Schedule a Transaction – Proof Help Center
The Proof Help Center explains that title agents, lenders, and business users can schedule signer access to transactions using three options—No Restrictions, Date Window, or Scheduled Date—where real estate organizations have full access to all options for notarizations and eSignatures, business organizations with in-house notaries can use date windows for notarizations, and scheduling controls when signers can start, must finish, or attend notarization meetings, with automatic email notifications and the ability to enable buffer time for identity verification.
Audience: Organizations
As a title agent, lender, or business user, you can control exactly when signers are able to access and complete their transactions. You have three scheduling options: No Restrictions, a Date Window, or a Scheduled Date — availability depends on your organization type.
Scheduling Compatibility
Not all scheduling options are available for every organization type. Here's what applies to you:
Real Estate Organizations
- Can use all three scheduling options for both notarizations and eSignatures.
Business Organizations
- Can use date windows for notarizations only if your organization has in-house notaries (IHNs).
Your Scheduling Options
When creating a transaction, select one of the following options under Signing Details:
- No Restrictions: Signers can access and complete the transaction as soon as it is sent. Best for standard transactions with no firm deadline.
- Date Window: Sets an activation date (start) and/or an expiration date (end). Best for transactions that must start on a specific date or have a hard deadline.
- Scheduled Date: Sets a specific date and time for the notary meeting. Best for high-priority closings that require a synchronized meeting time.
How Scheduling Affects Signers
The dates you set automatically trigger specific behaviors and email notifications for your signers:
- Future activation dates: Signers receive an email notification immediately but cannot proceed until the activation date arrives.
- Expiration dates: Signers see the expiration date in their email. Once it passes, the transaction link no longer works.
- Scheduled meetings: Signers cannot enter the session before or after the scheduled time.
Pro tip: Enable buffer time to allow signers to complete identity verification and document review shortly before a scheduled meeting starts.
Set a Date Window
Available for real estate organizations (all transaction types) and business organizations with in-house notaries (notarizations only).
- 1.Under Signing Details when creating your transaction, select Date Window.
- 2.Select the From and To fields to open the calendar and choose your dates.
- 3.Complete the remaining transaction details and send.
You can set a start date without an end date if you want the transaction to remain open indefinitely after it activates.
Schedule a Specific Date and Time
Available for real estate organizations (all transaction types) and business organizations with in-house notaries (notarizations only).
- 1.Under Signing Details when creating your transaction, select Scheduled Date.
- 2.Select the Date field to open the calendar and choose your preferred date.
- 3.Select a specific time from the Time dropdown. You can leave this blank to allow the signer to complete the transaction at any point on that day.
- 4.Confirm the time zone is correct. Select the time zone to adjust it if needed.
- 5.Complete the remaining transaction details and send.
Summary Checklist
- Real estate organizations can use all three scheduling options for notarizations and eSignatures.
- Business organizations with IHNs can use date windows for notarizations only.
- Signers are automatically notified by email of all activation and expiration dates.
- Date windows do not require an end date — you can set a start date only if you want ongoing access after activation.
Still unsure? Contact Proof Support for help.
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