Step-by-Step Notary Profile Setup – Proof Help Center

This guide mirrors the Notary Profile Onboarding Wizard and can be used to learn what to expect while setting up a notary profile.

🎯Primary Audience: Proof for Business

Need to Know

You must be a W-2 employee of your company.

Before using Proof for meetings, you must be authorized to perform Remote Online Notarization (RON). You must upload the documents listed below to complete your notary profile.

The Notary Onboarding team will review these documents:

A copy of their paper commission
A copy of their E&O policy:
- Must be insured for at least $25,000 to use the Proof platform
- See Errors & Omissions Insurance (E&O)
A digital certificate from IdenTrust:
- Learn how to obtain a digital certificate
- View instructions on how to download your digital certificate

Why do we ask notaries to maintain a profile?

Onboarding: The Notary Onboarding team reviews your credentials to ensure you are legally authorized to complete notarizations on the Proof platform.
Completing notarizations: The commission-related information you enter into your profile is used to generate your notarial seal and fill out notarized documents.
Reminders: You will receive reminders from Proof when expiration dates are approaching.

Personal Info

Provide the information requested on the Personal Information tab > Click Next

The following fields are required:

First Name
Middle Name
Last Name
Email
Phone Number
Address: The address you provided to the Secretary of State
Time Zone: Your time zone
Whether or not you are an attorney

Optional: Years of RON experience, Areas of Specialty, Additional languages you speak fluently

💡 You might encounter issues if:

The name entered for your notary profile does not exactly match the name on the commission

Commission Details

Provide the information requested on the Commission Details tab > Click Next:

Enter your Commission Number.
Enter the date your commission expires.
Upload a copy of your paper commission.

💡 You might encounter issues:

If you upload anything other than the traditional commission certificate
By not signing and/or notarizing the traditional commission when required
By entering the incorrect commission expiration date

Insurance Details

Provide the details of your Errors & Omissions insurance policy information > Click Next:

E&O Insurance Provider
Insurance Amount: You must be insured for at least $25,000 to use the Proof platform
Policy Expiration Date
Upload a copy of your E&O Policy

💡 You might encounter issues if you:

Enter the name of the insurance producer rather than the insurance provider or insurer on the notary profile
Upload an insurance policy with less than the $25,000 minimum coverage amount
Fail to upload a copy of the insurance policy

Digital Certificate

Your digital certificate is applied to every notarization you complete on the Proof platform.

Upload your digital certificate > Click Next:

💡 You might encounter issues:

If you obtain a digital certificate with an incorrect name. Your first and last name on the digital certificate must match what is on your commission:
- In states where a notary may use an initial on their commission, if the initial of the first name on the digital certificate & the last name on the digital certificate both match the first name initial and full last name on the commission, that is also acceptable.
If you receive an error message while uploading their digital certificate that reads, “The certificate is missing the ‘keyUsage’ extension. My keyUsage should specify digital signature.” You should contact Identrust to obtain a digital certificate with the ‘keyUsage’ extension.

Signature & Seal

The final step is to create your signature, initials, and seal:

Create your signature per your state laws and guidelines:
- Your signature will be applied to documents when you use your signature on the Proof platform
Your initials should match your commission
Your seal is generated by the information you entered into your profile

A) Click Create Signature:

Upload image
Select file
Select the PNG file for your account
Crop and rotate to isolate your signature only
Click Apply and Continue
Move the slider to the left to remove the blue cloud
Click I agree and Confirm and Apply

B) Click Create Initials:

Upload image
Select file
Select the PNG file for your account
Crop and rotate to isolate your signature only
Click Apply and Continue
Move the slider to the left to remove the blue cloud
Click I agree and Confirm and Apply

Move the slide to make your signature and initials more legible.

C) Click Create Seal > Click Confirm and Apply

D) Click Next

💡 You might encounter issues if you:

Create a signature that does not comply with specific state laws or guidelines
Create a text-based signature; all signatures are required to be handwritten
Failed to remove all of the blue background from signatures & initials
Upload a personal seal rather than creating the required, Proof-generated seal

Review

After uploading your documents, your profile is automatically submitted to the Notary Onboarding team for review. The current turnaround time for review is 1-2 business days. During this time, you will not be able to access the platform.

Once approved, you will receive an email notification from the Notary Onboarding team informing you that you have completed your notary profile and are ready to RON!

Resources

Support

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!

Notary Onboarding

For help with the onboarding process or questions, email notaryonboarding@proof.com