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In-House Notary Meeting Overview

Casey Birkholz
  • Updated

Overview

A guide for business team members to understand how their In-House Notaries complete a meeting on the Proof platform.

🎯Primary Audience: Proof for Business

Notaries are notified of upcoming meetings via SMS text message when the signer opens the document and fills out their information.

It is highly recommended that notaries and signers coordinate the date and time of their notarization meetings to ensure the availability of both parties.

ℹ️ Turning on the optional Overflow feature allows your signers to meet with an independent contractor from the Notarize Network if they’ve been waiting in the queue.
⚠️ If you select “Personally Known” as the form of identity verification, overflow is unavailable on that transaction. Read Personally Known to Notary (PKN) for Business Customers.

Step 1: Log in

To start the notary meeting, notaries log in to their Proof account using their credentials.

Step 2: Set current location

Notaries set their current location (county) the first time they log in.

notary current location county setting.jpg

Step 3: Answer calls from Meetings tab

Notaries answer calls in the Meetings tab on the left navigation.

When a signer is waiting in the queue, notaries:

  • Hear a ringing sound from their computer speakers or headphones.
  • See a red dot on Meetings in the left navigation.

To start the meeting, notaries click the name of the signer.

IHN notary biz meetings tab.jpg

Step 4: Join the meeting

Notaries click the signer’s name to open the meeting in a new window and begin remote notary session. Notaries can change their background during the meeting if desired.

Pro tip: If the notary has any issues hearing or speaking with the signer during the meeting they can use the In-Meeting chat feature.

Notaries click the In-Meeting Chat icon in the lower right corner to type messages to the signer.

Step 5: Verify the signer's identification

Notaries verifies the signer's ID by clicking the ID icon in the signer's video feed. Once finished, the notary exits the ID verification window by clicking the Complete ID Validation button and then the Exit Identity Verification button.

Step 6: Notarize the document

Now the notary can begin notarizing the document with the signer. When finished, the notary clicks the Complete button to end the meeting at the top of the page.

There will be no charges for a terminated meeting. Only completed notarizations will incur charges.

đź“ť Note: If the notary tries to end the meeting with missing fields and/or requirements, a window appears asking them to choose to complete the meeting or return to the meeting:

Step 7: Complete the meeting

Upon completion, the notary returns to the Send & manage tab in their notary account. They access the notarization transaction by clicking the transaction and have the option to download files from the Document tab.

Frequently Asked Questions

Can I have my signer schedule time with a notary instead of having them enter a queue? If your partnership with us includes using your own In-House Notaries, then yes, you can schedule a time that works best for you and your signer. Read about adding a buffer to prevent signers from joining your scheduled meetings too early.

If you utilize the Notarize Network, signers are placed in the queue once they complete their identity verification. Our wait times for placement into a session are typically low (a few minutes or less).

What happens if I can't make it to my scheduled session with my signer? You can activate the Overflow feature for your account. Turning on this feature allows you to set an established waiting time period for your signers while in the queue before they are automatically routed to the Notarize Network. From there, any on-demand notary can handle the notarization session on your behalf.
What happens if the notary meeting terminates after only some pages are signed? Blank fields will remain completed, and the signer can attempt another session with the same transaction to fully complete the document.
What languages does Proof currently support? At this time, English- and Spanish-speaking notaries are available for your signers. Change your internet browser’s language setting to Spanish to be routed to a Spanish-speaking notary.  Learn more about how to change your browser language.

Feel free to reach out to our Support team if you need help!

  • Chat: Click the icon in the corner of your screen:
    • Monday – Friday: 8 am – 10 pm ET
    • Saturday – Sunday: 8 am – 7 pm ET
  • Email: support@proof.com
  • Phone: Available depending on your subscription

Notaries are available 24/7/365!

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