Training providers: gathering the records of every session
The records of a session, scattered across your inbox
Before the session, you need the organisation chart, the job descriptions and the list of likely participants. The HR manager sends them in three emails, the training agreement comes back signed through another channel, and the final list of trainees is still changing the day before it starts.
After the session come the signed attendance sheets, the end-of-course evaluations and the record of absences. On the day of the Qualiopi audit, or when a funding body asks for the records of last year's session, you have to dig through several inboxes to find out who accepted the programme, and when.
What Kolinea changes for you
Document requests
Every session’s documents, gathered in a single request
Job descriptions, list of trainees, attendance sheets: the company uploads each document on its own line; you accept or refuse with the reason.
- A document list for each request, with a due date
- Refusal with a reason: the company knows what to upload again
- The request closes when everything is accepted
Your client uploads their documents from their phone
Closing and archive
A session’s records, found again months later
Once closed, the folder becomes read-only: the accepted agreement, attendance sheets and evaluations stay readable for life by everyone, as long as the workspace exists.
- Read-only for everyone once closed
- Each document keeps its date and the name of who uploaded it
- Export of the thread as a PDF, with its documents
Long after, you can reread what was requested, decided and approved
What Kolinea solves for training providers
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Before: Documents arrive by email, by text and through links that expire, and nobody knows what is still missing
One line per expected document, uploads from a simple link, and reminders that go out without you.
See how -
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Kolinea also takes care of
Folder templates
Every session, ready in advance
The “Training course” template prepares the training needs, the programme sign-off and the end-of-session documents, with their due dates.
- Planned items, in order
- Due dates that fit each session
- Your own templates, shared with your team (Premium)
You write your requests once for all your clients
Each session followed in a folder shared with the company
The HR manager and the client company's management enter through a link, with no account. They can also write to you or upload a document outside your requests. Your team, trainers and training coordinators, sees the same documents in a folder opened from the “Training course” template.
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Training needs
Organisation chart, job descriptions, list of likely participants, anonymised summary of the annual reviews, each with its status. A refused document comes back with the reason, then is uploaded again and accepted (document requests, in detail).
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Programme and agreement
Submitted for sign-off before the start. The managing director accepts or declines them in their own name, with the date.
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End-of-session documents
Signed attendance sheets, end-of-course evaluations, record of absences, each on its own line. What is still missing shows at a glance.
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Questions from the company
One more trainee, a room to book. The answer stays attached to the question.
Sign-off is a simple approval, with no value as a qualified electronic signature: the agreement is signed the way you usually sign it. From one session to the next, the folder starts again from the same template (one template per kind of folder).
Dated documents, found again months later
Reminders go out to the company on their own: two days before the due date, on the day, the day after, then seven days later, and stop as soon as the request is completed. You add milestones to the folder: first day, last day, follow-up evaluation.
Once the session is wrapped up, you close the folder. The accepted agreement, the attendance sheets and the evaluations, each with its date and the name of whoever uploaded or approved it, stay available to the provider and its client for as long as the provider's workspace exists. You can also export the folder, the thread as a PDF with its documents, to file it under your own retention rules (closing and archiving).
Frequently asked questions
Another question?
Contact usYour workspace moves to the Free plan, with no time limit: 2 active folders at a time and 2 members. The trial asks for no credit card. Beyond 2 active folders, new folders wait until one is closed, or until you choose Premium.
During the Founding Members Offer, Premium is free for your workspace from the moment you reserve, no credit card needed, throughout the launch phase. You then keep the founding member price for life, as long as you stay subscribed: €6 excl. VAT a month, or €60 excl. VAT a year, instead of €9 excl. VAT a month or €84 excl. VAT a year. One subscription per workspace, with unlimited members and folders. Your clients never pay.
Premium free from today, throughout the launch phase, then up to −33% off for life
100 seats left out of 100 Reserve it from your workspace once signed up
Your ongoing folders carry on, and your clients keep access to closed folders for life, as long as your workspace exists. If you delete the workspace, everyone is notified by email 30 days beforehand and can download the export of their folders.
Not if your exchanges are one-off, with no follow-up: an email is enough. Nor if you need to invoice your clients, or a qualified electronic signature: Kolinea does not invoice, and its sign-off is a simple approval, dated and in the name of the person who gave it, with no value as a qualified signature. It keeps a record of what was accepted and when; if your document requires a qualified signature, you need another tool.
They have nothing to install or remember: they open their link and first see what you expect from them, on a phone or a computer.
Learn moreFrom their contact card, you generate a single-use link, to be opened within 24 hours, and a 6-digit code that you pass on yourself: the link by text or messaging app, the code by phone or in person. Their device is then recognised for your folders.
Learn moreEach trade shown here has its own folder template, with the usual requests already written: “Litigation” for a lawyer, “Year-end” for an accountant, “Rental listing” for a property manager, and so on. They are available on the Free plan; writing your own templates and adding custom fields (floor space, budget, property type…) is reserved for Premium.
Learn moreInvite your colleagues to your workspace: 2 members on the Free plan, as many as you like on Premium. Each one accesses the folders they work on; owners and admins see every folder, and the overdue items of the whole team.
Learn moreYes, free of charge. You open the folder, add your documents and create a free account with no password, then send them the link. They open the folder from that link, then claim it so they can reply; if nobody claims it, the folder is deleted after 30 days.
Your next folder, with nothing lost along the way
Not the right time?
Get the link by e-mail and pick up later, from your computer.
One e-mail only, and your address is not kept.