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. | ![]() |
Click the "Create New Signing" button. | ![]() |
Inviting Participants​
Instructions | Visuals |
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Enter the email of the Signer. | ![]() |
If you have any additional constituents, click the "+ Add Customer" button. This will provide additional fields for email and role of the additional constituent. | ![]() |
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. | ![]() |
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. | ![]() |
Click the blue "Request a Session" button. | ![]() |
After submission, you'll return to the "My Signings" page, where a confirmation message will appear: "Ready to Go. Your Signing is set." | ![]() |
Alternative Scenarios​
How to Add Participants Before the Session Starts​
Instructions | Visuals |
---|---|
Log in to Notary Hub and navigate to the "My Signings" page. | ![]() |
Click the "Review" button next to the session you'd like to modify. | ![]() |
Click the blue "Show Participant List" button. | ![]() |
A sidebar will open on the right with participant information. Click the blue "+ Add a Participant" link. | ![]() |
A pop-up will appear with fields to enter the information of the additional 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. | ![]() |
Click the "Review" button next to the session you'd like to modify. | ![]() |
Click the three dots next to the document you'd like to replace, and then click "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. | ![]() |
Then either click the "Upload a File" link or drag and drop the file from your computer into the dotted blue box. | ![]() |
How to Reschedule a Session Start Time and Date​
Instructions | Visuals |
---|---|
Log in to Notary Hub and navigate to the "My Signings" page. | ![]() |
Click on the signing session you would like to modify (not the Review button). | ![]() |
A sidebar will pop-up on the right with session information. Click "Reschedule this Signing." | ![]() |
Change the date and time to the new proposed session time and click the blue "Propose New Time" button. | ![]() |
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​
- Authentication
- [Multi Person Session](Multi Person Session_Notary_02.md)
- X.509 Certificate Setup Guide
- Test Session