The short answer: Some document types, signing configurations, and identity methods aren't available on Proof. If something isn't working the way you expected, it may not be a technical error — it may be a platform limitation. This article covers the most common ones and what to do instead.
Adding or Removing a Signer After a Document Has Been Sent
Once a transaction has been sent to signers, you cannot add or remove signers from it. The signer list is locked at the point the transaction is dispatched.
What to do instead: The sender needs to recall (cancel) the transaction and create a new one with the correct signer information. If you received the transaction from an organization, contact them and ask them to resend it with the correct signers listed.
Editing or Replacing a Document After a Signer Has Already Signed
Once any signer has completed their portion of a transaction, the document is locked and cannot be modified, replaced, or have pages added or removed.
What to do instead: If the document contains an error, the sender will need to cancel the transaction and start a new one with the corrected document. Completed notarizations on the original document remain valid — only the new transaction needs to be re-signed.
Signing in Different Countries
You can sign from almost anywhere in the world — however, Proof requires a current or previous US address for most transactions.
What to do instead: If you're being prompted to enter a US address, you must enter your current or previous US address. If you don't have one available, contact the organization that sent you the transaction. If you're completing the document on your own, regrettably we won't be able to assist without one.
Signing Without a Webcam or Microphone
Every notary session on Proof requires a working webcam and microphone — both the signer and the notary must be able to see and hear each other for the session to be legally valid.
What to do instead: If your device doesn't have a working camera or microphone, try joining from a different device that does. Phones and tablets with front-facing cameras work well. If no suitable device is available, contact the organization that sent the transaction to ask about an in-person notarization alternative.
Using a Temporary, Paper, or Digital Wallet ID
The following ID types are not accepted for identity verification on Proof, regardless of whether they are government-issued:
- Temporary paper IDs issued by the DMV while waiting for a physical card
- Digital IDs stored in Apple Wallet or Google Wallet
- Photocopies or scans of an ID
- Expired IDs (in most cases)
A damaged or unreadable barcode on the back of an ID (where applicable) can also cause verification to fail — make sure the barcode is clear and not worn before capturing the image.
What to do instead: You must use a physical, unexpired, government-issued ID. If your physical ID is in production (e.g. you recently renewed), wait until it arrives before attempting verification, or contact the sender to ask for an extension or an in-person notarization alternative.
Splitting Payment Between Multiple Signers
Proof does not split transaction fees between signers. In a multi-signer transaction, the last signer to complete is prompted to pay the total fees on behalf of all participants. There is no option to charge each signer individually.
What to do instead: Coordinate payment between signers before the session begins — the last signer will need to cover the total and be reimbursed by others separately, if applicable. If an organization sent the transaction, they may have already covered the cost and no payment prompt will appear.
Summary Checklist
- You cannot add or remove signers after a transaction is sent — the sender must cancel and resend.
- You cannot edit a document after any signer has completed their portion.
- If you're prompted for a US address and don't have one, contact the organization that sent the transaction — Proof cannot assist signers without a US address.
- A working webcam and microphone are required for every notary session — no exceptions.
- Digital or scanned IDs are not accepted — a physical, unexpired ID is required.
- Payment is not split between signers — the last signer pays the total.
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