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
- Team member
- Sender
- Tech support
- User manager
- Mortgage closing reviewer — Grants view-only access to transactions; available for real estate organizations only.
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 | ✅ | View only | ✅ | ||
| Interact with transactions created by others2 | View & edit | View & edit | |||
| Identity and Defend data | ✅3 | ✅3 | |||
| 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.
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 Mortgage closing reviewer.
- Use the permissions table to confirm each role gets the right level of access before sending the invite.
- Grant special permissions (Defend, Verify agent, or In-house notary) separately after setting the base role, if applicable.
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