Module · Services for residents and businesses

Civil registry and population records

Identity documents, appointments, transcriptions, certificates and operational registers.

The module digitises the work of the civil registry and population records service: the applications and documents specific to it, the transcription of civil status records, online appointments for an identity document and for marriage, the management of offices and counters, and the service's operational registers.

Request a demoSee how it works
 
Online appointment for a marriage in the Smart Digital City platform

Appointment detail: applicant and partner data, attached documents and audit log.

What changes in the civil registry service

Appointments no longer overlap and are no longer kept in a notebook; every couple receives its confirmation automatically, and the service has a complete record of the transcriptions and of the certificates issued.

Double booking becomes impossibleReserved slots are blocked automatically
The confirmation goes out without an officerAn automatic notification, with a timestamp
The operational registers, in one placeTemporary ID cards, entries, inspections, suggestions and complaints

What you can do

Online appointments, civil status applications, issuing certificates and managing offices and counters.

Identity document appointment

An online workflow in three steps, with automatic confirmation to the applicant.

Marriage appointment

The details of both partners, the office, the registrar and the time slot, with automatic calculation of the date for submitting the documents.

Transcriptions

Applications to transcribe civil status records for nationals who have not been resident in the country, with the people associated with the application.

Blocking of slots

Reserved slots are blocked automatically, so the same slot cannot be taken by two applicants.

Offices and counters

Opening hours by day, time slots, blocking of days and deactivation of counters.

Certificates and documents

Issued with the generated document and the signed document managed separately.

Operational registers

Temporary ID card records, operational entries, inspection register, suggestions and complaints book, administrative change of name.

Configurable services

Eligibility conditions, required documents, deadlines, workflow steps and templates, per service, with no change to the source code.

See all features
  • Submission at the counter and from the citizen portal, with a single workflow for checking, drafting and signing
  • An automatic workflow for the resident to confirm or cancel the appointment, with the status updated
  • Rescheduling and completion of the application directly from the internal interface, with the notice regenerated
  • Documents attached to the appointment, in three categories: from the resident, for the resident and internal
  • Advanced search by national ID number, date range, status and locality
  • The daily planning chart for the service's activity
  • Reports on appointments registered, completed, rejected, expired and cancelled, with export to Excel

How it works

From the online or counter application to the certificate issued and entered in the register.

1

ApplicationBirth, marriage, death or transcription

2

DocumentsThe supporting records, by category

3

CheckValidation and internal approval

4

AppointmentOffice, counter and reserved time slot

5

RegistrationEntry in the corresponding register

6

IssueThe certificate issued and communicated

What you get as standard

The module is not just an interface. It comes configured in its standard version, ready to use from day one.

  • forms
  • workflows
  • registers
  • reference data
  • document templates
  • business rules
  • validations
  • notifications
  • reports
  • dashboards
  • access rights
  • audit

Native integrations

The service uses the same identification data and the same components as the rest of the platform.

The population records systems, for validating the national ID number and retrieving identification data
The notifications component, for automatic confirmations with a timestamp
The document management component, for versioning and archiving
Citizen 360 and the online appointments component, for a consolidated view of the applicant

Part of the same platform

Civil registry and population records is not a separate application. It uses the same records registry, the same documents and the same signing, notification and audit mechanisms as every other module.

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How you can start

You do not have to digitise the whole institution at once.

START ONE

You start with this module directly: Civil registry and population records, the internal portal and the tools it needs to run.

START PRO + CIVIL REGISTRY

If you already have the digital foundation — records registry, documents, workflows — the module is activated on top of it, with no migration.

Want to see how Civil registry and population records would work in your administration?

Request a demo

We take you through the complete workflow on a real case, from the online appointment to the certificate issued and entered in the register.