessments, VAE, apprenticeship centers) are not covered at this time.

Yes. All of the day-to-day management works regardless of certification: sessions and scheduling, your directory of clients, trainees, trainers and rooms, legal documents, materials and slide decks, questionnaires, digital attendance, the trainee portal and the annual training return. None of it requires certification. These are the tools of the trade, not of the audit.

Indicator tracking is there when you need it: it feeds on the data you already enter, so an organization that has been using the application for a year turns up to the audit with much of its file already assembled, without having had to build it separately.

For managing, a spreadsheet is often enough. For proving, it is not: a cell has no time, no author and no link to the document it claims to tick. On audit day, the evidence is scattered between the Drive, the mailbox and the binder, and it takes days to pull together.

In Qualiomatic, the same entry serves twice. The session you plan produces the agreement, the attendance sheet and the certificate; the signed attendance, the distributed questionnaire and the sent certificate become the indicator’s status, computed on what actually happened rather than on a ticked box.

You do not lose your spreadsheet either: every list exports to an Excel-ready CSV, at any time.

No, Qualiomatic is a fully web-based application: nothing to install, either for you or for your trainees. A recent browser is all you need.

The account is created through a public three-step sign-up, with e-mail verification. A starter checklist and guided tours then walk you through the first screens (activity profile, first course, first session), so indicator tracking can begin without having to understand everything at once.

One session, to begin with. You create the organization (name, activity declaration number, disability contact), one course sheet, then the first session: the agreement, the joining instructions and the attendance sheet come out within the hour. The rest follows at the pace of your sessions.

Your trainee lists import as a CSV file from your spreadsheet. The standard schedule, attendance hours, questionnaires and document templates are set once. The history of your past sessions does not import: it stays in your previous tool. What matters for the next audit is the sessions ahead, and this is where they get built.

They do not have to learn the whole tool. An invited trainer only sees their own sessions: the attendance grid filling up as trainees sign, the materials to publish, the questionnaires to open. Three screens, a guided tour on first visit, and everything works from a phone in the training room.

What they gain is concrete: no more paper sheet to pass around, scan and send back; the certificate and the evaluation go out without them; an up-to-date CV is uploaded once to their record. And the administrator sees, without calling anyone, which session is behind on what.

They do not need one. The trainer marks present those who did not sign, and the attendance sheet prints out for a handwritten fallback signature. The three regulatory questionnaires open from a link received by e-mail, with no account to create, and they print too.

The trainee portal remains optional: materials, certificate and progress are there, in French or in English, and nothing in the compliance file depends on it.

No. Qualiomatic produces neither quotes nor invoices, and we would rather say so before you go looking. Keep your invoicing tool or your accountant: nothing changes on that side.

What Qualiomatic does carry is the session price, reused in the agreement and in the annual training report (BPF), and each client’s funder, which breaks down section C of that report. Lists export to CSV for your accountant.

Not the files themselves: there is no connection to EDOF or to the OPCO platforms. Funding requests are still filed with the funder.

What is covered: each client’s funder (OPCO, CPF, France Travail, Transitions Pro, region…) so that the annual report breaks down on its own; the commissioning party’s online space, where the company or funder finds the agreement, the programme and the named documents of its employees; and thirty public funder sheets describing the steps on the organization’s side.

No, and that is a deliberate design choice: a Qualiopi icon marks the fields that matter for the audit and explains, on hover, what the auditor expects there and how to fill it in. Indicator numbers stay inside the panel, where they mean something, rather than as abbreviations scattered through the labels.

The rest of the guidance follows the same logic: a guided tour runs once on each dense screen and can always be replayed, a starter checklist points out the first things to do, and the built-in help center gathers around thirty role-filtered articles with full-text search.

Yes, a session accepts a CSV import of trainees, which avoids retyping a list already kept in a spreadsheet.

Qualiomatic is not an LMS in the sense of self-paced, modular e-learning courses: it is a Qualiopi compliance tool, centered on running a session and distributing its materials.

