Assign In-House Notary Permissions for a New or Existing User
This guide instructs organization Owners, Admins, or User Managers on how to assign in-house notary permissions by either enabling notarization during a new team member invitation—selecting their commission state and languages—or converting an existing user by editing their role to toggle notarization on and selecting their commission state, after which the user receives an invitation to complete their notary profile on the Proof platform.
Audience: Organizations
This guide explains how to assign in-house notary permissions when inviting a new team member or converting an existing user to an in-house notary. This feature is available to users with the Owner, Admin, or User Manager role.
Note: This article is for organization owners, admins, and user managers assigning notary permissions to a team member. Independent notaries should refer to the appropriate setup instructions for their own accounts.
Invite a New In-House Notary
When inviting a new team member, follow these steps to enable them to perform notarizations on the Proof platform:
- 1.Toggle the switch next to Will this person notarize documents? to the ON position.
- 2.Select the state by which the notary is commissioned from the dropdown menu.
- 3.Check the box next to the languages that the notary speaks fluently.
- 4.Select Send invite.
The new user will receive an email to set up their account. They can follow the instructions to complete their Proof notary profile.
Convert an Existing User to an In-House Notary
To update an existing user's permissions so they can perform notarizations:
- 1.Select Users from the navigation panel on the left.
- If the panel is not visible, select the caret to expand it.
- 2.Select the 3 vertical dots next to the user you want to update.
- 3.Select Edit role & permissions.
- 4.Toggle the switch to ON for "Will this person notarize documents?"
- 5.Select the notary's state of commission.
- 6.Select Save changes.
A link will appear in the dashboard of the converted user, inviting them to create an in-house notary account.
Summary Checklist
- You are an Owner, Admin, or User Manager on the account.
- Toggle Will this person notarize documents? to ON and select their commission state.
- Direct your new notary to complete their profile setup.
Still unsure? Contact Proof Support for help.
Related
Invite a New User – Proof Help Center
The Proof Help Center guide explains how organization admins can invite new users—such as admins, team members, or in-house notaries—by selecting the correct organization, navigating to the Users page, entering the new user's name and email, assigning a role and any specific permissions (Proof Defend, in-house notary, Verify agent), and sending an invitation email for account setup, with additional support available if needed.
Switch Between Parent and Child Organizations – Proof Help Center
As an owner or admin of a parent organization in Proof, you can switch to any child organization via the switch icon in the upper left corner to manage its transactions, users, and settings with full access, and signing out while switched returns you to your home organization upon next login, with the option to upgrade to Command Center for managing multiple child organizations centrally.
Change the Video Background for Notary Meetings – Proof Help Center
Notaries can enhance their video meeting appearance by blurring or replacing backgrounds through A/V settings or during meetings, while NSTs, ODNs with NST capabilities, IHNs with admin rights, and organization admins can upload or set custom background images via brand customization settings, provided the images meet specific size and policy requirements.
Invite New Team Members via Command Center
Organizations using Command Center (an add-on for Business Premium and Enterprise customers) can invite new team members by navigating to User Management, selecting the appropriate home organization—choosing the root organization if Command Center access is needed—filling out the invitation form, toggling access permissions (Command Center, Verify, or IHN), and sending the invitation, with these actions permitted for Command Center owners, admins, and user managers.
Edit API-Created EasyLink Settings – Proof Help Center
The Proof Help Center guide explains how organizations can edit API-created EasyLink settings—such as name, payer, signer annotation permissions, ID requirements, transaction details, and signer limits—by logging into their account, navigating to Settings > API Keys, and adjusting options like allow_signer_annotations, require_secondary_photo_ID, external_ID, transaction_type, transaction_name, transaction_doc_category, min_signers, and max_signers, with a maximum of ten devices allowed per meeting including at least one notary and one signer.
Company Structure: Parent and Child Organizations – Proof Help Center
The Proof company structure organizes multiple organizations into a hierarchy with root, parent, and child organizations—where parent organizations can manage settings and access data of their child organizations, users have a home organization determining their access, and certain settings like logos and configurations can be inherited from parent to child, with a maximum hierarchy depth of four levels and management facilitated via Command Center.