Industry · Training providers
Automating a training provider's admin work
We know this business from the inside: Kael'IA is the AI arm of the Kaelia group, a Qualiopi-certified training provider (Qualiopi is the French training quality certification). The processes described here are ones we live with every day.
The daily grind
What eats up a training provider's time
Each trainee's file
Enrollment, training agreement, session notice, attendance sheets, completion certificate: dozens of documents per session, often produced by hand.
Qualiopi requirements
Traceability, immediate and follow-up satisfaction surveys, evidence to archive: essential, but time-consuming when nothing is automated.
Multi-funder invoicing
Public training funds (OPCO, CPF), corporate clients, blended funding: each setup has its own circuit, supporting documents and follow-ups.
Session tracking
Reminders to enrollees, rescheduling, attendance consolidation, reporting: a constant stream of small tasks.
Example: the automated trainee journey
A typical scenario for a training provider running several sessions a month with a small admin team.
Before
After
Before
Session notices and agreements drafted one by one
After
Documents generated from the enrollment file
Before
Paper attendance sheets re-keyed into a spreadsheet
After
Sheets read by OCR and consolidated automatically
Before
Quality surveys sent when someone remembers
After
Sends triggered automatically on the right dates
Before
Qualiopi evidence gathered right before the audit
After
Structured archiving as you go
Expected outcome: several hours recovered per session, a complete trainee file with no re-keying, and quality evidence ready at all times.
Solutions
The building blocks we deploy for training providers
Frequently asked questions
Is this compatible with our Qualiopi obligations?
Yes, and it is actually one of the benefits: automation produces systematic traceability (sends, dates, archived evidence) that makes audits easier. We know the standard because we operate under it ourselves through Kaelia.
Do you work with industry tools (Digiforma, etc.)?
We connect to tools that offer an API or usable exports, and we build around your existing setup. The assessment checks your exact configuration.
Where should we start?
Usually with the trainee document journey (session notices, attendance sheets, certificates): high volume, clear rules, immediate gains. The assessment confirms it with your numbers.
Let's talk about your training organization
In 30 minutes, we identify your most time-consuming process and estimate the hours you could recover per session.
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