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How does the international portal work?
Lawyer explains step-by-step instructions for the digital visa application in Germany (international portal).
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that the international portal is part of the new digitalization strategy in German visa law
that the international portal should gradually replace the traditional visa application process
From a legal perspective, the international portal represents a significant simplification of the visa application process, since the portal has become technically mature.
The international portal is only useful if your embassy and application category are activated in the international portal.
how to use the international portal in detail and what the pitfalls are.
Step 1: Register on the international portal
Step 2: Submit your application via the international portal
Step 2.1 : Preliminary check of the type of visa application
Step 2.2 : Fill out the VIDEX form
Step 2.3 : Upload documents
Step 3 : Being invited to the visa interview
Step 4 : Visa issuance and entry into Germany
FAQ about the international portal
Conclusion on the international portal
Step 1: Register on the international portal
What is the international portal and how does it change the visa application?
The German government's international visa portal is revolutionizing the traditional visa application process, largely replacing purely manual on-site applications . Whereas previously one had to laboriously book an appointment and the embassy and its staff were only confronted with the documents for the first time on the deadline, the international portal efficiently shifts the document review process to before the actual appointment.
This principle of digital pre-screening is already familiar from modern immigration offices (see, for example , the online application at the Berlin State Office for Immigration (LEA) ). For you, this significantly changes the order of the process: Instead of directly scheduling an appointment and waiting for the physical document review, the procedure now follows the principle: first the digital application and digital pre-screening, then the in-person appointment . It's important to know that the physical review of your original documents at the embassy is still required. However, the international portal performs a crucial pre-screening function , minimizing errors, reducing waiting times, and significantly speeding up the entire process for you.
How does registration with the international portal work?
Registering on the international visa portal is incredibly straightforward and follows the classic principles of a modern online process, requiring only a simple, valid email address . A major advantage of the updated system lies in its increased flexibility. While previously only one visa application could be submitted per email address, the portal now allows multiple applications to be managed through a single account. This makes it easy to create applications for the entire family in a single account and keep track of them together. The process after the initial data entry takes only a few moments, as you simply need to activate your email address via a confirmation link. Once this step is complete, you can log in with your chosen password and fully utilize the international visa portal with all its digital functions and forms.
Step 2: Submit your application via the international portal
Preliminary check regarding the type of visa application
After successful registration, the second step involves submitting the actual application via the international visa portal . The first part of this process begins with a preliminary assessment of the visa application type . The system asks specific questions to determine precisely which application type is appropriate for your plans . It's important to note that certain combinations of visa categories and travel purposes are not yet universally available in every country, as the digital application process is highly country-specific. However, the international visa portal is continuously expanding its offerings, covering an increasing number of scenarios and countries, thus making the application process accessible to a growing number of applicants.
Fill out the VIDEX form
The second part of the process involves completing the VIDEX form. The questions posed in the international portal correspond exactly to the standard content of this document. The VIDEX form is even directly integrated into the international portal's user interface for this purpose. However, there is a technical limitation: data cannot be directly transferred from an externally completed VIDEX form to the portal. Therefore, the information must be entered directly into the system. When answering all the required questions, applicants should also note that not all information is mandatory , as the form contains many optional fields that do not have to be completed for the core of the visa application.
Upload documents
The third part of the process involves uploading the documents , which is possible immediately after all preliminary questions have been answered and all information in the integrated VIDEX form has been fully entered. After successful uploading, the uploaded documents are reviewed by staff at the international visa portal for an initial digital check. It is important to understand that this initial review does not constitute a decision on the substantive granting of the visa, but rather focuses solely on verifying the quality, completeness, and type of documents . This initial formal feedback is often very efficient and can sometimes be completed within just a few hours of the documents being uploaded.
Step 3: Being invited to the visa interview
Once the digital pre-screening and document verification have been successfully completed and accepted by the system, applicants receive an invitation directly on the international portal to book their personal in-person appointment . The actual appointment booking process then proceeds as usual via the standard appointment booking system of the respective embassy or consulate, but with the crucial advantage that exclusive and privileged appointment slots are available specifically for users of the international portal. These appointments are usually available very quickly and generally take place within one to two weeks after successful document verification. From the moment of successful booking, the process then proceeds as usual, so that the remaining steps seamlessly correspond to the traditional, established visa application procedure.
Step 4: Visa issuance and entry into Germany
After receiving your visa for Germany, you should first thoroughly check it for typos (e.g., in the passport number or validity period), as discrepancies can lead to problems upon entry. Upon arrival, you are required by Section 17 of the Federal Registration Act (BMG) to register with the local citizens' registration office within two weeks; the registration certificate issued there is the basis for almost all further official procedures.
If you entered Germany with a national D visa, your next step is to apply to the immigration office for its conversion into a residence permit – you can find more details on this in our VISAGUARD article. Once you have this residence permit, and provided you meet the respective requirements, you will also have the option of later applying for a permanent residence permit or naturalization.
FAQ International Portal
What happens if my documents get stuck in the digital pre-check or are rejected without justification?
Although the Federal Foreign Office regularly argues in court proceedings that simply uploading documents does not constitute a formal visa application, the legal reality is different. If the international visa portal rejects your documents without justification or blocks processing, this is tantamount to a de facto refusal to process your application, which is why you have the standard administrative appeal and legal recourse available to you. You are therefore not defenseless against technical or administrative errors in the portal, but can, if necessary, take legal action to compel the activation and further processing of your application.
How reliable is the examination of digital documents in the preliminary proceedings, and must originals still be submitted?
The digital upload of documents now enjoys a very high level of credibility with authorities, as many certificates and documents can be directly verified and cross-checked online via international databases. This significantly speeds up the preliminary review process in the foreign application portal and ensures that formal errors are identified early on. Despite this high level of digital reliability, the obligation to submit physical documents remains. Therefore, you must present all submitted documents in their original form at your subsequent in-person appointment at the embassy to complete the verification process with the uploaded data.
Conclusion on the foreign portal
The international visa portal represents a significant step forward in the digitalization strategy of German visa law and, since its technical maturity, offers considerable simplification for applicants, provided the respective embassy and the desired visa category are already registered in the system. The digital pre-check efficiently restructures the process and protects you from going into an embassy appointment unprepared. However, it also presents tangible administrative hurdles in the event of unjustified blockages. You can effectively challenge such delays or refusals within the portal using traditional administrative legal remedies. For the success of your visa application, strategic and precise preparation of your documents remains essential to fully exploit the potential of this modern portal and pave the way for expedited entry into Germany.
List of Sources (Paywall)
[1] Bergmann / Dienelt, Immigration Law, 15th edition 2025