setup and Training for
In-house notaries
This section provides a high-level overview of how to join your company’s Notarize account as a member of their in-house notary team. We discuss how you’re added to the account, what it takes to build your account, and the approval process required before you can complete notarizations on the Notarize platform.
How to add a notary to your account
Resources:
In-house notaries must be added to the Notarize platform by account administrators. This video provides step-by-step guidance to help you get started.
How to build your notary profile
Once added to a Notarize account, the notary will receive an email inviting them to create their notary profile. This profile will capture your online notarization commission, errors and omissions insurance, and additional state-required documentation.
Each notary will also need to purchase a digital certificate through our partners at IdenTrust. This digital certificate is your electronic credential, and is used to digitally tamper seal notarized documents. Notarize does not accept digital certificates issued by other vendors.
Each notary will also need to purchase a digital certificate through our partners at IdenTrust. This digital certificate is your electronic credential, and is used to digitally tamper seal notarized documents. Notarize does not accept digital certificates issued by other vendors.
Resources:
Watch the video to see this onboarding process in greater detail.
How to submit your notary profile for review and approval
When ready, you should submit your notary profile for final review by our Notary Onboarding Team. The current turnaround time for review is 1-2 business days, and during this time, notaries will not be able to access the platform.
Once approved, the notary will receive an email notification from our Notary Onboarding Team informing them that they have completed their notary profile and are ready to conduct online notarizations!
Please note: To ensure compliance on our platform, subsequent changes to your notary profile may trigger an additional review by our team. You can see a list of review trigger events here.
Once approved, the notary will receive an email notification from our Notary Onboarding Team informing them that they have completed their notary profile and are ready to conduct online notarizations!
Please note: To ensure compliance on our platform, subsequent changes to your notary profile may trigger an additional review by our team. You can see a list of review trigger events here.
How to complete our platform training
Once you submit your profile for review, you’ll receive an email from our Notary Onboarding Team that will contain a link to our In-House Notary training platform, Knowledge@Notarize. This training can be completed while you wait for your notary profile to be approved.Watch this video for an overview of our platform training.
How to use "Personally known to notary"
See how the "Personally Known to Notary" feature allows notaries to bypass certain steps in the identity verification process, greatly reducing the pre-meeting time for your signers.
Resources:
Notarize's "Overflow" feature and using on-demand notaries
Notarize's "Overflow" allows your business to use our on-demand network of notaries as backup when your in-house notaries are unavailable.
This will ensure that no call goes unanswered and all documents are completed in a timely and efficient manner.
This will ensure that no call goes unanswered and all documents are completed in a timely and efficient manner.
Resources:
Priority Level
Conditions
Level 1
Critical Business Impact. The Incident seriously affects the functionality of the Services (or component thereof) and cannot be circumvented such that most of the significant functionality of the Services (or component thereof) is available.
Level 2
Significant Business Impact. The Incident partially affects the functionality of the Services (or component thereof), but can be circumvented so that most of the significant functionality of the Services (or component thereof) is available.
Level 3
Minimal Business Impact. The Incident can be circumvented such that the Services (or component thereof) can be used with only slight inconvenience. The problem can be considered insignificant and has no significant effect on the usability of the Services (or component thereof).
Priority Level
Conditions for Closure of Help-Desk Ticket
Level 1
The Incident is considered resolved and closed when an Incident Resolution has been fully implemented.
Level 2
The Incident is considered resolved and closed when an Incident Resolution has been fully implemented.
Level 3
The Incident is considered resolved and closed when one of the following occurs: (i) an Incident Resolution has been fully implemented, or (ii) 10 business days have elapsed since Proof’s communication of the information that Proof reasonably believes will resolve the Incident (communicated by email to Subscriber’s designated contact for such Incident), and Subscriber has not responded to Proof. The Incident can be reopened later if it has not been resolved.
Cumulative On-Demand Notary Availability Downtime
(in a given calendar month as measured by Proof monitoring systems, converted to minutes)
(in a given calendar month as measured by Proof monitoring systems, converted to minutes)
On-Demand Notary Downtime Credit
Up to 240 minutes
No On-Demand Notary Downtime Credit
241-360 minutes
1%
361-480 minutes
3%
481-600 minutes
5%
601 minutes or greater
7%
Platform Availability Percentage
(in a given calendar month as measured by Proof monitoring systems)
(in a given calendar month as measured by Proof monitoring systems)
Platform Downtime Credit
99.9% or higher
No Platform Downtime Credit
97% - 99.9%
1%
95% - 97%
3%
93% - 95%
5%
Below 93%
7%
Incident Priority
Acknowledgement Time (During Business Hours)
Provision of Incident Resolution or Interim Process
If Interim Process is provided, Maximum Timeframe for Provision of Incident Resolution
Level 1
1 hour
8 hours
36 hours
Level 2
4 hours
24 hours
5 days