Spanish Electronic Administration: No More Waiting Lines
First, we will provide an overview of electronic administration. After that, we’ll see what is needed to work with the public administration from a computer. All the information is also available on our website.
Public Administration On The Internet
Public administration institutions share common characteristics, as we will see. There are two main ways in which public administration is presented online.
This online office is called in Spanish “sede electronica” electronic headquarters.
IMPORTANT: Do not forget to select “English” in the website, as you can find English option in most relevant official website (Up right corner).
Some organizations have two websites
Ordinary Website: Provides information for citizens.
Online office: Enables official procedures.
EXAMPLE: Foreign Office
Some organizations use a single website
For both:
Information and official procedures.
EXAMPLE: Tax Agency
How To Carry Out Online Procedures: Identification And Signature
Now that we know where to find the online office of the administration we need, let’s see how to complete administrative procedures.
This is the type of options you can find when trying to access to the public administration online office:
To do so, we need two tools. What involves each one?
Identification
To verify that we are the ones accessing the online office, either to view our information or to complete a procedure.
Identification Without a Signature
Identifying yourself in an online office without signing allows you to complete many administrative procedures that do not require a digital signature but do require identity verification.
Examples include:
- Social Security: Checking your employment history.
- Tax Agency: Viewing previously filed tax returns.
- Receiving electronic notifications from the administration.
- Traffic Department: Checking your driving license points.
- Public institutions: Scheduling appointments.
Signature
If we need to sign a request, a document, or any procedure that requires our approval.
Procedures That Require an Electronic Signature
Some administrative procedures require identification plus an electronic signature because they involve a legal commitment or the formal submission of documents.
Examples include:
- Social Security: Applying for unemployment benefits.
- Tax Agency: Filing an income tax return.
- Ministry of Education: Applying for a scholarship or public aid.
- Public institutions: Signing and submitting documents and appeals.
Methods of Identification and Signature
There are different ways to identify yourself or sign electronically. These options appear when accessing an online office. You must be registered in at least one of these systems beforehand.
To use these systems, you need:
- A Spanish DNI (National Identity Document) or a NIE (Foreigner’s Identification Number) with legal residency.
- EU citizens can also access services using their own country’s digital identification system via eIDAS.
Electronic Certificate (Identifies and Signs)
Issued by the Royal Mint of Spain (Fábrica Nacional de Moneda y Timbre).
Application is done on their website, followed by inperson verification at a public office with your ID and application number.
Once verified, the certificate can be downloaded to a computer.
Each time you access an official website, a popup message will ask you to select the certificate.
Valid for four years and can be exported to another device.
Clave System
Clave (key) system allows citizens to identify themselves and, in some cases, sign documents electronically.
Clave Firma (key signature) is the only mode that allows both identification and legally valid signing.
Clave PIN
Identification only
A PIN is sent to a mobile device or accessed via the Clave PIN app.
Temporary acces
Clave Permanente
Identification only
Requires setting up a password at a public office.
Permanent acces
Clave Firma
Identification & signature
Allows electronic identification and legally valid signing.
Clave Móvil
Identification only
Uses a mobile app for authentication.
Electronic DNI (DNIe)
Identification and Signature
Spain’s DNIe (ID card) is an electronic identity document that enables both identification and signature for administrative and private procedures.
There are two versions.
DNIe 3.0 (With Contact Chip and NFC)
Identification and Signature
Can be used with a smart card reader or NFC compatible devices.
Requires installing software and using the DNI PIN.
DNIe 4.0 (Dual Chip Version)
Identification Only
Uses an improved contactless chip for faster authentication.
Signature functionality may be enabled in the future.
eIDAS System (For EU Citizens)
Identification and Signature
This system allows EU citizens to access Spanish electronic services using their national credentials.
Spain verifies the user’s identity via eIDAS infrastructure, ensuring interoperability between countries.
Useful Websites
Finally, here you have some useful websites when dealing with the Spanish public administration.
Citizen Folder (Carpeta Ciudadana)
A platform where citizens can access to information such a:
- Personal data, administrative records, and notifications.
- Appointment history and pending procedures.
- Submission of documents and requests to the administration.
General Access Point (Punto de Acceso General PAGe)
Provides access to:
- Procedures and electronic services of public administrations.
- Information about government organization and services.
- A restricted Citizen Folder area.
- Appointment scheduling for various institutions.
Electronic Notifications
If you are expecting notifications from multiple public administrations, this platform allows you to:
- View pending and received notifications.
- Update your contact details for email notifications.
