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Add Contacts to Title-initiated Transactions

Casey Birkholz
  • Updated

Overview

Add a Closing Team or Contacts when creating a transaction on the Proof platform to keep your team updated! This allows signers to reach out to their Real Estate associates before or during the notary meeting without leaving the meeting or navigating away from their documents.

🎯Primary Audience: Title Agents

Nice to Know

Proof Closing Operations

A Title Agent who places an order to the Proof Closing Operations team adds their contacts to the transaction.

The Proof Closing Operations Team does not change, edit, or delete any contacts unless the Title Agent instructs us to do so.

Signer visibility

If you don't want to share your closing team contacts with your borrowers/sellers (signers), simply leave the Visible to Signer box unchecked. Your team will receive transaction status notifications, but your team's information remains hidden from the signer.

Signers only see contacts for transactions with the Visible to Signer box checked.

Add Contacts to a New Transaction

Log in to your Proof account to complete the steps below.

  1. During the transaction creation process, click the Add contact button.
  2. Select the desired contact type from the options that appear.
  3. Select the contact role from the dropdown menu.
  4. Provide the contact's name, email address, and phone number.
  5. Check or uncheck the Visible to signer box as desired.

Repeat steps 1-5 for additional contacts you'd like to add.

ℹ️ You can add contacts when a transaction has expired by recalling the transaction or by clicking Recipients from Transaction Details.

Add to Contacts to an Existing Transaction

Refer to View Your Team's Transactions to learn about searching and filtering transactions.

  1. Click My closings from the navigation panel on the left.
    • If you don't see the panel, click the left arrow to expand it.
  2. Find and click the desired transaction to open Transaction Details.
  3. Click Recipients from the tabs at the top of Transaction Details.
  4. Click Add new contact.
  5. Select the contact type from the dropdown menu.
  6. Provide the contact's name, email address, and phone number.
  7. Check or uncheck the Visible to signer box as desired.
  8. Click the Add contact button.

Contact Notifications & Participation

All contacts listed on a transaction receive status updates by email at the following points in the process:

The transaction is sent to the signer

All contacts are notified by email once the transaction is sent to the signers.

The meeting is started

When the signer starts the notary meeting, all contacts are notified by email, and certain contacts can join. The only contacts with the option are:

  • Title Agents
  • Real Estate Agents
  • Mortgage Brokers
  • Attorneys

Contacts can join meetings using a web browser on a PC or mobile device. 

The meeting is complete

All contacts are notified by email when the signer completes the notary meeting. The signer also receives an email with the closing details.

Signers

Email

Signers receive an email when a transaction is sent. Contacts are visible to the signer in this email if they were added as Visible to Signer.

Signing experience

When the signer logs in to begin signing, they see Contacts for this transaction before accessing their documents. Only contacts marked Visible to Signer are shown.

When the signers start the meeting and begin the Sign Ahead process, they see:

  • Contacts marked Visible to Signer are listed on the left side.
  • The email address and/or phone number for each contact is displayed if provided.

Signers can reach out to their contacts if they have any questions.

Once your customer connects with a notary, their side of the call has the contact information at the bottom left under the videos.

They can quickly call any contact added during the transaction setup process by clicking the phone icon on the Connect tab for that person if the phone number provided was marked visible to the signer.

The signer decides who they need to contact and clicks the phone icon next to that individual.

The signer then begins the connection process. The phone icon starts spinning, which indicates they are calling the intended person.

When the individual connects to the session, the phone icon turns red.

We're here to help! Please don’t hesitate to reach out to your Proof team with any questions about Proof Real Estate solutions.

To contact Support, click the Chat icon in the corner of your screen to start a chat with us, or send us an email at support@proof.com!

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