Complete a Co-Located Signing – Proof Help Center
Co-located signing in Proof allows up to 10 participants—including at least one notary and one signer, with a maximum of two witnesses—to complete a transaction together on a single device, requiring each signer to verify their identity separately, with specific setup instructions depending on whether signers initiate the transaction or receive invitations from an organization, and detailed steps to start, select signers, review documents, and proceed with notarization.
The short answer: Co-located signing is for transactions where all signers are physically together and share one device to use Proof. Each signer must separately complete identity verification. For other multi-signer transaction types, see the Multiple-signer transactions overview.
Co-located Signing
- A total of 10 devices can connect to a meeting. One must be a notary and one must be a signer; the rest can be any combination of participants (signers, real estate contacts, etc.), with a maximum of 2 witnesses.
Setting Up the Transaction
Signers Initiate Their Own Transaction
- Each signer uses their own email address.
- Only 2 co-located signers are supported on mobile. For more than 2, start on a computer.
- Some signers may be required to join from a separate device — Proof will indicate this if it applies.
Organization Sends the Transaction
- Each signer receives their own invitation email at their own email address.
- When a signer opens their invitation, they'll be prompted to indicate whether they're signing together or joining from a separate device.
- Signers can use any device to complete the transaction, regardless of how many signers are present.
If these signers want to use Proof for their own transactions later, they can create individual accounts at that time.
Complete the Transaction
- 1.
Start the Process
- Open the email from Proof and select the button to begin. The Proof site opens — select Notarize Now to continue.
- 2.
Select the Signers
- Confirm all signers are physically present and sharing the same device, then select Continue.
- For organization-sent transactions: the signer who initially opens the email is automatically selected and must be present before moving forward.
- 3.
Review the Documents
- Review the documents before joining the notary meeting. If you spot an error in the document content, select Report a Document Error to flag it.
- 4.
Verify Identities
- In some cases, you'll receive a code via email and must enter it before continuing. Each signer then completes identity verification separately.
- 5.
Join the Meeting
- Grant the Proof website permission to access the camera and microphone, then select Join Now to enter the meeting and complete the transaction.
Summary Checklist
- All signers are physically present in the same location and sharing one device.
- Each signer has access to their individual invitation email.
- If using a mobile device, confirm there are no more than 2 signers — or switch to a computer.
- Each signer completes identity verification separately.
- Camera and microphone access is enabled on the shared device.
Still unsure? Our support team is happy to help. Submit a support request or chat with us from any page in the app.
Related
Medallion Signature Guarantees vs. Remote Online Notarization: Different Tools, Different Risks
The article explains that medallion signature guarantees (MSG) and remote online notarizations (RON) serve distinct purposes—MSGs, issued only by eligible financial institutions, provide a financial warranty verifying the authenticity, appropriateness, and legal capacity of securities transfer signatures, while RONs, performed by notaries, confirm signer identity and willingness for legal documents without guaranteeing the transaction's validity—highlighting that confusing these tools can cause transaction delays and legal risks.
How To Run a Smooth eClose | Proof
The article explains that transitioning from slow, error-prone paper closings to efficient eClosings—either hybrid, involving some in-person digital signatures, or full, entirely remote digital processes—requires lenders and title teams to implement essential components like eSignatures, online notarization, eNote filing, identity verification, and secure document storage, while emphasizing thorough preparation, workflow tracking, and continuous improvement to ensure compliant, fraud-resistant, and borrower-friendly digital closings.
Proof Link Supplement
The Proof Link Supplement, effective September 29, 2023, governs Subscribers who incorporate links directing potential customers to Proof websites, requiring them to market services only under Proof Marks, maintain all necessary legal authorizations, and refrain from illegal or unethical practices while exercising their rights and fulfilling obligations under the agreement.
Fill Out Documents Before a Meeting – Proof Help Center
The Proof Help Center explains that with the "Sign Ahead" feature, users can fill out text fields, checkboxes, radio buttons, and dates on non-notarized documents before meeting with a notary, but cannot complete fields or signatures on notarized documents until the meeting, and after completing all available pre-meeting fields, users select "Next document" to review others and then "Continue" to verify identity and join the notary meeting.
Proof Legal Glossary
The Proof Legal Glossary, last updated June 19, 2026, defines key terms related to Proof's digital notarization and certification services, including fees, legal entities, API access, electronic signature laws, notary regulations, business definitions, service capacities, and specific platform features like Certify and Close for securing digital content and conducting real estate transactions remotely.
EasyLinks Capabilities
EasyLinks is a no-code tool that enables teams to quickly create and manage custom shortlinks for streamlined identity verification, document templating, signer uploads, and automated digital authorization workflows, with all completed transactions accessible within the Proof Business account to enhance security and efficiency.