To start creating a new entry, click "Create journal entry"
Alert: Note - creating a new journal entry is the same thing as creating a new draft; all new entries are considered drafts until you finalize and complete them. You can leave the entry creation process at any time, leaving that entry as a saved draft
Step 1 - Select notarization date, time, commission information, and location
Use this dropdown to select the correct notary commission profile. Your default one will be selected automatically
Tip: Some users are commissioned across multiple states, so it is important to select the correct commission profile. Also, when an old commission expires, we recommend creating a new commission profile to separate your entries accordingly
Select the appropriate notarization date & time here. Remember, you can backdate entries.
This section also allows you to select a different timezone and the notarization type (in-person, electronic or RON)
Select the location where the signing is taking place
Tip: There are 4 ways to set your location
Clicking "Detect" will use your devices location and autofill the appropriate fields (ensure you have your permissions settings for your device set to the appropriate level)
Loading a saved location
Start typing in the "Search address" field to search via Google Maps
Manually enter the location information
You can also save a location based on the current address fields by clicking "Save"
For more information on favorite locations, read here
Click "Next" at the bottom to move on to step 2
Step 2 - Adding signers & document witnesses, along with their identifying documents
To add a new signer, click "Add Signer"
Tip: When adding a signer or a document witness, you can choose to add a client from your existing client list OR add a new signer/document witness. If you add a new signer or document witness, our system will automatically log that person in your master client list for future use and reference
Select "Add an Existing Client as a Signer" to use someone from your master client list. This allows you to associate this notarization with that client and reuse their identification information for a faster experience. For a detailed guide on the master client list, read here
Search for the client in your master client list and select them
Select an identification option, such as "Personally Known" or "Identification". Selecting "Identification" will bring up the option to add a new ID or reuse an ID that is already associated with that client
Alert: Alert! Depending on your state law, you may still be required to physically see and verify the validity of the clients ID even though the system will be inputting the ID fields for you. Please ensure you are doing your best to remain compliant with your state laws pertaining to how to properly identify a signer
Click "Acknowledge" on the legal notice if you are reusing an existing ID
If you are adding a signer for the first time (most common), click "Add a New Signer"
Enter the signer's first and last name and select how you are identifying them. In this example, we will be identifying them using a tangible identification such as a drivers license
Scan their ID (if it is a supported ID type) or manually enter their ID information in the fields provided. You can also access your scanning preferences from here, allowing you to selectively omit fields from ID scans. To learn more about scanning IDs, read here
Click "Save" to finalize the ID information
Tip! You can add multiple identifications for a signer by clicking "Add another identification" before moving on. This is not common
Once you are done adding signers and document witnesses, click "Next" to move on to step 3
Step 3 - Fees, documents & notes
Signing packages can be accessed at the top, allowing you to quickly input a saved signing package. For reference, signing packages can also be saved here in real time by adding the documents, fees and notes that you want included in that signing package and clicking "Save Package" in the Signing Packages section. To learn more about signing packages, read here
Alert: Once a signing package is added, you can add/remove documents, notes and fees without altering the original saved signing package. All changes will be reflected in the current journal entry only
Enter the Notary fee and any additional fees here in the "Fees" section
Click "Add" to choose which documents are being notarized
Use the plus or minus buttons to add/remove documents. You can also use the search bar to search in real time, or create new document types here
Once all of the documents have been selected, click "Add #" at the top, indicating how many documents you are adding to this journal entry.
To learn more about your document library, read here
Alert! Don't forget to click "Add" at the top once you are finished selecting your documents. Documents are not added to the entry by clicking the + or - buttons only.
Once the documents are added, remove any signers from documents they are not associated with by clicking on the checkmark next their name. An example of when this would be required is when you have a title only spouse who is not signing all of the same documents as the other signer. Document witnesses added in step 2 will also appear here to be associated or disassociated with any documents accordingly
Alert:
All signers added back in step 2 will be automatically associated with all documents added in step 3, meaning that you have to manually remove any signer from any document they are not associated with.
All document witnesses added back in step 2 will NOT automatically be associated with any documents added in step 3, meaning that you have to manually associate any document witnesses with the appropriate documents
Step 4 - Signature collection
Click "Add Signature" for the first signer. We also support a workflow for capturing a signature by mark
The screen will turn horizontal. Use a stylus or finger to capture the signers signature and then click "Save"
Repeat the same process to capture the other signer's signatures
Click "Next" to proceed
Click "Next" to skip the fingerprint step if not required. Otherwise, capture signatures on this step.
Tip: You can also remove the fingerprint collection step altogether from the settings menu.
Final Review
Confirm that all of the information has been collected and click "Confirm"
Review the final instructions and complete the signing
