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
- 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 | ✅ | 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.
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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