Use cases
Use cases
Three situations common to training providers, and what Qualiomatic concretely changes in each.
Independent trainer
You train alone, 20 to 60 trainees a year, Qualiopi-certified or in the process of getting there.
Your day-to-day today
Every session starts from a copied Excel workbook, with the risk of forgetting to update a template on a session already underway.
Evidence for the framework indicators is scattered across a Drive, a mailbox and paper folders: pulling it all together before an audit takes days.
Paper attendance sheets travel around, sometimes get lost, and prove neither the time nor the identity behind a signature.
Chasing every trainee yourself for the satisfaction survey or the certificate eats into time you would rather spend training.
What Qualiomatic brings
- A reusable course sheet: the programme, objectives and materials no longer need retyping for every session.
- All 10 legal documents (agreement, invitation, attendance sheet, certificateâŠ) generated from the sessionâs data, consistent with one another.
- A server-timestamped digital attendance sheet: the proof of presence holds up in front of an auditor, with no binder to carry around.
- A trainee portal where everyone finds their own materials, survey and certificate on their own, as soon as the session ends.
- Joining instructions, certificate and follow-up evaluation go out to trainees on their own, linking to the up-to-date item and signed with your organisationâs identity: nothing left to chase by hand.
- The dashboard for every framework indicator, showing which evidence is already in place and what is still missing.
- The Free plan covers a solo activity and is often enough to get started at no cost.
What we often hear at this stage
âI work alone, I do not have time to learn yet another tool.â
What we answer
The learning time is one session. You create the course, you plan it, and the agreement, the joining instructions and the attendance sheet come out within the hour. The rest is learned session after session, with a guided tour per screen.
Outcome : A Qualiopi file that builds itself session after session, instead of the night before the audit.
Multi-trainer organization
You run an organization of 3 to 15 trainers, with several sessions running in parallel.
Your day-to-day today
No one has the full picture: each trainer runs their session their own way, in their own file.
Giving a trainer access to a session means sharing a password or an entire folder, with no distinction of rights.
There is no way to know, short of calling everyone, which indicator is behind on which session.
Document templates evolve, but the update does not reliably trickle down to every trainer.
What Qualiomatic brings
- Clearly separated roles: the admin oversees the whole organization, each trainer only sees and acts on their own sessions.
- Trainer accounts created by invitation, with a clear trace of who did what and when. No more shared passwords.
- An organization-wide dashboard aggregating compliance on every framework indicator across every session, not one at a time.
- Document templates edited once by the admin, instantly propagated to every session that uses them.
- Real-time synchronization: a published resource or an edited template appears immediately for the trainers concerned.
- The complaints and monitoring registers, kept at the organization level rather than scattered across trainers.
What we often hear at this stage
âMy trainers have their habits, they will not adopt it.â
What we answer
A trainer only sees their own sessions: the attendance grid, the materials, the questionnaires. Three screens, usable from a phone in the room. What they gain shows from the first session: no more sheet to scan, and the certificate that goes out without them.
Outcome : Shared Qualiopi governance, where the admin keeps the full picture without becoming the bottleneck of every session.
Organization preparing its audit
You are preparing your first Qualiopi certification, or a surveillance audit, and do not know where to start.
Your day-to-day today
The Référentiel National Qualité, seven criteria and some thirty indicators, reads like a legal text and does not say what to actually do.
You do not know which of those indicators actually apply to your activity â nor what the decree of 1 August 2026, applicable from 1 November, changes.
Document templates (agreement, internal rules, positioning questionnaireâŠ) have to be written or gathered from scattered sources.
The audit deadline is approaching and there is no overview of what is ready and what is still missing.
What Qualiomatic brings
- The organizationâs activity profile (certifying, AFEST/apprenticeship, subcontracting), which automatically determines the indicators that actually apply.
- A clear status per indicator (expected evidence, evidence already in place), instead of an undifferentiated list of 32 lines.
- All 10 legal documents supplied with starting templates, editable to match your activity.
- A starter checklist and guided tours that show, step by step, the first screens to fill in.
- A help center of some thirty articles explaining the reasoning behind each concept (sessions, attendance, indicator applicability).
- A deliberately honest stance: the tool structures your evidence, it does not replace the audit conducted by an accredited certifying body.
What we often hear at this stage
âMy consultant handles the file, I will look at the tool after the audit.â
What we answer
The consultant designs the system, the tool keeps it alive between two visits, and that is where evidence gets lost. Invite them: as an administrator to set up templates with you, as an auditor to review the file the way the certifying body will. And the next cycle starts the day after the audit.
Outcome : A concrete starting point: knowing, from the very first login, which indicators concern you and where to begin.
Does one of these profiles sound like you?
Free plan, no credit card. Your data stays yours.