Use cases
Use cases
Three common situations, and what Qualiomatic changes in each.
Freelance trainer
You train alone, 20 to 60 learners a year. You hold the Qualiopi certification or are working towards it.
Your day-to-day today
Each session starts from a copied Excel file, with the risk of missing an update.
Your Qualiopi evidence is scattered between the Drive, the inbox and paper folders. Gathering it before an audit takes days.
Paper attendance sheets travel around, sometimes get lost, and prove neither the time nor who signed.
Chasing each learner for the satisfaction questionnaire or the certificate takes time you would rather spend training.
What Qualiomatic changes
- A reusable course record: programme, objectives and materials are never retyped.
- The ten mandatory documents (agreement, joining instructions, attendance sheet, certificate…) generated from the session, consistent with each other.
- A digital attendance sheet, time-stamped by our servers: evidence that holds up in front of an auditor, without a binder.
- A space where each learner finds their materials, questionnaires and certificate on their own.
- Joining instructions, certificate and follow-up questionnaire go out on their own, signed by your organisation. Nothing left to chase.
- The board of your Qualiopi indicators, with the evidence already there and what is missing.
- The free plan covers a solo activity: you start without spending anything.
What we often hear
“I work alone, I have no time to learn yet another tool.”
What we answer
The learning time is one session. You create the course, you plan it, and the agreement, joining instructions and attendance sheet come out within the hour. The rest is learnt session after session, with a guided tour per screen.
Outcome : A Qualiopi file that builds itself session after session, rather than the night before the audit.
Provider with several trainers
You run an organisation of 3 to 15 trainers, with several sessions at the same time.
Your day-to-day today
Nobody has an overview: each trainer runs their session their own way, in their own file.
Giving a trainer access means sharing a password or a whole folder.
Impossible to know, without calling everyone, which session is behind on what.
Document templates change, but the update does not reach every trainer.
What Qualiomatic changes
- Separate roles: you steer the whole, each trainer sees only their sessions.
- Trainer accounts created by invitation, with a record of who did what and when. No more shared password.
- A dashboard showing the Qualiopi status of the whole organisation, not session by session.
- Document templates edited once, applied at once to every session.
- Live updates: a published material or an edited template appears immediately for the trainers concerned.
- Complaint and watch registers kept at organisation level, rather than scattered.
What we often hear
“My trainers have their habits, they won’t adopt it.”
What we answer
A trainer only sees their sessions: the attendance grid, the materials, the questionnaires. Three screens, usable from a phone in the classroom. And they gain from the first session: no more sheets to scan, and the certificate goes out without them.
Outcome : You keep the overview without becoming the bottleneck of every session.
Provider preparing its audit
You are preparing your first Qualiopi certification, or a surveillance audit, and you do not know where to start.
Your day-to-day today
The Qualiopi framework (seven criteria, about thirty indicators) reads like a legal text and does not say what to do concretely.
You do not know which indicators really apply to your activity, nor what changes on 1 November 2026.
Document templates (agreement, house rules, level test…) have to be written or gathered from all over the place.
The audit is approaching and you have no view of what is ready and what is missing.
What Qualiomatic changes
- You describe your activity (certifying courses, apprenticeship, subcontracting) and the application keeps only the indicators that apply to you.
- A clear status per indicator (expected evidence, evidence already there), rather than a list of 32 identical lines.
- The ten mandatory documents provided with starter templates, editable.
- A starter checklist and guided tours showing, step by step, what to fill in first.
- A help centre that explains every notion (session, attendance, applicable indicator).
- An honest promise: the tool files your evidence, it does not replace the audit carried out by the certification body.
What we often hear
“My consultant handles the file, I’ll look at the tool after the audit.”
What we answer
The consultant designs the system, the tool keeps it alive between two visits. That is where evidence gets lost. Invite them: as an administrator to set up the templates with you, as an auditor to review the file. And the next cycle starts the day after the audit.
Outcome : A concrete starting point: from your first login, you know which indicators apply to you and which one to start with.
Sound like you?
Free, no credit card, no commitment. Your data stays yours.