Create an In-House Notary Account – Proof Help Center
The guide details the step-by-step process for In-House Notaries to create a Proof platform account, including obtaining state authorization for online notarizations, submitting required documents like a paper commission and digital certificate, completing training and assessments, and following account setup procedures such as receiving organizational invitations and enabling multi-factor authentication.
Audience: In-House Notaries (IHNs)
This is a complete walkthrough for setting up a new notary profile on the Proof platform as an In-House Notary (IHN).
Process Overview
- 1.Obtain online notarization authorization to perform notarizations in your state. Proof validates your RON commission approval, but you are responsible for obtaining approval from your Secretary of State's office.
- 2.Create your account and set up your profile using the process below.
- 3.Check your email for a message from Proof indicating your account status. Review can take up to 3 business days.
You cannot skip steps once the process is started, but you can save your progress and exit if needed. When you return, the system picks up where you left off except during the identity verification stage.
What You Need
Your profile is fully reviewed by Network Integrity Specialists before being provisioned to work on the Proof platform. All notaries must complete extensive platform training and pass a knowledge and platform assessment before becoming active.
You must upload the following documents to complete your notary profile:
- Copy of your paper commission
- Copy of your E&O policy (optional for IHNs)
- Must be insured for at least $25,000 to use the Proof platform
- Digital certificate from Proof (obtained when you register and create your notary account)
- Phone number that can receive text messages for multi-factor authentication
- Online notarization authorization to perform remote online notarizations (RON) in your state
Some IHN organizations may have been grandfathered in for the use of Identrust certificates.
Create Your Notary Account
- 1.Access: If you are not the org owner, you will receive an email invitation from your organization to join the Proof platform. Org owners can sign up on the Proof website. To act as a notary or have notaries working for you, sign up for the Premium plan.
- 2.Provide your information, then select Sign up. Make sure your name and email address are exactly as they appear on your commission and identification.
- 3.Check your email for a link from noreply@proof.com and select the button in your email to verify your email address.
- 4.Follow the prompts and select an option for multi-factor authentication to protect your account, and enter the generated code to continue. This is a required security measure for all notary accounts.
- 5.Select Let's get started to begin adding your notary information.
Onboarding Process
Notary Profile
Each tab in the onboarding process covers a different step:
Personal Information
Provide the details requested on the Personal Information tab. Required fields:
- First and last name (include middle name/initial if on your commission)
- Phone number
- Address (must match the one listed with the Secretary of State)
- Time Zone
- Whether or not you are an attorney
Optional: Years of online notarization experience, areas of specialty, and additional languages you speak fluently.
Common errors:
- The name entered for the notary profile does not match the name on the commission exactly.
Commission Details
Provide the information requested on the Commission Details tab. All fields are required:
- Commission Number (not required if your state does not issue commission numbers)
- Commission Expiration Date
- Upload a PDF of your paper commission
Oregon notaries: Required to upload a copy of your certificate of authorization. Your profile is paused while this document is reviewed.
Nebraska notaries: Required to upload proof of your RON authorization from your state.
Common errors:
- Uploading anything other than the traditional commission certificate
- Not signing and/or notarizing the traditional commission when required
- Entering the incorrect commission expiration date
Insurance Details
Provide your Errors & Omissions (E&O) policy information. As an IHN this is optional.
- E&O insurance provider
- Insurance amount (must be at least $25,000 if uploaded)
- Policy expiration date
- Upload a copy of your E&O Policy
Common errors:
- Entering the name of the insurance producer rather than the insurance provider or insurer
- Uploading an insurance policy with less than the $25,000 minimum coverage amount
Signature and Seal
Draw or upload your signature, initials, and create your seal. Follow your state laws and guidelines when creating your signature. The information you've entered into your profile generates your seal. Confirm the information before proceeding.
Upload your signature and initials:
- Select Upload an image and upload a previously captured image of your signature. If needed, draw your signature in ink on a blank white piece of paper and capture an image of it first.
- Once uploaded, crop and rotate the image as needed.
- Select Apply and Continue to access a slider tool to adjust the contrast of your signature.
- Agree to the terms and select Create and Apply.
Draw your signature and initials:
- Select Draw and use your cursor to draw your signature or initials. Select Clear to start over.
- Once satisfied, agree to the terms and select Create and apply.
You can download a copy of your seal to submit to your commissioning office if your state requires exemplar submission.
Common errors:
- Creating a signature that does not comply with specific state laws or guidelines
- Creating a text-based signature — all signatures must be handwritten
- Not removing all of the blue background from signatures & initials using the slider tool
Platform Training
As an in-house notary, platform training in Proof Academy is optional but highly recommended. It will help you effectively navigate the platform and handle notary meetings. You can start training after completing onboarding. If you're an IHN for a lender, select the help button in the upper right of your account to access training.
Platform training is required for IHNs in Montana or Wisconsin. You cannot proceed to identity verification until training is complete.
Proof Digital Certificate
Identity Verification
Make sure you have all the materials you need for identity verification as outlined in the Proof digital certificate quick start guide.
Select Begin Identification and follow the system prompts. When verifying your information, ensure it appears exactly as it does on your commission. If you need to edit your name to match your commission, go back to Personal Information to change it.
You are required to verify your identity with one primary form of identification, such as:
- Driver's License
- Passport
- Permanent resident card
- State ID card
You only need to upload one form of ID to complete identity verification.
Trusted Referee failover: If the automated system is unable to verify your identity documents, you may be connected with a Trusted Referee (identity agent) who will meet with you to verify your identity. You may need a supplemental form of identification depending on the failure type.
Digital Certificate
Your digital certificate is applied to every notarization you complete on the Proof platform. Select Generate Certificate to produce your certificate.
Check your state guidelines to determine if your state requires an exemplar or Statement of Officer. You may export that by selecting Export document.
Common errors: Obtaining a digital certificate with an incorrect name. The notary's first and last name on the digital certificate must match their commission exactly.
Profile Review
Your profile is submitted automatically to Network Integrity Specialists for review. You will receive an email when your account has a status update. Reviews can take up to 3 business days to complete.
Certain changes to your profile at any time could automatically move your account into non-compliance, during which time you cannot access the platform. Read more about notary profile changes that require review.
For the best chance of a smooth onboarding, review notary profile success and troubleshooting before getting started.
Summary Checklist
- Obtain RON authorization from your Secretary of State before signing up.
- Your name on your profile must match your commission exactly.
- Upload your paper commission, E&O policy (optional for IHNs), and complete identity verification.
- MT/WI IHNs: Platform training is required before you can proceed to identity verification.
- Generate your Proof digital certificate and expect up to 3 business days for profile review.
If you are still unsure, contact Proof Support for help.
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