Secure digital attendance compliant with OPCO requirements

A secure sign-in process with probative value

SoWeSoft now offers you solutions to dematerialize your training-related processes. We've created the SoWeSign Corporate digital enrolment solution just for you. And because we know that your training courses need to be optimized as much as possible, we've integrated skills and training assessments to make them even more effective.

Trusted third party for digital signatures

We act as a "Fair and Neutral" third party between training organizations, government bodies, paritarian organizations, and public and private financiers. This guarantees total transparency of the digital signature and sign-off processes for all parties. Training centers use a paper-based process that does not guarantee such transparency.
The training center does not collect learners' signatures. Signatures are collected via the enrolment applications, but also via the SoWeSign dematerialized signature portals.
This operating procedure prohibits any manipulation of signatures by the staff of training organisations. The SoWeSign servers are located in France and managed by us, at Microsoft Azure. The training center does not have access to the processing data (not even the IT staff of the training centers).

Is SoWeSoft an OPCO-certified solution?

To date, there is no OPCO certification. However, for several years now, our customers have been sending thousands of certificates (over 500,000) to all the OPCOs and other funding bodies. We have had no refusals or objections from any of them. When it comes to signing obligations, funders require a minimum of two sign-offs per day. SoWeSoft complies with these requirements, requiring enrolment in the morning and afternoon. However, the number of enrolments can be increased according to the organization's pedagogical plans.

Digital enrolments are collected for each training session and individually time-stamped. The time and location of collection can therefore be demonstrated. Next, the PDF sign-in sheet assembles these signatures. Finally, an audit trail is generated, demonstrating the origin and integrity of the signature process.

What does the law say about signing in?

Since June 1, 2020, the Ministry of Labor has introduced a model Certificate of Achievement. It certifies training actions, skills assessments, VAE actions and apprenticeship training actions. This document was introduced to harmonize practices between OPCOs, companies, OFs and CFAs. SoWeSoft now enables you to generate these certificates of completion directly from the solution, in line with the official model.

ATTENTION: Training providers must keep ALL EVIDENCE of actions and activities (attendance certificates, electronic signatures, ODL connection records, etc.). The OPCO may request these elements for quality control purposes. The certificate of completion does not directly require attendance. Nevertheless, these documents must be kept for a period of 3 years from the end of the year in which the last payment was made (or 10 years in the case of co-financing by the ESF - European Social Fund).

What about ODL enrolment?

The law makes no specific provision for ODL. It's up to the organization to justify the distance learning action in the way it sees fit. The more evidence provided, the more likely it is to be recognized in the event of an audit. There is therefore no obligation for training organizations to provide enrolment forms, but they do constitute proof of distance learning attendance.

What level of warranty do we offer?

Strong identification
the signatories
Strict control of handwritten signatures
Securing PDF documents with RGS* signature
Timestamping and systematic deposit of attendance certificates in an electronic safe certified AFNOR Z42-013, a member of FNTC
Probationary storage of attendance sheets for 3 or 10 years in an electronic safe
Respect for French and European conservation rules
Certificate of conformity issued by SoWeSoft
Instant traceability URL and QR Code for all documents
Compliance with all best practices of reliable dematerialisation
Processing and archiving on servers hosted in France
Respect for the requirements of OPCO, Regions, FSE, and DIRECCTE

Compliance with legal requirements for archiving supporting documents

SoWeSoft evidence storage complies with single file constraints. All documents relating to a training action are grouped together in a single EDM space. They can be printed, consulted or exported globally on demand. SoWeSoft certificates of completion are sent to funding bodies as signed, time-stamped PDFs. In the event of an audit, you are obliged to store all attendance certificates and other invoicing documents. All these elements are intended for OPCOs, funders, companies and administrations in charge of legal verifications. Electronic archiving of documents complies with storage constraints for original, probative digital documents (time-stamped, signed PDFs archived in an AFNOR Z42-013-certified electronic safe, member of the FNTC).

Total signature security

We collect signatures by hand and individually. They carry the context of collection in the metadata of the associated PDF file (signatory, course, date, time, location, trainer, signature collection IP).

The SoWeSoft RGS* certificate is used to digitally and uniquely sign the PDF. It is then time-stamped and archived in an FNTC electronic safe on the same day as the signature.

Strong learner identification

The learner who signs is identified much more securely than in the traditional paper-based model. They must be declared and registered in the SoWeSoft training repository integrated into the solution (surname, first name, e-mail, telephone number, etc.). The learner signs in the presence of the trainer who runs the course, and also signs at the end of each training session. All this information is recorded in SoWeSoft's traceability proofs (which are not currently available on paper).

Discover signature modes

Respect for document centralization

In France, training is generally financed by public bodies such as the regions, départements and Pôle emploi, as well as by OPCOs, which have their own requirements for keeping and proving proof of attendance. The traceability of signature operations is the keystone of controls, as is the retention of proofs for a period of between 3 and 10 years, in a file specific to each training action.

SoWeSoft takes all these factors into account, in order to comply with DIRECCTE, OPCO, Régions and FSE constraints, which are essential for controlling the expenditure of public funds. Demonstrating the reliability and traceability of signatures is therefore primarily the responsibility of the training organizations who have the trainees sign the attendance sheets. The relationship of trust established between the training organization and the funding body is therefore essential in the economic and control relationship between them.

Redundant SAAS servers based in France

Everything is run on dedicated servers hosted in secure Azure datacenters. This guarantees traceability and compliance with French regulations on the storage of legal and tax documents with evidential value. Servers are technically redundant to guarantee availability rates of over 99.9% in 24/7 mode. All documents and data archived on our dedicated servers are backed up daily on two complementary backup servers. Documents with evidential value are archived in duplicate in an FNTC safe for a minimum period of 10 years. SoWeSign complies with decree n°2017-382 on proof of attendance.

SoWeSoft et les OPCO