Review Stavvy Notaries most frequently asked questions
Meeting Prep
Q: How do I help my Signers prepare for a meeting?
A: Send them the following resources so they know what to expect, and what to bring.
Q: What if I am unavailable and need to switch notaries?
A: From the Meeting Details page, scroll to Attendees. Click the More actions button to the right of the Notary name and click Reassign. Here you can reassign to a different notary within Stavvy, or invite a Notary**
**Please note that an invited notary will need to login to Stavvy and complete their Notary Profile before they are authorized to run a RON signing**
Q: Can I invite people like real estate agents to the meeting? (ie. someone who would not be filling out paperwork?)
A: Yes! Add them to the meeting as an “Observer” instead of a "Signer"
Q: What would a witness be considered as a meeting attendee?
A: "Signer" if they need to sign Documents, “Observer” if they do not need to sign Documents
Q: Does a user within the organization have the ability to schedule a meeting for another user in the platform?
A: Yes, anyone within the organization with an approved Notary Profile can be assigned as the notary/host of any meeting
Q: Will I need to bring anything to the meeting?
A: You will want to ensure you are verified as a Notary through Stavvy ahead of the meeting. Verified Notary profiles will say Notary Profile approved by Stavvy Support Team in the Stavvy Approval tab of your Notary Profile (see below).
Other than that, nothing is required to bring to the meeting
If you need more information on how to set up your Notary profile, click here.
Q: Can two Signers be on the same device at the same time?
A: Yes. They will choose if they are joining by themselves or together upon joining the meeting. This article can be sent to signers ahead of the meeting to show them how!
Q: Can you reschedule a meeting?
A: Yes - on the Meeting Details page on the upper right-hand side, you can click Actions and Reschedule
Q: What if the client does not have a cell phone to complete their ID verification?
A: Currently they are not eligible for a RON session within Stavvy as the ID verification process requires a cell phone with a camera.
If they have a phone but cannot receive text messages, they can complete the ID verification with their phone using a QR code. See instructions in this guide
Q: Can I have a meeting if my "Signer" has an international phone number?
A: "Signers" may obtain a unique telephone number or route messages to an email address by engaging third party applications offering such a service, such as Google Voice or TextNow***
***By referring to these third party applications, Stavvy does not endorse such applications or its functionality***
Documents
Q: Is there a limit to the number of documents you can add to a meeting?
A: No
Q: What is the maximum size for Documents added to Meetings?
A: 100 MB
Q: Can I send out documents to be reviewed/signed before the meeting?
A: Yes, utilizing our Document Preview setting documents can be sent to the signer prior to the meeting. Documents can be viewed in the Signer Portal.
Q: How do text fields annotations work?
A: Text fields can be left blank, and the client will be able to type in this field when signing. Or text fields can have text added to them (ex: Add phone number here: ), and when signing the client can add text to this field.
Text field annotations can be required or optional fields
Q: What will the date annotation field show as on a signed Document?
A: The date that the client is signing will populate
Running the Meeting
Q: How do I join the meeting?
A:
- Click on the Meeting within Stavvy, and click the purple Join meeting button under the meeting date and time
- Click Actions and select Join meeting from the dropdown
- Additionally, you can join a meeting from the Meeting email invite you received
Q: My client cannot find the link to join the meeting
A: From the Meeting Details page, click on the More actions button and select Resend Invite
Q: My Signer is having issues with the access code
A: Double that the Signer is attempting to login on a laptop/desktop. The recommended Browser for Stavvy Meetings is Chrome. Additionally, the Signer can only access the meeting 30 minutes before the scheduled time.
Q: What access does the Observer have to the meeting?
A: The Observer can join the meeting and view the documents but cannot sign. The Observer will also not complete ID Verification.
Q: What happens if a client fails the KBA?
A: MISMO requires the client to pass the KBA within 2 attempts. If they fail 2x, they must wait 24 hours before attempting again. This means the signing meeting will need to be rescheduled.
Q: Are the screens that the Signers see the same as mine?
A: To start, Signers will see all participants. Once you click Start Signing, all participants will see the document set that you’re on. Once you click Go to first field, the participants are automatically directed to the page where the first annotation is
Q: Can two people sign at the same time?
A: Yes - If there are multiple Signers on multiple devices they can complete annotations simultaneously. If they are joining on the same device, they will take turns annotating.
Q: My clients name is misspelled in their signature and we are still in the meeting
A: Follow this guide to fix it!
Q: Can you have Clients sign documents at a different time?
A: Yes. From the Meeting Details page click Actions, then select Add Meeting Select which Signers should be present at this meeting. You will only notarize after the last Signer has signed.
Q: Does the meeting end if you go over the meeting length?
A: It does not. The meeting time that is selected when creating the meeting is only for adding the Meeting to an external calendar such as Google Calendar.
Post Meeting
Q: Help! I forgot to add an annotation to the document, but the meeting is complete
A: See the following guides on adding missing notary annotations or adding missing client annotations once a meeting is completed
Q: How do I access my documents post-signing?
A: Click on the Meeting Details page, and go to the Documents tab. To download the documents click on the check box beside the documents you wish to download and click the Download icon- or click beside the document and select the Download button. The documents will download as a Zip folder.
Q: How long will the Documents be available to view
A: A minimum of 10 years
Q: Does the notary have access to the recording of the meeting?
A: Yes, after the Meeting notaries and admins are able to request a recording of the meeting, after the meeting has finished processing.
Click the Actions button at the top of the Meeting Details page and select Request recording or click the Download recording button under the meeting date and time.
*Processing times will vary based on the length of the meeting.
Q: Does the Signer or Observer have access to the recording?
A: No
Q: Will the recorded video show the document(s)?
A: No
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