Team Signings Feature Guide for Corp Managers​

1. Introduction​

1.1 What is Team Signings?​

Team Signings is a powerful management feature in Notary Hub that gives Corp Managers centralized visibility and control over all notary sessions within their organization. This feature allows you to oversee, manage, and coordinate signing sessions across your entire team of corporate notaries from a single dashboard.

Key Benefits:

• View all team signing sessions in one place
• Manage schedules across multiple notaries
• Reassign sessions when notaries are unavailable
• Ensure smooth operations and customer satisfaction
• Add comments and maintain session documentation

1.2 Who Can Access Team Signings?​

Team Signings is available exclusively to users with the Corp Manager role.

Important distinctions:

• Corp Managers who are also notaries: Can see and manage all team sessions, including their own signing sessions
• Corp Managers only: Can see and manage all team sessions, but cannot conduct notary sessions themselves

2. Getting Started with Team Signings​

2.1 Finding Team Signings in Navigation​

The Team Signings feature is located in your main navigation menu:

1. Look for the "Signing Sessions" section in your navigation panel
2. Click on "Team Signings" which appears underneath "Signing Sessions"
3. This will open your Team Signings dashboard

Note: If you're a Corp Manager who is also a notary, you'll see both "My Signings" and "Team Signings" options.

2.2 Understanding the Team Signings Dashboard​

The Team Signings dashboard is organized into three main tabs to help you efficiently manage different session types:

Team Signings Tab​

• Shows all active and upcoming signing sessions
• Includes sessions for all notaries in your organization
• If you're also a notary, your own sessions appear here too

Pending Confirmation Tab​

• Displays sessions awaiting confirmation from participants
• Helps you track sessions that may need follow-up

Not Completed Tab​

• Shows sessions that were started but not finished
• Useful for identifying sessions that may need attention or rescheduling

Session Display:

• Sessions are shown for a 14-day period by default
• Use pagination controls to view older or additional sessions
• Sessions are listed with key details: date, time, notary assigned, participant names

3. Managing Active Sessions​

3.1 Viewing Session Information​

Each session in your Team Signings list displays:

• Session Date and Time
• Assigned Notary name
• Participant Names (signers)
• Session Status (Scheduled, Flex, Pending, etc.)
• Session Type indicator
• Action buttons for management tasks

3.2 Rescheduling Sessions​

You can reschedule any signing session on behalf of your team notaries:

1. Find the session you need to reschedule
2. Click the "Reschedule" button next to the session
3. Select a new date and time from the calendar
4. Confirm the changes
5. The system will automatically notify affected participants

When to reschedule:

• Notary becomes unavailable
• Participant requests a time change
• Scheduling conflicts arise
• Emergency situations

3.3 Reassigning Sessions to Another Notary​

To transfer a session to a different notary in your team:

1. Locate the session you want to reassign
2. Click the "Reassign" button
3. Select a new notary from the dropdown list of available team members
4. Confirm the reassignment
5. The system will send an email notification to the newly assigned notary

Important:

• The previous notary will be notified of the reassignment
• Signers are not automatically notified of notary changes
• You can only reassign to notaries within your organization

3.4 Changing Session Types​

Convert sessions between Flex and Scheduled formats:

1. Find the session you want to modify
2. Click the "Change Type" option
3. Select either:
   • Scheduled: For sessions with a specific date/time
   • Flex: For sessions that can be completed at participant convenience
4. Confirm the change

Consider the impact:

• Changing from Scheduled to Flex removes time constraints
• Changing from Flex to Scheduled requires setting a specific time
• Participants may need to be informed of significant changes

3.5 Canceling Sessions​

To cancel a session on behalf of notaries or consumers:

1. Locate the session to cancel
2. Click the "Cancel Session" button
3. You may be asked to provide a reason for cancellation
4. Confirm the cancellation
5. All participants will be notified automatically

Note: Cancellation is permanent. Consider rescheduling if the session will occur later.

3.6 Adding Comments to Sessions​

Document important information about sessions:

1. Click the "Add Comment" button for a session
2. Type your comment in the text field
3. Save the comment
4. Your name and timestamp will be automatically recorded with the comment

Best practices for comments:

• Note reasons for rescheduling or reassignment
• Document special participant requests
• Record any technical issues or concerns
• Add reminders for follow-up actions

4. Document Privacy and Access Controls​

4.1 Understanding Document Privacy Settings​

By default, Corp Managers have restricted document access:

• Cannot view documents uploaded by signers for other notaries' sessions
• Cannot access completed session documents, journals, or signed documents
• Can only see session metadata and scheduling information

If you're a Corp Manager who is also a notary, you can fully access documents for your own assigned sessions.

4.2 Enabling Document Access (Optional)​

Corp Managers can request broader document access by making a legal assertion:

1. Navigate to your Corp Manager profile settings

2. Look for "Document Privacy: View Request Documents for All Corp Signings"

3. Read the legal assertion carefully:

   Document Privacy: View Request Documents for All Corp Signings

   I affirm that I have legal or organizational authority to view documents submitted with signing requests made to any CorpRON notary in my organization. I understand that this access is limited to documents uploaded before a signing session begins, and that signers may override this access for any specific request.

