The short answer: Invite your colleagues to Proof while making sure everyone gets the right level of access. Most permissions are built into the role itself, but a few features can be granted separately as special permissions.
Roles
When adding new members to your account, choose from the following roles:
- Admin — Full access to account settings, billing, integrations, and security, plus sending and managing all transactions, user management, and reporting.
- Team member — Can send and manage their own transactions, create and edit templates and EasyLinks, view and edit transactions created by others, and access reporting.
- Sender — Can send transactions and EasyLinks and use existing templates, but can't view other users' transactions or access reporting.
- Tech support — Creates and manages EasyLinks and templates, and can view (but not send or edit) transactions created by others.
- User manager — Manages team security settings and other users; doesn't have access to transaction data.
- Limited — Grants access only to transactions a user is specifically added to (as a collaborator or assigned notary); available in Biz, Title, and Lender portals.
Not sure which role fits? Use the table below to compare permissions before you send the invite.
| Admin | Team member | Sender¹ | Tech support¹ | User manager¹ | |
|---|---|---|---|---|---|
| Edit account name, branding, billing | ✅ | ||||
| Manage API keys and integrations | ✅ | ||||
| Team security (login requirements, etc.) | ✅ | ✅ | |||
| Send and edit their own new transactions | ✅ | ✅ | ✅ | ||
| Create and manage EasyLinks | ✅ | ✅ | ✅ | ||
| Send EasyLinks | ✅ | ✅ | ✅ | ✅ | |
| Create and manage templates | ✅ | ✅ | Send only | Create & edit | |
| Manage other users | ✅ | ✅ | |||
| Interact with transactions created by others² | View & edit | View & edit | View only | ||
| Identity and Defend data | ✅³ | ✅³ | ✅⁴ | ||
| Reporting | ✅ | ✅ |
¹ Sender, tech support, and user manager roles are only available to organizations on Premium or Enterprise tiers.
² This setting can be configured at the account level to reduce access if desired.
³ Available to Defend customers only; the user must also have the Defend fraud role.
⁴ Sender sees a PII-free view of the Identity tab only — the verification timeline and status, without signer names, photo IDs, or other personal details. Full identity and Defend data still requires the Defend fraud role.
What the Limited role can access
The Limited role doesn't work like the roles above — it doesn't grant org-wide visibility at all. Instead, access is tied to the individual transactions a user is added to.
| Area | Limited role access |
|---|---|
| Transactions | Can only view and act on transactions they're added to — either as a real estate collaborator or as an assigned in-house notary (IHN). Cannot create, recall, or see any other org transactions. |
| Documents & contacts | On transactions they're added to, can upload documents, add or update annotations, add contacts, and send the transaction. Can download documents once a transaction is complete. |
| Organization data | Cannot view other users, Reporting, Identities, or organization Settings. |
| Meetings | Only visible if the user is also an in-house notary assigned to that meeting. |
Special Permissions
Depending on your subscription, you can grant access to special permissions on top of a user's base role:
- Defend — Team members with Defend access can see additional details about a recipient's identity and personal information. Read overview.
- Verify Agent — Verify agents can conduct Verify meetings to confirm a recipient's identity without a notarization. Read overview.
- In-House Notary — In-House Notaries (IHNs) are your employees who hold a notary commission and can notarize documents for your customers. You can also enable overflow to the Notarize Network when IHNs aren't available.
Summary Checklist
- Choose a role for each user — Admin, Team member, Sender, Tech support, User manager, or Limited.
- Use the permissions table to confirm each role gets the right level of access before sending the invite.
- Remember that Limited (formerly Mortgage Closing Reviewer) only grants access to transactions a user is specifically added to — not org-wide visibility.
- Grant special permissions (Defend, Verify agent, or In-house notary) separately after setting the base role, if applicable.
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