User Roles and Permissions Overview
The document outlines the different user roles available in Proof—Admin, Team member, Sender, Tech support, User manager, and Limited—detailing their specific permissions such as managing account settings, sending and editing transactions, creating templates, managing users, and accessing specialized data, with certain roles and features restricted to Premium or Enterprise tiers or Defend customers.
The short answer: Invite your colleagues to Proof while making sure everyone gets the right level of access. Most permissions are built into the role itself, but a few features can be granted separately as special permissions.
Roles
When adding new members to your account, choose from the following roles:
- Admin
- Team member
- Sender
- Tech support
- User manager
- Limited — Grants access only to transactions a user is specifically added to (as a collaborator or assigned notary); available in Biz, Title, and Lender portals.
Not sure which role fits? Use the table below to compare permissions before you send the invite.
Role Permissions Overview:
- Admin: Can edit account name, branding, billing; manage API keys and integrations; manage team security; send and edit their own new transactions; create and manage EasyLinks; send EasyLinks; create and manage templates; manage other users; interact with transactions created by others (view & edit); access Identity and Defend data (for Defend customers with fraud role); access reporting.
- Team member: Can send and edit their own new transactions; create and manage EasyLinks; send EasyLinks; create and manage templates; interact with transactions created by others (view & edit); access Identity and Defend data (for Defend customers with fraud role); access reporting.
- Sender: Can send and edit their own new transactions; send EasyLinks; send templates; available only to organizations on Premium or Enterprise tiers.
- Tech support: Can create and edit templates; view other users; available only to organizations on Premium or Enterprise tiers.
- User manager: Can manage team security; manage other users; available only to organizations on Premium or Enterprise tiers.
Note: Some settings can be configured at the account level to reduce access if desired. Identity and Defend data is available to Defend customers only, and the user must also have the Defend fraud role.
What the Limited role can access
The Limited role doesn't work like the roles above — it doesn't grant org-wide visibility at all. Instead, access is tied to the individual transactions a user is added to.
- Transactions: Can only view and act on transactions they're added to — either as a real estate collaborator or as an assigned in-house notary (IHN). Cannot create, recall, or see any other org transactions.
- Documents & contacts: On transactions they're added to, can upload documents, add or update annotations, add contacts, and send the transaction. Can download documents once a transaction is complete.
- Organization data: Cannot view other users, Reporting, Identities, or organization Settings.
- Meetings: Only visible if the user is also an in-house notary assigned to that meeting.
Special Permissions
Depending on your subscription, you can grant access to special permissions on top of a user's base role:
- Defend — Team members with Defend access can see additional details about a recipient's identity and personal information.
- Verify Agent — Verify agents can conduct Verify meetings to confirm a recipient's identity without a notarization.
- In-House Notary — In-House Notaries (IHNs) are your employees who hold a notary commission and can notarize documents for your customers. You can also enable overflow to the Notarize Network when IHNs aren't available.
Summary Checklist
- Choose a role for each user — Admin, Team member, Sender, Tech support, User manager, or Limited.
- Use the permissions table to confirm each role gets the right level of access before sending the invite.
- Remember that Limited (formerly Mortgage Closing Reviewer) only grants access to transactions a user is specifically added to — not org-wide visibility.
- Grant special permissions (Defend, Verify agent, or In-house notary) separately after setting the base role, if applicable.
Still unsure? Contact Proof Support for help.
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