Notary Capacities Overview
Proof supports three notary capacities—On-Demand Notary (ODN), Notary-Sourced Transaction (NST), and In-House Notary (IHN)—each with distinct setup processes and transaction scopes, where ODNs serve the Notarize Network's on-demand queue in select states, NSTs operate independently for their own clients, and IHNs work within organizations with permissions set by admins, all requiring review and approval before activation.
The short answer: Proof supports three notary capacities — On-Demand Notary (ODN), Notary-Sourced Transaction (NST), and In-House Notary (IHN). Each has different setup requirements and determines which transactions you can perform. All capacities require review and approval before going active.
Which Path Is Right for You?
- Independent notary working for yourself — You need an NST (Notary-Sourced Transaction) account. You'll use Proof to conduct notarizations for your own clients.
- Looking to join the on-demand queue and take calls from the Notarize Network (available in FL, NV, PA, TX, VA) — You need an ODN (On-Demand Notary) account. ODNs can also act as NSTs for their own clients.
- Notary employed by or working within an organization that uses Proof — You need in-house notary (IHN) permissions. Your organization's owner, admin, or user manager sets these up for you — you cannot configure this yourself.
Notary Capacities
On-Demand Notary (ODN)
An On-Demand Notary (ODN) is a commissioned notary who is part of the Notarize Network. ODNs take calls from the on-demand queue to serve signers who request a notary via notarize.com. ODNs can also function as an NST to serve their own clients.
Currently, the ODN capacity is available in: Florida, Nevada, Pennsylvania, Texas, and Virginia.
ODNs are fully reviewed by the Network Community Operations team before being provisioned, including an eligibility check, platform training, and a notarial knowledge and platform assessment.
Notary-Sourced Transaction (NST)
A Notary-Sourced Transaction (NST) notary uses the Proof platform to conduct and grow their own independent notary business. They notarize documents for their own clients, sending transactions through Proof or using a link for clients to upload documents. NSTs located in an ODN-capable state may also function as an ODN.
NSTs are fully reviewed by the Network Community Operations team before being provisioned, including an eligibility check, platform training, and a platform assessment.
In-House Notary (IHN)
An In-House Notary (IHN) is a commissioned notary who is a team member of an organization that uses Proof. They notarize documents on behalf of their organization as part of their day-to-day duties. Depending on the organization's overflow settings, a call may be routed to the on-demand queue if an IHN is unavailable. IHNs may not act as an ODN or NST while employed as an IHN.
IHNs are reviewed by the Network Community Operations team before being provisioned. Platform training is only required for IHNs commissioned in WI or MT.
Requirements for Notaries Per Capacity
A notary may hold both ODN and NST capacities simultaneously, depending on their state. IHNs cannot hold additional notary roles while employed by an organization.
- Traditional and RON Commission: Required for ODN, NST, and IHN
- Proof Digital Certificate: Required for ODN, NST, and IHN
- Proof Platform Training: Required for ODN and NST; required for IHN only in WI & MT
- Notary Skills Training: Required for ODN and NST
- Signature & Seal provided by Proof: Required for ODN, NST, and IHN
- NNA number: Required for ODN; optional for NST and IHN depending on their state
- NSA certification training and exam: Required for ODN
- NSA required background check: Required for ODN
- E&O insurance: Required for ODN; optional for NST and IHN
- Account payment (notary pays Proof fees): Required for ODN and NST
- Signer payout (Proof/signers pay the notary): Required for ODN and NST
Notes:
- 1.NNA number is required for ODNs; optional for NSTs and IHNs depending on their state.
- 2.ODNs who act as NSTs must collect payment from their signers outside of the Proof platform.
Summary Checklist
- Identified which notary capacity applies to your situation (ODN, NST, or IHN).
- Reviewed the requirements for your capacity in the table above.
- Followed the setup link for your capacity to begin the application process.
- Understood that all capacities require Network Community Operations team review and approval before going active.
If you are still unsure, the support team is available to help.
Related
Notary-Sourced Transactions (NST) Overview – Proof Help Center
The Notary-Sourced Transactions (NST) Overview from Proof Help Center explains that properly commissioned notaries in specified states can use Proof's platform to independently run their Remote Online Notarization (RON) business—managing clients, setting fees, and utilizing features like secure digital certificates, multi-factor authentication, session recordings, flexible billing, and training resources—all while ensuring compliance with state-specific requirements.
On-Demand Notary Overview
The Proof platform enables On-Demand Notaries (ODNs) in Florida, Nevada, Pennsylvania, Texas, and Virginia who have completed National Notary Association (NNA) training and background checks, hold NSA certification, and possess at least $25,000 in Errors and Omissions insurance, all verified and uploaded through their Proof notary profile before they can accept on-demand notarization requests.
Estate Planning with Proof: Remote Execution for Estate Documents
Proof is a technology platform enabling remote electronic execution of estate planning documents like wills and powers of attorney, but it is not a law firm, does not provide legal advice, and requires users to consult their own legal counsel to ensure compliance with varying state laws and document types before using its e-signature and remote online notarization services.
Notary Profile Success and Troubleshooting – Proof Help Center
The article explains that notary profile activation on Proof is delayed primarily due to incomplete onboarding steps—such as submitting personal info, commission, NNA ID, E&O, signature, seal, training, identity verification, and digital certificate—and waiting for state RON approval, with the Network Community Operations team reviewing completed profiles within 1–2 business days to ensure compliance before activation.
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.
Why RON is Critical to Stopping Deed Fraud
The article explains that rising deed fraud in the U.S. threatens homeowners' valuable assets, and highlights how remote online notarization (RON) combats this by employing rigorous multi-step digital identity verification—including knowledge-based authentication, extensive credential analysis with over 25 checks, and manual notary review—thereby creating a more trustworthy record than traditional in-person notarizations and helping to prevent fraudulent property transfers.