Concretely, trainees find the published materials, the course slide decks, the quizzes, digital attendance and, once the session is marked “Completed”, their downloadable certificate of completion. Visible progress (points, levels, badges) supports them without replacing the teaching content, which remains whatever you upload.

Yes, both are built in the browser, with no software to install. Slide decks are composed in a slide editor (rich formatting, presenter notes, layout presets, six themes), play full screen on the day (presenter view included) and export to PDF.

Questionnaires support single and multiple choice, true/false, free text and 1-to-5 scales; closed questions are graded automatically. A quiz moves from draft to published, each trainee answers once, then it closes. Slide decks, documents, quizzes and external links live in the same list and are published the same way: they appear in the enrolled trainees’ space at the moment you decide.

No. What you decide once applies on its own to everything below. The Default settings page holds the organisation’s settings (the typical outline of a training run, attendance hours and signing window, templates for the three statutory questionnaires), and every course sheet carries its own defaults: an outline of its own, usual venue, usual trainers, programme hours, learner type for the annual return.

A session created afterwards arrives pre-filled, schedule included: you give a first day, the outline lands from there, and you only correct what differs. Every screen states where the value it applies comes from (“Organisation template”, “Course template”) and offers to hand control back to the level above with a single button, questionnaires included, which therefore no longer need generating.

Yes, on every list. A button opens the column picker: the ones on display, which you reorder by dragging and whose width you adjust, then the ones held in reserve, grouped by area: contact details, follow-up, financial, Qualiopi, annual return. That way you decide to see a session’s published satisfaction score, a room’s accessibility, a client’s usual funder or when an account was last active.

Filters work the same way: you pin the criteria that matter to you, and each adapts to its field: tick boxes for a status, two bounds for a number, ready-made periods for a date. No operator to choose, no syntax to learn. Lists also keep their sorting and their number of rows per page.

The setting is yours alone: your browser keeps it, list by list, and it changes nothing on your colleagues’ screens. Everyone sets up their own, nobody imposes theirs on the rest. One button restores the original view at any time.

Qualiomatic sends them on its own, with no click to remember: one e-mail before the course (joining instructions, programme, house rules, positioning questionnaire), one at closure (satisfaction survey, certificate of completion, certificate of achievement), and one follow-up, sixty days after the end, for the indicator 30 evaluation. Every item goes out as a link to its current version, never as an attachment that would age in a mailbox.

Trainees receive a message headed and signed with your organisation’s identity (never Qualiomatic’s) with your contact details, your training provider registration number and your disability contact in the footer. The delay and the trigger (automatic at the deadline, or manual from the session sheet) are set once for all your sessions, and any course or session can fine-tune them without taking over the others.

An actual send is logged, recipient by recipient, and ticks the matching item in the session checklist on its own, the best proof of delivery an auditor could ask for. The log can be searched, filtered and exported to CSV: “was this learner sent their joining instructions, and when?” is answered in three seconds, on audit day.

Yes, but never without your say-so. Three messages are provided for the company or funder that commissioned the course: the needs-analysis request (indicator 4) a month before the start, the agreement together with the programme and house rules, and the closing summary. All three are ready and configured, but set to manual: writing to a client is a commercial act before it is a compliance act, and an automatic chase-up on a deal still under discussion is expensive. You can switch any of them to automatic whenever you decide to.

Each message opens a space of the client’s own, with no account to create: there they find their agreement (the only place it ever leaves your organisation), the programme, the house rules, then the completion statement and certificate of each of their own staff, by name, and an attendance extract limited to those people. Never the full attendance sheet: it would name the learners of the session’s other clients.

Sending to the client does not replace delivery to the learner: forwarding the certificates to the employer does not tick off the item owed to each trainee, which the framework expects to be handed to the person themselves. Your file therefore keeps asking for it, which spares you a contradiction on audit day.

