Using In-House Notaries with Proof Title Pro
Proof's Title Pro platform allows businesses to add their in-house notaries at no additional cost by onboarding them through the Users tab, requiring their commissioning state and authorization for online notarizations, though state-specific requirements and fees for becoming a commissioned electronic or remote online notary—such as application fees, bonds, training, and insurance—are outside Proof's control.
Using Your Notaries FAQ
Can I add my notaries to my Title Pro account?
Yes! Proof allows Title Pro businesses to onboard their employee notaries to complete closings and other notarization needs on the platform.
If you're signing up for a new Title Pro account and want this feature enabled from the start, you can sign up for it during registration.
If you already have a Title Pro account, see the next FAQ for instructions on enabling this feature or requesting access if it isn't available.
How do I add my notaries to my Title Pro account?
To add notaries to your Title Pro account:
- 1.Go to the Users tab on the left side of your Pro dashboard.
- 2.Select the new user's role (Admin, Team Member, or Mortgage Reviewer).
- 3.You'll be prompted with the question: "Will this person notarize documents?" Select "Yes" and enter their commissioning state.
If you do not see the option after selecting a role, contact Proof Support to have the feature enabled.
Note: If your notary’s commissioning state isn’t listed, it may be because that state does not currently allow its notaries to perform online notarizations. Refer to the interactive map for state-specific information.
How much does it cost to add my in-house notaries?
There is no cost to add your in-house notaries to your Title Pro account.
However, requirements to become a commissioned electronic or remote online notary vary by state. Additional costs—such as application fees, surety bonds, state-required training, or errors and omissions (E&O) insurance—may apply and are outside of Proof’s control.
To learn more about commissioning requirements in your notary’s state and what is required to complete onboarding, select your notary’s state from the interactive map.
What does my notary need to get started with Proof?
Requirements vary by state, but generally include:
- A traditional notary commission
- Authorization to perform online notarizations
- Errors & omission (E&O) insurance
As part of the onboarding process, Proof provides notaries with a free digital certificate and electronic seal, and helps them create a digital signature. Certificates, seals, or signatures purchased from other vendors are not supported.
Will my notaries have access to platform training?
Yes! Proof Academy for Notaries offers training and guidance to help your notaries succeed on the Proof platform. Notaries gain access to Academy trainings and resources after submitting their notary profile for review.
This training is not mandatory for in-house notaries, but it is recommended for building confidence on the platform.
Who can I reach out to for support?
- For questions or assistance during onboarding, contact the Notary Onboarding team.
- For questions or assistance once your notary is live on the platform, contact the Notary Success team.
Incident Priority Levels
| Priority Level | Conditions |
|---|---|
| Level 1 | Critical Business Impact. The incident seriously affects the functionality of the services and cannot be circumvented such that most significant functionality is unavailable. |
| Level 2 | Significant Business Impact. The incident partially affects functionality but can be circumvented so most significant functionality is available. |
| Level 3 | Minimal Business Impact. The incident can be circumvented with only slight inconvenience and has no significant effect on usability. |
Conditions for Closure of Help-Desk Ticket
- Level 1 & 2: Considered resolved and closed when an Incident Resolution has been fully implemented.
- Level 3: Considered resolved and closed when either an Incident Resolution has been fully implemented, or 10 business days have elapsed since Proof’s communication of the information that Proof reasonably believes will resolve the incident (communicated by email to Subscriber’s designated contact), and Subscriber has not responded. The incident can be reopened later if not resolved.
On-Demand Notary Availability Downtime Credits
| Cumulative On-Demand Notary Availability Downtime (per calendar month) | On-Demand Notary Downtime Credit |
|---|---|
| Up to 240 minutes | No credit |
| 241-360 minutes | 1% |
| 361-480 minutes | 3% |
| 481-600 minutes | 5% |
| 601 minutes or greater | 7% |
Platform Availability Percentage and Downtime Credits
| Platform Availability Percentage (per calendar month) | Platform Downtime Credit |
|---|---|
| 99.9% or higher | No credit |
| 97% - 99.9% | 1% |
| 95% - 97% | 3% |
| 93% - 95% | 5% |
| Below 93% | 7% |
Incident Priority Response Times
| Incident Priority | Acknowledgement Time (During Business Hours) | Provision of Incident Resolution or Interim Process | If Interim Process is provided, Maximum Timeframe for Provision of Incident Resolution |
|---|---|---|---|
| Level 1 | 1 hour | 8 hours | 36 hours |
| Level 2 | 4 hours | 24 hours | 5 days |
Related
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.
In-House Notary Supplement
The In-House Notary Supplement, incorporated into the Proof General Terms, governs Subscribers' use of the Platform by In-House Notaries for notarizations related to Transactions, requiring Subscribers to grant limited access to In-House Notaries who must comply with registration, agree to terms, and provide updated Compliance Documentation including training, bonding, commissions, eNotary approvals, insurance, and digital certificates as mandated by Proof or applicable laws.
Real Estate Academy Training for In-House Notaries
The Real Estate Academy Training outlines the process for in-house notaries to join a company's Notarize account, including being added by administrators, creating a detailed notary profile with required commissions and state documents, purchasing a mandatory digital certificate exclusively from IdenTrust, and submitting the profile for final approval before performing notarizations on the platform.
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.
Create a Notary-Sourced Transaction Account – Proof Help Center
This guide details the step-by-step process for Notary-Sourced Transaction (NST) notaries to create and verify a new profile on the Proof platform, including obtaining online notarization authorization, submitting required documents such as commission and E&O policy, completing training and assessments, and setting up multi-factor authentication to become an active notary on the platform.
Why Can't I Be an On-Demand Notary? – Proof Help Center
To become an On-Demand Notary on the Notarize Network via Proof, you must hold a current commission in Florida, Nevada, Pennsylvania, Texas, or Virginia, but if your state is not active, you can still serve clients digitally as a Notary-Sourced Transaction (NST) notary while awaiting your state's inclusion, with updates available through Proof’s Compliance Map and waitlist.