A guide for business team members to learn how their In-house Notaries complete a meeting on the Notarize platform, from start to finish!
🎯Primary Audience: Notarize for Business
Notaries are notified of upcoming meetings via SMS once 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.
📝 Note: Turning on the optional Overflow feature allows your signers to meet with an independent contractor from the Notarize On-Demand Notary (ODN) network if they’ve been waiting in the queue:
- If you select “Personally Known” as the form of identity verification, overflow is not available on that transaction. See Personally Known to Notary (PKN) for Business Customers
To start the notary meeting, notaries will visit https://notary.notarize.com/login and log onto their Notarize portal using their credentials.
Once logged in, the notary clicks the green Let’s GO button to start their shift. Notaries are prompted to check and confirm their audio & video settings:
After confirming audio & video settings, the notary will land on their homepage, as shown below. Their signers are in the Business Session queue in the upper right-hand box.
Notaries will hear a ring, notifying them that a signer is waiting in the queue. To start the meeting, the notary clicks the name of the signer.
After clicking the signer’s name, a new window will open, and the remote notary meeting begins.
Pro tip: If the notary has any issues hearing or speaking with the signer during the meeting, In-Meeting chat can be used.
The notary can click the In-Meeting Chat icon in the lower right corner to type messages to the signer.
The notary should start by checking the ID of the signer. To do this, they will need to click Check ID icon in their video feed.
Next, the notary is prompted to verify the signer’s ID. Once finished, the notary exits the ID verification window by first clicking on the Complete ID Validation button and then the Exit Identity Verification button.
Now the notary can begin notarizing the document with the signer. When finished, the notary clicks the green Complete button to end the meeting at the top of the page.
📝 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:
Upon completion, the notary is returned to the Send + Manage tab on their notary profile page. They will access the notarized document by clicking on the transaction and downloading it from the Documents Tab.
If the notary needs to cancel or terminate the meeting, they can click on the Terminate button in the upper left-hand corner.
There will be no charges for a terminated meeting. Only completed transactions will incur charges.
💡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. If you utilize Notarize’s pool of available notaries, signers will be placed in the Notary 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 our On-Demand Notary (ODN) network. From there, any one of our notaries can pick up and handle the session on your behalf.
What happens if the notary meeting terminates after only some pages are signed?These fields will remain completed, and the signer can attempt another session with the same transaction to fully complete the document.
What languages does Notarize currently support?At this time, we offer both English and Spanish-speaking notaries 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: firstname.lastname@example.org
- Phone: Available depending on your subscription
For more details on notary availability, review Hours of Operation.
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