Yes, and that is the case it was built for. A session’s schedule is filled in on a two-month calendar: one click sets a day, a click-and-drag sets a whole range, a click on the “Tuesday” header sets every Tuesday of the month shown, a click on a week number sets its five working days. A right-click switches a day to morning only, then to afternoon only.

A day can also be given hours of its own, by right-clicking it: an assessment morning starting earlier, a shortened final afternoon. That day’s signing window follows automatically, and the hour total recalculates after every gesture.

To avoid redoing the same pattern every time, describe it once as an outline (six Tuesdays, two half-days a fortnight apart) at provider or course level. A new session will then ask you for nothing but a first day.

Yes, with the video tool you already use: the virtual classroom link goes into the session’s materials, and trainees find it in their portal. Qualiomatic does not embed video conferencing.

Remote attendance is what matters for the audit. The trainee signs their half-day from their browser, within the slot’s window; with the Pro plan, a room code given out loud and a presence check during the session record the time actually spent connected. Connection drops are tolerated: nothing is lost, seconds that could not be sent go out with the next reading.

No, you copy them over. Each document is edited in a template editor: you paste your text, and the fields in braces (trainee name, dates, duration, price) fill in from the session. A header or a recurring clause is defined once and inserted everywhere.

The starting templates are built around the mandatory mentions of an agreement, joining instructions or a certificate; they are a useful benchmark if yours are getting old. There is no Word file import: the template lives in the application, and that is why it fills itself in.

Yes. The agreement is archived as a frozen snapshot, then an e-mail invites the client to sign it from their space, with no account to create: they sign on the pad, with their name; the time, IP address and document fingerprint are recorded, and you countersign from the archive’s record.

It is a simple electronic signature under the eIDAS regulation: it establishes who signed what and when, which is enough for a training agreement. It does not go through a qualified trust service provider; if a client requires one, the agreement prints out and is signed by hand as before.

Yes, the interface is fully available in French and English, including for your trainees. Legal documents and the Qualiopi framework, however, remain in French: they are pieces of French law.

A person, by e-mail, through the contact form or contact@qualiomatic.fr. There is no call center and no bot.

Before writing: the built-in help center has more than eighty articles explaining the why of each screen, guided tours can be replayed at any time, and the starter checklist says where to begin. Organizations that want dedicated support find it in the custom offer.

Yes. Every organisation can publish a mini-site and its course catalogue at its own address: home page, browsable catalogue, one page per course, up to five free pages, a contact page and generated legal notices. Four designs (layout) and six palettes (colours) are provided, with a customisable accent colour.

Course pages fill themselves from what you have already entered — objectives, prerequisites, duration, price, lead time, accessibility, upcoming dates, published rates. Nothing to retype, and nothing to update twice. The feature is included from the Starter plan upwards.

Not yet. The site is served at an address of the form “qualiomatic.fr/of/your-organisation”, whose last segment you choose. Connecting a custom domain is not available today and we are not announcing a date for it.

If you already have a website, ours adds to it rather than replacing it: link to it from your “Courses” menu, and you get an up-to-date catalogue without maintaining it by hand.

Yes, from the site itself: a button produces a printable version — cover, contents, one course per page, contact details and registration number in the footer — which the browser saves as a PDF. Each course page can also be exported on its own, to send with a quote.

The file is regenerated on every print: it cannot go stale in a shared folder while prices and dates change.

A “Powered by Qualiomatic” line sits in the site footer on the Starter and Pro plans. The Business plan removes it, just as it removes our branding from emails and documents.

The legal notices always name the site’s publisher: that is you. Our name appears there only as the platform operating it and as its host — a legal requirement under French law, not a marketing signature.

Yes, from “Templates › E-mail appearance”: a design for the layout, an optional accent colour and your logo — reused in one click from your public website if you have one. The colour palette is the same as the website’s, for one identity across both channels. The setting applies to everything your organisation sends: joining instructions, certificates, evaluations, positioning, signature requests to commissioning clients.