4. Check the box: "I agree and assert my authority to access documents as described above"

5. Save your settings

Important considerations:

• This setting is disabled by default for privacy protection
• Your assertion and timestamp are recorded for audit purposes
• This is a legal declaration - ensure you have proper authority
• Access only applies to pre-session documents, not completed documents

4.3 Signer Privacy Options​

Even with document access enabled, signers retain privacy control:

For signers: When requesting a session, they'll see:

Organization Access Request for Your Documents

The notary organization managing your session has requested that a Corp Manager be allowed to view your uploaded documents before your signing session begins.

• Allow Access
• Keep Private

For Corp Managers: If a signer chooses "Keep Private":

• You'll see a message: "Access Restricted by Signer"
• The message explains: "The signer has chosen to keep their documents private prior to the session"
• You cannot view or review these documents
• This is not a system error - respect the signer's privacy choice

4.4 Document Access Limitations​

When you HAVE document access enabled:

You CAN view:

• Documents uploaded for upcoming sessions
• Documents for sessions not yet completed
• Documents from any notary's sessions in your organization (unless restricted by signer)

You CANNOT view:

• Completed session documents
• Signed final documents
• Session journals
• Documents from sessions requested before you enabled access
• Documents where signers opted for privacy

Review Mode:

• If you can view documents, you can also enter Review mode
• Add annotations and prepare documents for the session
• Your annotations are saved with your identity

5. Creating New Signing Sessions​

5.1 Using the "Create New Signing" Button​

To initiate a new signing session for your team:

1. Click the "Create New Signing" button in the upper right corner of the Team Signings page
2. You'll be directed to the Corp Storefront page
3. Follow the standard process for requesting a notary session
4. The new session will appear in your Team Signings dashboard once created

Note: The Corp Storefront provides a streamlined way to request notary services for your organization.

6. Understanding Your Permissions and Limitations​

6.1 What You CAN Do​

As a Corp Manager, you have permission to:

✓ View all signing sessions for your organization
✓ Reschedule any team signing session
✓ Reassign sessions to other notaries in your team
✓ Change session types (Flex ↔ Scheduled)
✓ Cancel sessions on behalf of notaries or consumers
✓ Add comments to any session for documentation
✓ Create new signing requests through Corp Storefront
✓ View documents (only if you've enabled access and signers haven't restricted)
✓ Review and annotate documents when you have access

Additional permissions if you're also a notary: ✓ Conduct signing sessions assigned to you
✓ Access "Go to Signing" for your own sessions
✓ View all documents for your assigned sessions

6.2 What You CANNOT Do​

The following actions are restricted:

✗ Cannot view documents without proper assertion and signer permission
✗ Cannot access completed/signed documents or journals
✗ Cannot join signing sessions not assigned to you (unless you're the notary)
✗ Cannot use "Go to Signing" for other notaries' sessions
✗ Cannot move sessions to Library
✗ Cannot override signer privacy preferences
✗ Cannot reassign to notaries outside your organization
✗ Cannot recover cancelled sessions

These restrictions ensure privacy, security, and proper session management.

7. Best Practices and Tips​

7.1 Effective Team Management​

Monitor Workload Distribution

• Regularly review the Team Signings dashboard
• Check for uneven distribution of sessions among notaries
• Reassign sessions to balance workload when needed

Manage Schedule Conflicts

• Review upcoming sessions daily
• Identify potential conflicts early
• Reassign or reschedule proactively

Communication with Team Notaries

• Use comments to leave notes for notaries
• Inform notaries directly of significant changes
• Establish clear protocols for emergency reassignments

7.2 Handling Common Scenarios​

Notary Suddenly Unavailable

1. Immediately check their assigned sessions
2. Prioritize sessions happening soonest
3. Reassign to available notaries
4. Add comments explaining the reassignment
5. Follow up with affected notaries

Last-Minute Rescheduling Requests

1. Evaluate the urgency and reason
2. Check notary availability for new time
3. Reschedule if possible
4. Document the reason in comments
5. Confirm all parties are notified

Managing High-Volume Periods

1. Review session distribution frequently
2. Identify backup notaries in advance
3. Use Flex sessions when appropriate
4. Monitor the Pending Confirmation tab closely
5. Clear Not Completed sessions promptly

8. Troubleshooting​

8.1 Common Issues and Solutions​

Session not appearing in Team Signings

• Verify the session was created for a notary in your organization
• Check all three tabs (might be in Pending or Not Completed)
• Refresh the page
• Check pagination - it might be on another page

Unable to reassign a session

• Confirm you have Corp Manager permissions
• Verify the session hasn't already started
• Ensure target notary is in your organization
• Check if the session was already completed

Document access issues

• Verify you've enabled document access in settings
• Check if the signer restricted access
• Confirm the session hasn't been completed
• Remember: journals and signed documents are never accessible

"Access Restricted by Signer" message

• This is not an error - the signer chose privacy
• You cannot override this restriction
• The session can still be managed without document access

9. Frequently Asked Questions​

Q: Can I see sessions from notaries outside my organization? A: No, Team Signings only shows sessions for notaries within your corporate organization.

Q: What happens to notifications when I make changes? A: The system automatically sends appropriate notifications:

• