Initiate a Signing Session

Initiate a Signing Session

Overview

Purpose of the Article

This guide explains how notaries can initiate a signing session in Notary Hub, including document preparation and participant invitations.

Who Should Use This Guide

  • Notaries who need to start and manage a remote online notarization session.
  • Users preparing documents and inviting signers or witnesses.

Key Takeaways

  • How to start a new signing session in Notary Hub.
  • How to upload documents and configure session settings.
  • How to invite participants.

Prerequisites

Before initiating a signing session, ensure you have:

  • A Notary Hub account with notary privileges.
  • A stable internet connection.
  • A device with a camera and microphone (computer, tablet, or smartphone).
  • Required documents prepared for notarization.

Step-by-Step Instructions

Starting a Signing Session

Instructions Visuals
Log in to Notary Hub and navigate to the "My Signings" page. My Signings
Click the "Create New Signing" button. Create New Signing

Inviting Participants

Instructions Visuals
Enter the email of the Signer. Signer Email
If you have any additional constituents, click the "+ Add Customer" button. This will provide additional fields for email and role of the additional constituent. Add Customer
Select a date and time to schedule the notary session. There are also options to "Create a Flex Session" or "Quick Schedule". "Create a Flex Session" allows participants to join anytime, while "Quick Schedule" bypasses confirmation for a faster setup. Date and Time

Uploading Documents

Instructions Visuals
Click "Upload Document" and select the file from your device; or drag and drop the file into the dotted blue box. You can also add documents at a later time in the review interface, or even during the signing session itself. You can also add documents from the Library if they were used in past signings. Upload Documents
Click the blue "Request a Session" button. Request a Session
After submission, you'll return to the "My Signings" page, where a confirmation message will appear: "Ready to Go. Your Signing is set." Confirmation Screen

Alternative Scenarios

How to Add Participants Before the Session Starts

Instructions Visuals
Log in to Notary Hub and navigate to the "My Signings" page. My Signings
Click the "Review" button next to the session you'd like to modify. Review
Click the blue "Show Participant List" button. Show Participant List
A sidebar will open on the right with participant information. Click the blue "+ Add a Participant" link. Participant Sidebar
A pop-up will appear with fields to enter the information of the additional participant. Add Participant

How to Replace a Document if an Update is Needed

Instructions Visuals
Log in to Notary Hub and navigate to the "My Signings" page. My Signings
Click the "Review" button next to the session you'd like to modify. Review
Click the three dots next to the document you'd like to replace, and then click "Delete." Delete
Confirm you would like to delete this document by clicking the red "Yes, delete it" button. The file will no longer appear in the session screen. Confirm Delete
Then either click the "Upload a File" link or drag and drop the file from your computer into the dotted blue box. Upload a File

How to Reschedule a Session Start Time and Date

Instructions Visuals
Log in to Notary Hub and navigate to the "My Signings" page. My Signings
Click on the signing session you would like to modify (not the Review button). Review
A sidebar will pop-up on the right with session information. Click "Reschedule this Signing." Session Sidebar
Change the date and time to the new proposed session time and click the blue "Propose New Time" button. Reschedule

Troubleshooting & Frequently Asked Questions (FAQ)

  • Q: Can I require multiple signers to sign in a specific order?

    • A: Yes, when setting up the session, you can define a signing order to ensure documents are signed sequentially.
  • Q: What if a participant needs assistance during the session?

    • A: Participants can use the chat feature to communicate with the notary.
  • Q: Can I record a signing session for future reference?

    • A: No, Notary Hub does not support recording signing sessions for privacy and security reasons.
  • Q: What if a participant refuses to sign or disputes the document?

    • A: If a participant refuses to sign, you can cancel the session or reschedule after resolving the issue offline.
  • Q: How do I verify a signer’s identity before they can sign?

    • A: Signers must complete identity verification before they can proceed with signing, following Notary Hub's authentication protocols.
  • Q: Can I start a signing session without uploading a document?

    • A: Yes, you can start a signing session without a document but must upload one during the session in order to finalize the session and documents.
  • Q: How do I cancel a signing session after it has been initiated?

    • A: You can cancel the session from the "My Signings" page by selecting the session and clicking "Decline this Signing."
  • Q: Can I schedule a signing session for a future date?

    • A: Yes, when initiating a session, you can specify a future date and time for the signing.
  • Q: What happens if a participant does not join the session?

    • A: You can resend the invitation link or contact them directly to ensure they can access the session.
  • Q: Is there a time limit for completing a signing session?

    • A: Sessions remain open until the notary finalizes the notarization, but participants should join and sign promptly.
  • Q: Can I add an additional signer or witness after the session has started?

    • A: Yes, you can add additional signers and witnesses in the "Show Participant List" panel.
  • Q: What types of documents can be notarized in a signing session?

    • A: Notary Hub supports most common document formats, including PDFs and Word documents.
  • Q: How do I ensure all required participants receive their invitations?

    • A: Double-check participant email addresses before sending invitations. If needed, resend invites.
  • Q: Can I edit the document after starting the signing session?

    • A: Yes, but the document must be edited from your local computer so you will need to delete the document in the signing session and upload the new one.
  • Q: How long do participants have to join the session?

    • A: Participants should join promptly, but sessions remain open until the notary completes the notarization.
  • Q: What happens if a participant disconnects during the session?

    • A: They can rejoin using the original session link.

Additional Resources