The footer itself is not customisable: it always carries your legal notices, a link to your public website if it is published, and the “Powered by Qualiomatic” line — removed with the Business plan, just as on your website.

The feature is included from the Pro plan upwards. A gallery of examples, with all twenty-four design and palette combinations, is available at “/exemples/e-mails”.

Yes, from “Templates › Document appearance”: a design for the layout, a palette, an optional accent colour and your logo — reused in one click from your public website or your e-mails, it is the same file. The setting applies to every generated document: programme, agreement and contract, joining instructions, attendance sheet, completion statement, certificate, printable questionnaires, mock-audit report and the annual report.

A document gets printed, and photocopied: the paper stays light whatever the palette, colour is used only for headings, rules and the logo banner, and never to carry information. The footer keeps your legal notices — identity, company number, training-provider registration number — which no design removes.

The feature is included from the Pro plan upwards. Without it, your documents come out in the black-and-white “Administrative” look: the one an auditor expects, and also every organisation’s default. The line “Généré via Qualiomatic” appears at the foot of each document, removed with the Business plan just as on your website and your e-mails.

No. No tool can guarantee certification, which is for the certifying body alone to decide. Qualiomatic structures your evidence (status per indicator, generated documents, timestamped attendance, satisfaction data) so your file is complete and consistent on audit day.

The audit itself is still conducted by an accredited certifying body, independent of Qualiomatic, which alone decides whether certification is granted.

All indicators of the Référentiel National Qualité are tracked in the application, but not all of them apply to every organization: applicability depends on your activity profile (certifying actions, AFEST or apprenticeship, subcontracting). Qualiomatic only asks you to address the indicators that actually concern you.

Indicators 22 and 32 remain applicable but are not audited for new entrants.

Because the surveillance audit does not look at audit day: it samples sessions run since the previous one. Every session held without solid evidence is one fewer session to show, and it cannot be fixed afterwards.

Starting now costs little: the free plan, with no card required, is enough to run a real session and see what the application produces for you. And on 1 November 2026 the framework moves to 33 indicators; the application knows both versions and switches on the date.

The consultant designs the system; the tool keeps it alive between two visits. It is in the weeks without them that evidence gets lost: an unsigned sheet, a forgotten follow-up evaluation, an undated monitoring entry. Qualiomatic produces them as sessions go by and shows, indicator by indicator, 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, with personal data anonymized, just as the certifying body will. The mock audit gives them a sample, a list of gaps and a score to prepare their visit.

That is understandable, and it is also when it costs the most: the next cycle starts the day after the audit, and the sessions run in the meantime are the ones the next audit will examine.

Nothing forces you to switch all at once. A session run in Qualiomatic while preparing the audit is one more session whose attendance, evaluations and certificate are already filed; the old binder keeps the rest. The free plan and the absence of commitment exist for exactly that.

That is exactly what indicator 4 asks for: analysing the need “together with the company and/or the funder”, before the service, so often before any learner is named. In Qualiomatic the needs analysis is attached to the session’s commissioning client, not to the trainee: you send them a link, they describe their context, expectations, constraints and accessibility needs without creating an account, and the application keeps the date and the origin of their answer.

The positioning questionnaire (indicator 8) follows the same logic: each learner gets a personal link and self-assesses before the course, whether they have an account or not. The resulting score is identical to answering from their own space.

Yes, a dedicated “auditor” role gives read-only access to the compliance file, documents and attendance records. Trainees’ personal data is anonymized there, in line with the minimization principle.

Digital attendance relies on timestamps computed by our servers, on French time, a signing window limited to the day itself, and additional evidence (IP address, device used). These elements are designed precisely to give the signature evidential value comparable to a paper sheet signed in person.

That evidence stays available: hovering a box in the grid shows where the mark came from and its full timestamp, and the list of signatures can be searched, filtered and exported to CSV, enough to answer an auditor tracing one particular half-day on the spot.

For half-days left unsigned, a printable attendance sheet remains available as a fallback, for a traditional handwritten signature. It prints day by day: you take out Tuesday’s sheet without taking out the whole session, and each one carries a full header (course, dates, venue, trainers) because it will end up circulating on its own.

The auditor judges the content of a document; the software that produced it is beside the point. The framework prescribes no format: an agreement is worth its mentions, an attendance sheet is worth what it proves (who, when, what). The supplied templates are built around those mentions, and they stay editable to fit your activity.

What changes compared with retyped documents is consistency: dates, duration, price and names come from the session, so the agreement, the joining instructions and the certificate all say the same thing. The archives freeze each version with its fingerprint, and the auditor role lets the auditor look for themselves.

Everything that gets signed or filled in also exists in a printable version: the attendance sheet for the day concerned, and the three statutory questionnaires (positioning, end-of-course satisfaction, follow-up evaluation). The printed questions are those of the template that actually applies to the session, so exactly those of the online version: an auditor comparing the two media finds the same questionnaire.

The document tracker adapts: items collected on paper are declared with a tick, while those the application can prove (a released questionnaire, a complete attendance grid) mark themselves. So a paper day in the middle of a digital session does not raise a missing-item alert.

One consequence to know about: paper answers join no calculation. The out-of-10 score of indicator 30 and the published rates are derived from online answers. For a session collected on paper to weigh in your figures, enter each trainee’s satisfaction score on their session record. The rest follows on its own.

As soon as a slot’s signing window closes, a box left empty automatically turns “absent”: nothing to tick, nothing to forget. The trainer can also declare an absence directly, with a right-click on the box (or a long press on a tablet). The box then turns solid red and the trainee concerned can no longer sign it, even if the window is still open.

Marking someone present, on the other hand, always remains possible afterwards: the clock never stands in the way of correcting a mistaken absence. The printable attendance sheet distinguishes these states, and indicator 12 draws on that very same data to document actual attendance, drop-outs included.

Nothing is half-saved. If a signature or a check-in fails to reach the server, the application says so clearly, puts the box back to its previous state and keeps the drawing on screen: just send it again once the connection is back. Attendance never shows as recorded unless it truly is in the database.

Remote attendance time follows the same rule: seconds that could not be sent are kept and go out with the next report.

Yes, the Free plan lets you try the application with limits sized for a small activity (number of trainees, trainers, sessions and storage). No card is required to use it.

Quizzes — positioning, assessment, satisfaction — and slide decks are included: it is the caps that bound the free tier, not the day-to-day teaching features.

If you run one or two sessions a year with a handful of trainees, no: the free plan is enough, and it stays free. The Starter plan is for an activity that keeps going: wider caps (shown on this page), automatic indicator tracking, the organization’s public website, the prefilled annual report and one mock audit a year.

What the subscription replaces: joining instructions, certificates and evaluations 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 the free plan whenever you want, without losing anything.

Because it is the heaviest work the application does. The free plan keeps the full indicator board, with tasks to tick by hand, like a well-kept spreadsheet. Automatic tracking continuously measures what is actually proven (signed attendance, documents produced, evaluations collected, registers kept) and computes each indicator’s status from your data.

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

There is no minimum commitment. Switching plans (upgrading or downgrading) and cancelling can be done at any time, self-service, from the secure billing portal available in your settings.

Yes, prices are shown tax-excluded. Applicable VAT is calculated automatically at the time of payment, based on your country and VAT number.

Yes: code PROMOMATIC50 takes 50% off the first three monthly payments, for any first subscription taken out up to and including 30 September 2026. You enter it at the payment step, in the “Promotion code” field. After those three months, the subscription continues at the plan’s standard price, still with no minimum term.

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

Nothing is ever deleted. When a limit is reached (trainees, trainers, sessions or storage), only the creation of a new item beyond the limit is blocked, with a message inviting you to upgrade. Everything that already exists keeps working normally. Archiving a trainee or a session already delivered frees up a slot without destroying anything: the evidence stays kept.

