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.
The short answer: This article covers common reasons why a notary profile may be delayed during onboarding and what you can do to reach compliance and activation faster. It applies to all notary capacities.
Proof's thorough approach to compliance sets us apart from other remote online notarization (RON) vendors and protects your assets on the platform. The Network Community Operations team reviews your credentials to ensure you are legally authorized to complete notarizations. You will be unable to complete transactions until your profile is fully complete and approved.
Once you complete all required credentials, the Network Community Operations team will review your profile and respond within 1–2 business days.
Overcoming delays in notary onboarding
Non-Compliance Reason & Corrective Action:
-
Incomplete notary profile:
- To reach a completed profile, a notary must provide the following credentials during initial onboarding:
- Personal information
- Traditional Commission upload
- Enter NNA ID and sync NSA Training Exam and Background dates (on-demand only)
- Upload E&O information (on-demand only)
- Generate Signature and Seal
- Complete Proof Academy platform training and assessment
- Pass Identity Verification
- Generate Digital Certificate
- Once you have reached a completed profile the Network Community Operations team will be notified automatically and you will receive a Welcome Email. Within 1–2 business days, they will begin a full review of your credentials for compliance.
- To reach a completed profile, a notary must provide the following credentials during initial onboarding:
-
Waiting on RON approval from the state:
- Notaries are responsible for working with their state directly to obtain authorization to complete remote online notarizations. Proof must validate RON compliance using state tools prior to a notary becoming active.
- To prevent delays, ensure you have begun an application with your state for authorization to conduct RON. In most states, this is a separate application process from the traditional commission.
-
Incomplete Proof Academy platform training:
- You must fully complete Proof Academy platform training and assessment before the Network Community Operations team will review your profile.
- Platform training is required for all on-demand and notary-sourced capacities, and in-house notaries commissioned in WI and MT. It is recommended for in-house notaries in all other states.
-
Received email requesting profile corrections:
- Check your email inbox and spam folders for communication from the Network Community Operations team. You may also access your open tickets by logging into your notary account and selecting the Help Center option (under the question mark icon). Once in the Help Center, select Requests from the drop-down under your name.
-
In final review but not yet compliant:
- The Network Community Operations team conducts a final check after all profile corrections have been made. This is the final step prior to becoming active. Following this step, you will receive a confirmation email.
Tips for success (and faster activation)
- 1.Read all directions from the Network Community Operations team in their entirety to ensure no required step is missed.
- 2.Check junk and spam folders for emails from the Network Community Operations team that require action.
- 3.Upload all required credentials at once and accurately to avoid corrections and delays.
- 4.Ensure your notary profile name matches the name on your state-issued commission document.
- 5.Maintain communication in open tickets rather than creating new tickets for the team.
- 6.After making requested profile changes, reply back to the Network Community Operations team from your open profile corrections email to let them know you're done.
- 7.Changes made to your profile after activation may cause your account to be put into non-compliance. You cannot access the platform until Network Integrity reviews the update.
Communication and response time
For the fastest response, reply directly to emails from the Network Community Operations team. Notaries with active and open onboarding tickets are prioritized first in the team's queue.
Please allow 1–2 business days from your most recent reply for a response.
Important: Each back-and-forth exchange between you and the Network Community Operations team resets the 1–2 business day response clock. Make all necessary profile corrections at once to ensure quick onboarding.
Summary Checklist
- All required credentials submitted: personal info, commission, NNA ID (ODN), E&O (ODN), signature/seal, training, identity verification, and digital certificate.
- Profile name matches your state-issued commission document exactly.
- Check inbox and spam for emails from the Network Community Operations team.
- Reply to existing tickets rather than creating new ones for faster resolution.
Still unsure? Contact Proof Support for help.
Related
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Notary-Sourced Transactions (NST) Overview – Proof Help Center
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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.