Business Academy Training For In House Notaries | Proof
The Business Academy Training for In-House Notaries outlines the process for joining a company's Notarize account, including how account administrators add notaries, how notaries build their profiles by submitting required documentation and purchasing a specific digital certificate from IdenTrust, and the subsequent 1-2 business day review and approval process by the Notary Onboarding Team before notarizations can be performed on the platform.
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
In-house notaries must be added to the Notarize platform by account administrators. This process involves step-by-step guidance to help you get started.
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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 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.
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How to submit your notary profile for review and approval
When ready, you should submit your notary profile for final review by the 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 the 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 the platform, subsequent changes to your notary profile may trigger an additional review by the 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 the Notary Onboarding Team that will contain a link to the In-House Notary training platform, Knowledge@Notarize. This training can be completed while you wait for your notary profile to be approved.
How to use "Personally known to notary"
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.
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Notarize's "Overflow" feature and using on-demand notaries
Notarize's "Overflow" allows your business to use the on-demand network of notaries as backup when your in-house notaries are unavailable. This ensures that no call goes unanswered and all documents are completed in a timely and efficient manner.
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Incident Priority Levels and Support
Priority Level Definitions
- 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 is available.
- Level 2: Significant Business Impact. The incident partially affects the functionality, but can be circumvented so that most significant functionality is available.
- Level 3: Minimal Business Impact. The incident can be circumvented such that the services can be used with only slight inconvenience. The problem is insignificant and has no significant effect on usability.
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 either (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 the subscriber’s designated contact), and the subscriber has not responded. The incident can be reopened later if it has not been resolved.
On-Demand Notary Availability Downtime (per calendar month)
- Up to 240 minutes: No downtime credit
- 241-360 minutes: 1% credit
- 361-480 minutes: 3% credit
- 481-600 minutes: 5% credit
- 601 minutes or greater: 7% credit
Platform Availability Percentage (per calendar month)
- 99.9% or higher: No downtime credit
- 97% - 99.9%: 1% credit
- 95% - 97%: 3% credit
- 93% - 95%: 5% credit
- Below 93%: 7% credit
Incident Priority Response Times
| Incident Priority | Acknowledgement Time (Business Hours) | Provision of Incident Resolution or Interim Process | If Interim Process Provided, Max Timeframe for Resolution |
|---|---|---|---|
| Level 1 | 1 hour | 8 hours | 36 hours |
| Level 2 | 4 hours | 24 hours | 5 days |