You are not meant to find out when the block happens: a gauge per limit is shown on your subscription page, a banner appears on the dashboard from 80% onwards, and an email is sent when that threshold is crossed — once per limit, not on every creation.

The grid covers the vast majority of training bodies, but it does not cover everything: several structures to run under one management, volumes well beyond the published caps, or specific support when getting started. Describe your situation from the Contact page: the plan is then built with you, starting from what you actually have to run.

Your plan does not stop at the first decline. An expired card or a bank limit triggers several automatic retries spread over about three weeks, during which you keep your plan and its limits. You get an email on the first failure, stating the amount and the date until which your plan stays active.

After that period without payment, the account returns to the free plan and its limits. Here too, no data is deleted: your sessions, attendance sheets and certificates stay available, only creations beyond the free plan limits are refused.

Every plan includes a number of mock audits per calendar year, reset to zero on 1 January. That quota is topped up by credits bought individually, which never expire: they stay available from one year to the next, unlike the included quota.

The quantities included per plan and the unit purchase price are shown on the Pricing page and, once logged in, on your /abonnement space, configurable figures, best checked there rather than remembered.

No. The mock audit is an internal preparation tool: it draws a sample of your trainee files, inspects it the way an auditor would and returns a scored verdict, so you can fix your gaps before the real day.

The real Qualiopi audit is still conducted by an accredited certifying body, independent of Qualiomatic, which alone decides whether certification is granted.

With OVH SAS, a French hosting provider, on servers located in the European Union; e-mails are sent from the European Union too. The only provider outside that scope is Stripe, for subscription payments: it collects card details itself, and we never see them.

The database and uploaded documents are backed up every night, kept for fourteen days and restorable. The privacy policy and the data processing agreement (an annex to the terms of use) cover the rest: retention periods, sub-processors, security measures.

Your training organization is the data controller for its trainees’ and staff’s data, in the sense of the GDPR: you decide what is collected and how it is used. Qualiomatic’s publisher acts as a processor, in service of that processing.

The contract is mandatory: GDPR Article 28 requires one as soon as a provider processes data on your behalf. It is Annex 1 to our terms and is concluded when your administrator accepts them at account creation, Article 28.9 allowing writing “in electronic form”.

The accepted version, its date and the account that accepted are timestamped and shown in your settings: these elements constitute the proof to present to an auditor, a funding body or a public buyer. The agreement can be read and downloaded at any time on the DPA page, and a counter-signed copy can be obtained on request for tenders that require one.

It stays yours, and you can take it out at any time without asking us: every list exports to CSV, every generated document downloads, every archive can be retrieved with its fingerprint. Not having to wait for a service to close before getting back what you entrusted to it is the only guarantee worth having.

Contractually, the data processing agreement provides for the return of all your data in a structured format for thirty days after the subscription ends, before deletion. And the subscription is monthly, with no commitment: nothing holds you if you change your mind.

FI-DATA, a French company based in Fleurance, in the Gers, which publishes and operates the application. The product is designed in France and hosted by OVH on servers located in the European Union. Prices, caps, terms and the data processing agreement are public, on this site, before any sign-up.

The best way to judge us is still the demonstration: the annotated framework, indicator by indicator, says exactly what the application takes care of, and the free plan shows it to you on your own session.

Passwords are never stored in plain text: only an irreversible fingerprint is kept, including on our side. Login sessions can be revoked. Accounts are created exclusively by invitation or verified sign-up, and roles strictly partition data between organizations: one organization never sees another’s data.

Your generated documents (agreements, certificates, attendance sheets…) remain downloadable at any time, and your data is backed up regularly.

No, not in our own name, and the data processing agreement says so in plain words. The service does not fall under health data hosting, and it relies on its hosting provider’s guarantees.

What is in place is described in article 7 of that agreement: encrypted exchanges, passwords stored as hashes, strict partitioning between organizations checked on every read and every write, role check on every document, single-use links, logging of sensitive actions, daily backup kept for fourteen days.