Proof of attendance in training: what do funders really require ?

In the vocational training sector, obtaining funding is one thing; retaining it is another. Today, whether you apply to an OPCO, the Caisse des Dépôts (for the CPF) or a Region, the rule is immutable: no proof, no payment.

Proof of attendance at training has become the cornerstone of the ‘Service Fait’ system. However, with the proliferation of teaching methods (face-to-face, distance learning, hybrid), many training organisations are struggling to provide compliant documentation. Why are these supporting documents so crucial and, above all, how can you ensure that they will pass the validation stage without a hitch?

Here is our experts' analysis on how to secure your funding.

Before addressing the technical requirements, it is essential to define this legal term. Proof of attendance at training is material evidence that the learner has successfully completed the training course for which funding has been committed.

It is also crucial to distinguish between simple attendance and regular attendance (or proof of regular attendance at training), a fundamental distinction for Qualiopi certification. While attendance certifies that the learner was physically present (or connected) at a given moment, regular attendance goes further by proving that the work has been completed and that educational progress has been made, which is essential for open distance learning (ODL) courses.

In practical terms, the form of this evidence varies depending on the context. The most common document remains the traditional attendance sheet signed for each half-day of face-to-face training. However, digital technology now requires connection records or training attendance certificates for e-learning. Since 2020, the certificate of completion has become the standard for most funding bodies, although it must still be supported by raw evidence in the event of an audit.

Each funding body has its own specific requirements depending on the nature of the funds it manages (public or pooled). Understanding the requirements of OPCO training or those of the Regions is vital to avoid rejection.

OPCOs (Skills Operators)

The top priority for OPCOs is ‘Service Provided’. They generally require attendance sheets signed jointly by the trainee and the trainer, for each half-day. The main point to watch out for is that the documents must match perfectly: the dates and times on the attendance sheet must correspond exactly to the schedule in the agreement and the invoice. Any discrepancy, however small, will result in rejection or a request for a credit note.

The CPF (My Training Account)

Managed by the Caisse des Dépôts, the CPF is subject to increased monitoring to combat fraud. Here, the certificate of completion is mandatory. However, be careful with distance learning: simple sworn statements are no longer sufficient. You must be able to provide connection logs or proof of work completed if an inspection occurs.

The Regions and Pôle Emploi (France Travail)

These funding bodies often manage job seekers whose remuneration depends directly on training. The requirement is for real-time traceability. Proof of training must often be submitted on a monthly basis. The slightest correction, missing signature or unjustified absence can block not only the organisation's payment, but also the learner's compensation.

Even with the best intentions, administrative errors remain the number one cause of financial disputes. It is common to see cases rejected for avoidable reasons.

The most common error is ‘retrospective’ signing, where all the boxes are signed at the end of the week; this is illegal and easily detectable. Similarly, scanned signatures (images copied and pasted into a PDF) have no legal value and are considered forgeries, which is precisely why electronic signatures are now the reliable legal standard. Finally, forgetting mandatory information such as the organisation's logo, the trainer's name or the absence of a reliable timestamp on a paper sheet often renders the document invalid in the eyes of auditors.

To ensure that your attendance records are compliant, manual methods are no longer sufficient. You need to automate and secure this process.

The most reliable method today is to switch to digital sign-in. Unlike paper, this technology offers certified time-stamping and unique authentication for each signatory. Some tools even allow geolocation to prove that the learner was actually at the training location.

Beyond the tool itself, it is essential to set up an internal verification procedure before sending anything. Never send a file without checking that all half-days are signed and that the total hours correspond to the estimate. Finally,