# Training providers: gathering the records of every session

> Needs, training agreement, trainees, attendance sheets: the client company sees what it still has to send you, and every document stays dated.

## 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.

## 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.

- **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](/en/features/document-requests)).
- **Programme and agreement**: submitted for sign-off before the start. The managing director accepts or declines them in their own name, with the date.
- **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.
- **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](/en/features/folder-templates)).

## 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](/en/features/closing-and-archiving)).