Run your day-to-day
All the management of your training organisation, in one place
Sessions, learners, trainers, clients, documents, annual return: what lived in six spreadsheets fits in one application, and feeds your Qualiopi file.
Free, no credit card, no commitment. Your data stays yours.
Sessions planned in a few clicks
You plan a session on a calendar, day by day, or half-day by half-day. One click sets a day, a drag sets a week, a click on “Tuesday” sets every Tuesday of the month. That schedule then drives attendance, hour counts and dates: you never enter them anywhere else.
You never start from an empty calendar. You describe your usual pattern once (three days in a row, six Tuesdays, two half-days a fortnight apart). For a new session, you pick a first day and the rest falls into place.
The record gathers everything else: the trainers, the clients and their agreements, the enrolled learners, the document list, the materials and the questionnaires. Documents are generated from this data, and the whole session duplicates for next time.
Fields that matter for Qualiopi carry a small icon. On hover, it says what the auditor expects there. Your file fills up as you manage, with no separate screen.
- Schedule set on a calendar: click, drag, Tuesday column, whole week
- Reusable usual pattern, set from a single first day
- Course length calculated from the schedule
- Special hours day by day, signing window included
- Status deduced from dates: planned, in progress, completed
- Several trainers on one session
- Document list, with missing items flagged on the home screen
- Duplication of a whole session, questionnaires and slide decks included
A home screen that tells you what to do
Your home screen arranges itself. It shows what has something to say today, and what needs a hand first: a session to get signed, a missing document, an open complaint.
A block with nothing to show does not appear. With no open complaint, no complaints block: it arrives when an entry is recorded, and leaves when it is closed.
You stay in control: each block can be moved, resized, removed or added from a library. The layout is saved for you, organisation by organisation.
Some blocks carry a full list (upcoming sessions, documents to produce, indicators to handle, deadlines of the month) with search, sorting and filters. And each block explains what it counts, and over what scope.
- A library of blocks arranged in six families
- Screen rebuilt at every opening, urgent items first
- Blocks movable by mouse, keyboard or finger, in four sizes
- Library with search and a preview of each block
- Layout saved per person and per organisation
- A “?” per block: what is counted, over what scope
A complete directory, never retyped
Four types of records hold what comes back from one session to the next. Clients, companies or individuals, with their registration number and usual funder. Learners, importable from Excel, duplicates ignored. Trainers, with their diplomas and documents. Rooms: capacity, equipment, disabled access.
The same window is used to create and edit a record, from any screen, even while entering a session. A record created on the fly is therefore as complete as any other.
To pick a record, you type three letters and suggestions appear. If the name does not exist, the window opens pre-filled and the new record is selected automatically.
Trainer documents are sorted: CV, diplomas, references, certificates. The current CV is the most recent one, and the list flags at a glance a missing CV or one older than three years, the length of a Qualiopi cycle.
- Clients, learners, trainers and rooms in a single directory
- Import of a learner list from Excel, duplicates ignored
- A single window to create and edit a record
- CV, diplomas and references sorted on the trainer’s record
- Rooms described once: capacity, equipment, accessibility
- Keyboard search, creation of a missing record without changing page
Access that follows people
An account is created by email invitation: the person chooses their own password. You invite a trainer from their record, a learner from their session, a colleague or an auditor from the account list.
Four roles separate what each person sees. The administrator runs the organisation. The trainer sees only their sessions. The learner, their space. The auditor reads the file in read-only mode, with learner names hidden: you can open it to an outsider without handing over your file.
One account can belong to several organisations, with a different role in each. A trainer working for two providers has a single login, and each organisation sees only what concerns it.
- Email invitation: the person chooses their password
- Four roles: administrator, trainer, learner, auditor
- Read-only auditor, learner names hidden
- One account, several organisations, a switch to move between them
The mandatory annual return, pre-filled
Every year, a French training provider must declare its activity: the “bilan pédagogique et financier”. Here, it fills itself from the past year: learners, hours, sessions and categories are recalculated, in the layout of the official form. You only enter your revenue and your costs.
The source of funds splits itself: as long as each client carries their funder (OPCO, France Travail, CPF, Region, or direct payment), every euro lands on the right line.
- Official form reviewed on screen, then printed or exported to PDF
- Source of funds split automatically from each client’s funder
- Entry limited to revenue and costs
Your lists, your exports, your data
Every list adjusts to your hand: you choose the columns, their order, their width, and you pin your filters. The setting is yours, list by list, and imposes nothing on your colleagues.
Every list exports to Excel in one click, respecting the active filters: you export what you see. An auditor exports only what they can access, names hidden.
To remove something from the lists, you archive rather than delete: the record leaves the view, nothing is destroyed, and a seat frees up in your plan. If a deletion would really destroy evidence, the application warns you first.
Even facing a personal-data erasure request: we replace the identity, we destroy neither attendance, nor evaluation, nor certificate. Your retention obligation comes first, and your file remains defensible three years on.
- Columns, order, widths and pinned filters, list by list
- Excel export on every list, in one click
- Export respects the active filters
- Archiving rather than deletion, and seats freed in your plan
- Warning before deleting a piece of evidence
On the same subject
All your admin in one place, without spreadsheets
Sessions, clients, learners, trainers, rooms, access: your whole organisation in a single application.
Your mandatory documents, generated in one click
Programme, agreement, joining instructions, attendance sheet, certificates: everything comes out of the session data, nothing left to retype.
The mandatory annual return (BPF), pre-filled
The French annual training return fills itself from your real year. You only add what the application cannot know.
Work as a team without stepping on each other
Screens update on their own, you see who is changing what, and anything that needs your attention is flagged.
Frequently asked questions on this subject
Can I use Qualiomatic without being Qualiopi-certified?
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.
My courses are not three days in a row: every other Tuesday, half-days… Can it handle that?
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.
Can I import an existing learner list?
Yes. A session accepts an Excel (CSV) file of learners: you do not retype a list you already have.
Can I choose the columns and filters of my lists?
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.
What happens if I exceed a limit of my plan?
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.
My spreadsheet and my Drive are enough. What would change?
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.
I have no time to re-enter everything. How much work to switch?
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.
Does Qualiomatic do quotes and invoices?
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.
I already have my Word templates. Do I have to give them up?
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.
Can the agreement be signed online?
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.
Try it on a real session
Create your organisation, a course, a session. Within an hour, you see what the tool does in your place.