Create an in-house notary account

This is a complete walkthrough of how to set up a new in-house notary (IHN) profile in the Proof platform. If you want to set up an account to bring your own transactions or answer calls as an On-Demand Notary (ODN), create a network notary account using these instructions instead.

Once this process is started, you will not be able to skip steps, but you can save what you have completed and exit if you need to stop. When you return, the system picks up where you left off except during the identity verification stage.

Note: Payment information is not required for an in-house notary account since that is set by the organization's owner or administrator.

Process overview

1. Obtain online notarization authorization to perform notarizations in your state. 
2. Create your account and set up your profile using the process below.
3. Check your email for a message from us indicating your account status.
   • Review can take up to 3 business days.

Who this is for

This content is for in-house notaries (IHNs).

What you need

Before using Proof for meetings, you must be authorized to perform Remote Online Notarization (RON). You must upload the documents listed below to complete your notary profile. 

The Notary Onboarding team will review these documents:

• Copy of paper commission
• Digital certificate from Proof (obtained when you register and create your notary account)
• Phone number that can receive text messages for multi-factor authentication
• Online notarization authorization to perform notarizations in your state
  • If you are an Oregon notary, refer to Add an Oregon Certificate of Authorization to Your Notary Profile for additional instructions.
• Optional: A copy of E&O policy (see Errors & Omissions Insurance)

Create your in-house notary account

You should have an email invitation to create an account from noreply@proof.com, sent by your organization's admin. 

1. Click the link in the email from Proof to activate your account.
2. Create a password.
3. Click Let's get started at the bottom of the page.
4. Review the information about multi-factor authentication and click Set up.
5. Provide your phone number that can receive text messages.
6. Click Continue.
7. Type the verification code received on your phone.
8. Click Complete when you receive confirmation that your account is protected.
9. Click Let's get started.

Personal information

Provide the information requested on the Personal Information tab, then click Next (bottom-right corner of the screen).

The following fields are required:

• First and last name
• Email
• Phone number (used to validate your National Notary Association ID)
• Address (address you provided to the Secretary of State)
• Time zone
• Whether or not you are an attorney

Optional information:

• • Years of online notarization experience
  • Areas of specialty
  • Additional languages you speak fluently

Common errors

• The name entered for the notary profile does not match the name on the commission exactly.

Commission details

Provide the information requested on the Commission Details tab, then click Next:

1. Enter your Commission Number.
2. Enter the date your commission expires.
3. Upload a PDF file of your paper commission.

If you do not have a commission number, we will verify NNA dates against your telephone number listed on the signingagent.com website.

⚠️ If you are an Oregon notary, refer to Add an Oregon Certificate of Authorization to Your Notary Profile for additional instructions.

Common errors

• Commission ID and telephone number listed on the NNA website must match what you provided to Proof
• Updated NNA background check and training dates sometimes take up to two days to refresh on the NNA's site
• Uploading anything other than the traditional commission certificate
• Uploading a PFX file instead of PDF file
• Not signing and/or notarizing the traditional commission when required
• Incorrect commission expiration date

Insurance details (optional)

The Insurance Details section is optional for in-house notaries. Click the Next button at the bottom to skip this step.

Or, if desired, provide the details of your Errors & Omissions insurance policy information, then click Next:

• E&O insurance provider
• Insurance amount
• Policy expiration date
• Upload a copy of your E&O Policy

Common errors

• Entering the name of the insurance producer rather than the insurance provider or insurer on the notary profile
• Failing to upload a copy of the insurance policy
• Uploading a Professional Liability insurance policy without adding Proof as the certificate holder Adding Proof as the certificate holder is required if you are taking calls in the on-demand notary queue to ensure Proof is notified if there are any interruptions to the coverage period:
  • Proof, Inc., 867 Boylston Street, 5th Floor #1656, Boston, MA 02116

Signature and seal

• Create your signature per your state laws and guidelines:
  
  • Your signature will be applied to documents when you use your signature on the Proof platform.
• Your initials should match your commission.
• The information you entered into your profile generates your seal.

Create signature Click the Create signature button. Click Upload an image and select the file, or drag the desired file into the box. Edit the file as needed (crop and rotate tools) to ensure your signature is clear. Select Apply and Continue. Use the slider to change the contrast of the signature. Review the terms and check the box next to the statement of agreement if you agree. Click Create and Apply.
Create initials Click the Create Initials button. Click Upload an image and select the file, or drag the desired file into the box. Edit the file as needed (crop and rotate tools) to ensure your signature is clear. Select Apply and Continue. Use the slider to change the contrast of the signature. Review the terms and check the box next to the statement of agreement if you agree. Click Create and Apply.
Create seal Select Create Seal. Click Confirm and Apply. Click Next.

Download seal if desired

You can download a copy of your seal to submit to your commissioning office.

• Right-click the image of your seal.
• Select Save as.
• Save the seal image as a .PNG file.

Common errors

• You created a signature that does not comply with specific state laws or guidelines.
• You created a text-based signature. All signatures are required to be handwritten.
• You did not remove all of the blue background from signatures & initials.
• You uploaded a personal seal rather than creating the required Proof-generated seal.

Proof Digital Certificate, step 1: Identity verification

Make sure you have all the materials you need for identity verification as outlined in the Proof Digital Certificate Quick Start Guide.

1. Click Begin identification.
2. Click Sign now or scan the QR code with your phone to continue identity verification on your phone.
3. Complete multi-factor authentication.
4. On the next pages:
   • Verify your information is correct and appears exactly as it does on your state commission.
   • Provide your birth date. Click Continue.
   • Provide your address. Click Continue.
5. Select the country of your government-issued ID from the dropdown menu.
6. Select the primary and secondary ID types and click Continue.
7. Click Accept and continue at the bottom of the page to capture your ID with your phone, or Use this device in the middle of the page to use your current device's camera.
8. Follow the prompts to capture your ID. 
   • If you clicked Accept and continue in step 7, scan the QR code that appears or click Send SMS or receive a text with a link to continue.
9. Follow the prompts to capture your secondary documentation.
10. Follow the prompts to capture your selfie image.
11. Review the document and apply the appropriate fields if you agree to the terms.
12. Click Complete signing.
13. Click Continue.

Proof Digital Certificate, step 2: Generate certificate

Your digital certificate is applied to every notarization you complete on the Proof platform. 

1. Type a 4-digit personal identification number (PIN).
   • Only numbers are allowed.
   • Sequential or repeated numbers (1234 or 1111) cannot be used for security reasons.
2. Confirm your PIN.
3. Click Generate certificate.
   • Click the Export Exemplar button if desired.
4. Click the Next button.

Common errors

• Obtaining a digital certificate with an incorrect name. The notary’s first and last name on the digital certificate must match what is listed on their commission. 
• In states where a notary may use an initial on their commission, if the initial of the first name on the digital certificate am the last name on the digital certificate both match the first name initial and full last name on the commission, that is also acceptable.

Training (optional)

Training is optional for in-house notaries, but it is highly recommended for the best experience for both you and your signers.

1. Click Begin training to register for a Proof Academy account.

Read the articles below for more information:

• Complete guide to Proof Academy assessments
• Access notary training with Proof Academy

Notary Onboarding review

Your profile is submitted automatically to the Notary Onboarding team for review. You will receive an email from the Notary Onboarding team when your account has a status update.

Reviews can take up to three (3) business days to complete. The Notary Onboarding team works Monday through Friday, 7am - 7pm ET. 

⚠️ Certain changes to your profile at any time could automatically move your account into non-compliance, during which time you cannot access the platform. Read more about notary profile changes that require review by the Onboarding Team.