Waiting Room for Meetings with Multiple Signers
The Waiting Room feature, available only to organizations with concurrent signing enabled, holds all multiple signers together after identity verification and before the notary joins, allowing them to start the meeting simultaneously or proceed with split signing if permitted, with real-time updates on signer arrivals and automatic connection to the notary once all are present.
The short answer: When a transaction has multiple signers, the Waiting Room holds everyone together before the notary joins, so the meeting starts with all parties present at the same time.
The Waiting Room is only available for organizations with the concurrent signing feature enabled.
1. Join the Waiting Room
After verifying your identity, select Start Meeting to enter the notary meeting.
2. Join the Meeting
If the transaction has multiple signers, you're automatically placed in the Waiting Room until the others join. The screen updates in real time as they arrive. From here, you can:
- Wait for the other signers to join (concurrent signing).
- Click Continue without others to proceed with split signing, if the organization allows it.
- If the organization requires all signers to appear at the same time, this option is not available.
- Leave the meeting.
Once all signers have joined the Waiting Room, everyone is routed to the queue for the next available notary.
When a notary picks up the call, all signers in the Waiting Room are connected to the meeting at the same time.
Mobile web experience may differ slightly.
Summary Checklist
- Verify your identity to unlock the Start Meeting button.
- Wait for other signers to join — the screen updates automatically.
- Once everyone's in, you'll be connected to the notary automatically.
Still unsure? Contact Proof Support for help.
Related
Recipient Experience FAQs
The Business Pro plan on Proof supports multi-signer transactions through co-located signing (multiple signers together on one device), split signing (signers in different locations signing separately with separate fees), and concurrent signing (signers in different locations signing simultaneously in one meeting), requires individual identity verification for each signer, allows inclusion of representative signers, and supports various types of witnesses via the Notarize Network.
Complete a Co-Located Signing – Proof Help Center
Co-located signing in Proof allows up to 10 participants—including at least one notary and one signer, with a maximum of two witnesses—to complete a transaction together on a single device, requiring each signer to verify their identity separately, with specific setup instructions depending on whether signers initiate the transaction or receive invitations from an organization, and detailed steps to start, select signers, review documents, and proceed with notarization.
Fill Out Documents Before a Meeting – Proof Help Center
The Proof Help Center explains that with the "Sign Ahead" feature, users can fill out text fields, checkboxes, radio buttons, and dates on non-notarized documents before meeting with a notary, but cannot complete fields or signatures on notarized documents until the meeting, and after completing all available pre-meeting fields, users select "Next document" to review others and then "Continue" to verify identity and join the notary meeting.
Knowledge-Based Authentication
Knowledge-Based Authentication (KBA) is a secure identity verification process requiring users to answer at least four out of five personalized questions within two minutes, generated from their personal and credit history using their legal name, U.S. address, birthdate, and last four digits of their Social Security number or ITIN, with up to three attempts allowed within 48 hours and specific wait times between retries to ensure safe digital notarization.
Template Service Description
The Template Service is a value-added offering governed by Proof's General Terms that automates transaction preparation by using subscriber-provided, sanitized, first-generation or searchable PDF sample documents to create standardized, automatically tagged templates, with subscriber collaboration and quality testing to ensure timely and minimal human interaction in document processing.
EasyLinks Capabilities
EasyLinks is a no-code tool that enables teams to quickly create and manage custom shortlinks for streamlined identity verification, document templating, signer uploads, and automated digital authorization workflows, with all completed transactions accessible within the Proof Business account to enhance security and efficiency.