Professional bodies are required to use electronic notifications in their administrative procedures in various situations, as set out in Law 39/2015 of 1 October on the Common Administrative Procedure of Public Administrations.

In this context, many professional bodies are asking themselves: is it mandatory to notify members electronically?

The answer is clear: yes, in most cases. .

Who is required to do so?

Under Article 14.2, the following must communicate with the Administration electronically:

• Legal entities
• Entities without legal personality
• Professionals subject to compulsory registration with a professional body (solicitors, architects, engineers, etc.)

How does this affect professional bodies?

Very directly.

Professional bodies must notify their members electronically of all administrative procedures that concern them, particularly those involving sanctions or decisions affecting members’ rights.

Ensuring that the referee receives them correctly.

How does this work in practice?

In its day-to-day operations, a professional association must use electronic means to:

• Submit decisions
• Communicate agreements and notices
• Notify disciplinary sanctions
• Handle any administrative procedures

All of this ensures that the member actually receives the communication.

The solution: digitising your notifications properly

This is where specific tools such as the following come into play:

Xolido Notify

For electronic administrative notifications

• It meets the legal notification requirements, complying with the provisions of Law 39/2015 without any complications.
• It ensures evidence and traceability.
• Integrate it with your own or third-party applications.

XolidoSign Professional

For certified electronic communications

• Ideal for communications that are not strictly administrative.
• Enables the sending of messages with evidential value
• Ensures integrity and delivery.

Benefits of Electronic Notification

The shift from paper to electronic filing is not merely a bureaucratic burden; it offers tangible benefits for both parties:

• Efficiency and Speed: A significant reduction in delivery and receipt times.
• Legal certainty: There is an accurate record of the date and time when the content was made available and accessed (or when the notification was rejected).
• Sustainability: A reduction in paper usage and postal delivery costs.

In summary

It’s not just about sending emails.

It’s about ensuring your communications comply with legal requirements and managing your relationship with your members effectively.

If you have any questions about how to implement these systems correctly, please get in touch and we’ll go through it with you.

Administrative management in schools, colleges and training centres involves dozens of documents each academic year that must be signed, sent and filed correctly.

Assessment reports, enrolments, qualifications, work experience agreements, employment contracts and communications to families are all part of the day-to-day running of any educational centre.

When these processes are managed on paper or through in-person signatures, the result is often the same: delays, a backlog of tasks and a heavy administrative burden, especially at the end of the academic year.

The good news is that there are now electronic signature solutions for educational centres that simplify all these processes.

The most time-consuming administrative procedures in an educational centre

In most educational centres, the secretarial and management team spends many hours managing documents that require a signature or certified delivery.

Among the most common are:

• Assessment reports
• Enrolment processes
• Issuing of qualifications and certificates
• Internship agreements with companies
• Staff employment contracts
• Certified communications to parents and guardians
• Schedule changes and urgent notices
• Various authorisations: Authorisation for image recording, for local outings, etc.

When these procedures depend on the physical presence of the signatories, the process slows down and can cause unnecessary delays.

Electronic signatures in educational institutions: an increasingly necessary solution

The digitisation of academic management allows many of these administrative processes to be automated.

With an electronic signature solution, educational institutions can:

• Sign official documents digitally and with legal validity.
• Collect multiple signatures from teaching staff through a signature circuit.
• Manage assessment records without the need for face-to-face meetings
• Send certified electronic communications to families
• Maintain traceability and legal certainty for all processes carried out
• Reduce paper usage and physical filing

This not only improves administrative efficiency but also makes the work of teaching and management staff easier.

Get ready for the end of the academic year

One of the busiest times of the year for any educational institution is the end of the academic year.

In just a few weeks, you have to deal with:

• Final assessments
• Signing reports
• Processing qualifications
• Preparing for the next academic year
• Enrolment and academic documentation

Digitising processes before this period arrives allows you to avoid bottlenecks and work more calmly when the workload increases.

XolidoSign Professional: Electronic signatures and certified electronic communications to simplify academic management

Tools such as XolidoSign Professional enable educational institutions to digitise their document processes easily and securely.

With XolidoSign Professional, it is possible to:

• Sign assessment reports electronically
• Manage signature flows between teachers and management
• Formalise internship agreements
• Sign employment contracts
• Send legally valid certified communications to families

In this way, the educational institution gains administrative efficiency, reduces management time and improves internal organisation

Digital transformation also begins in the school office

Digitisation in education is often associated with classrooms, but administrative management can also benefit greatly from digital tools.

Simplifying document signing and communication processes allows management and administrative teams to devote more time to what really matters: academic organisation and student support.

Preparing in advance is the best way to avoid administrative stress at the end of the academic year.

Implementing electronic signatures in educational institutions is one of the simplest and most effective steps towards advancing this transformation.

This year at Xolido we are celebrating a very special event: we are turning 25, and none of this would have been possible without the trust you have placed in us.

In 2001, we began our activity with the aim of developing solutions focused on information security and the digital transformation of organizations. In this first stage, we stood out as a software manufacturer, promoting the design and development of content management systems, email management systems, and cloud-based web applications, all of which were integrated into the Xolido Internet Platform.

At the same time, just a few months after its founding, the I+D+i team began working on electronic signature projects, a field that was still in its infancy at the time, laying the groundwork for the subsequent launch of XolidoSign Desktop in 2010.

Since then, we have continued to evolve and expand our catalog with solutions such as XolidoSign Corporate, Professional, Gateway, Xolido Identify, and Xolido Notify, incorporating advanced workflows, integrations, notifications, and certified electronic communications tailored to the real needs of our customers.

We would like to thank you for accompanying us throughout these years and for your support and collaboration, which have driven us to continuously improve and innovate. Tools such as XolidoSign have gone from being desktop software to becoming complete ecosystems (XolidoSign Corporate, Professional, Gateway) that make life easier for thousands of companies.

We look to the future with the same enthusiasm and commitment with which we began, convinced that the challenges ahead will continue to be built with the help of people like you.

Thank you for these 25 years of security and trust!

Xolido Team
25 years building digital trust

In our day-to-day work, we send dozens of documents and emails. But what happens when a dispute arises with the recipient of the shipment, either because they claim they have not received the email or because they have not signed a document?

A standard email or simple signature is not always sufficient to protect you.

To avoid these disputes and have more solid legal backing, XolidoSign Professional is the solution.

Why make the switch to XolidoSign Professional today?

• Certified Communications: You don't just send a document; you get a report certifying who received what and when.
• Official Time Stamp: Guarantees the total integrity of your signatures; no one can claim that the document was altered afterwards.
• Efficient Bulk Management: Forget about manual processes. Automate your notifications and save hours of administrative work.

We want you to try it out with no obligation.

We don't want you to believe us just because we say so, but because you'll see how it improves your daily operations. That's why, if you sign up today, you'll get 15 days of free, full access to XolidoSign Professional.

Technology Show is a professional event where technology companies will present solutions applicable to small and medium-sized enterprises (SMEs).

The event will be held on November 25th and 26th in Hall 2 of the Valladolid Trade Fair.