Whether you are creating a new standalone meeting or creating a meeting from a file/order, IPEN is available for your transaction. Read below to learn more!
- What is IPEN?
- Preparing an IPEN Meeting
- IPEN Signer Verification
- Signing Documents
- After the Meeting
- Video Walkthrough
What is IPEN?
IPEN = In-Person Electronic Notarization
IPEN is an electronic notarization meeting held in person. While at the same physical location, the client and notary signatures, as well as the notary seal, are applied electronically on one device.
Click here to review the technical requirements to use IPEN in Stavvy
Preparing an IPEN Meeting
- On a computer or laptop access Stavvy, click Create New at the top left corner
- Select IPEN
Add details of the IPEN meeting, including meeting type, property address, date and time of the meeting, and physical location address of the meeting, click Next once finished
Note: The first address entered is the address of the property being purchased, refinanced, etc. The second address entered is the address where the in-person meeting will take place
- Add Attendee Details for the signers and Notary, click Create once finished
- Note: Phone number is a required field for signers as they will be sent a verification code during the meeting as an ID verification measure.
- Once the IPEN meeting is created, an invitation email is sent to signers and the notary, providing details such as the date, time, and address of the meeting. They can add the invitation to their calendar.
- Prepare Documents to be signed at the Meeting
- Upload and tag documents with annotations for electronic signatures and seals. Instructions here
- Upload and tag documents with annotations for electronic signatures and seals. Instructions here
IPEN Signer Verification
- At the date and time of the meeting, you will meet your client at the agreed upon date, time and location
- Login to Stavvy, and from the IPEN Meeting, click Join
- Take note of the Closing Agenda, and click Start Closing
- Authenticate each Signer by sending them a verification code. Note that they will receive this verification code by text message to the phone number entered during meeting creation.
- Review this article if signer's phone number needs to be updated.
- Further authenticate each Signer with their government-issued ID (driver's license, passport, state ID). They are able to upload their ID using a phone with a camera (process here), or you may select Show ID in-person and make a copy of the ID using your own method.
Signing Documents
- Signer(s) will review and accept the eConsent terms and conditions upon their first time signing a Stavvy document.
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Signer(s) will review the document(s) and apply their annotations (signatures, initials, etc) to complete the document.
- If the notary has annotations on the document, they will always complete theirs after the signer(s).
- When the current user has completed all of their annotations on the current document, they will be prompted to continue or select the next user to sign.
- To have the documents completed in their entirety before moving on to the next document, select the Start as... option. To have the current user complete all of their annotations on all documents before switching users, select the Continue as... option.
- If the Continue... option is selected the current user will need to click Next document at the top right or select the next document from the Documents list on the right side of the page.
- If the Start as... option is selected and the next user does not have annotations on the current document there will be a Document Signed! alert near the top left of the page. Click the Finish signing button found at the middle top of the page, this will take you to the next document.
- When the current user has completed all of their annotations on the current document, the annotation countdown at the top left of the page will be replaced with a Document Signed! alert.
- Once the document has been fully executed, the Finish signing button will appear for you to select. This will finalize the document.
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- Once Finish signing has been selected, no further changes can be made to the document.
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Please note: If the meeting is started but is not completed, the meeting will time out and move to the Completed tab automatically 24 hours after the meeting start time.
After the Meeting
On the Meeting Details download the certified documents, Audit Trail, and review the Notary Journal for the Meeting
- The Notary Journal contains a Notary Notes text field that can be used to input additional signer information required by your state when the ID is manually verified in person.
- This includes but is not limited to, the signer's address, ID expiration date, ID issue date, or government agency that issued the ID. (edited)
Meeting Details will remain in Stavvy for a minimum of 10 years
Watch Demonstration Below:
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