Notary Signing Service Guide

Review the article below to learn how to use Stavvy's notary signing service. 

Contents

• Stavvy customer workflow 
• Service provider workflow
• Procedural questions

Stavvy customer organization 

1. Enable the notary signing service 

Before utilizing the notary signing service, an organization must be linked to a service provider. To activate this feature, please contact your Stavvy Customer Success Manager. If your organization lacks this connection, you will see the following message that will provide a link to this article:  

2. Create the meeting

To host a meeting using the notary signing service, begin by setting up a RON or IPEN meeting and provide the closing information (if applicable) along with other meeting details. For more guidance, refer to our Creating a Meeting article.

3. Assign the Notary Signing Service as the host

On the Add Attendees screen, rather than selecting a notary from your organization, click on the

+ Notary signing service button.

Next, use the drop-down to select a notary signing service to host your meeting. 

4. Identify the type of service

Choose the service type that best describes the transaction

5. Upload documents

Finally, upload the documents to the meeting, allowing the notary signing service to annotate them for you.

Service provider workflow

1. New meeting notification

All admin users in the notary vendor organization will receive an email notification when their organization is assigned to host a meeting. The notification and meeting details page will include the organization that sent the request, the time and date of the meeting, and the service type needed for the meeting. 

2. Assign a notary

A service provider admin user can then navigate to the Meeting Details page and assign an individual notary user to host the meeting. You will see a "Notary signing service" label on the meeting. Click the ellipses (3 dots) under the + Add attendee button, and select Assign.

3. Notary notification   

Once the meeting has been assigned to the notary, the notary will receive a notification and can host the meeting as normal. Check out our Notary Guide for Running a Meeting help article for a walkthrough!

All admin users of the notary signing service in the notary signing service organization will also receive a notification that the meeting has been assigned.

Procedural questions

1. Can I view which meetings have yet to be assigned to a notary?

On the Meetings homepage, meetings utilizing a notary signing service will display an "Unassigned" label if a notary hasn't been assigned.

2. What happens if the notary signing service cannot host the meeting?

If service providers can't host the meeting, they have the option to revert the meeting back to its creator. Once this is done, the service provider won't have access to the meeting unless it's reassigned to them.

Service providers can select the ellipses (3 dots) beneath the + Add attendee button and choose "Assign". The signing service will then opt to "Reassign to the meeting creator."

Note: The provider will lose access to the meeting upon reassigning 

The same action can be taken by the meeting creator. Meeting creators can click the ellipses (3 dots) under the + Add attendee button and select Assign. You will then choose the Select an in-house notary/host option. 

In both instances, the service provider will receive an email notification that they have been removed from the meeting. 

3. Can the Notary Signing Service reschedule the meeting or create a new meeting if an additional meeting is required?

No, the signing service will need to assign the meeting back to the Stavvy customer. The Stavvy customer will then edit the transaction and reassign the transaction back to the signing service. 

4. How can I see all automated notifications sent to every participant?

The table below details the email notifications that each party receives during various notary signing service events related to a meeting. 

5. How can documents be accessed and downloaded after the meeting has taken place?

Only Admin users for the organization can access meetings for others in the organization. Review this article for step-by-step instructions.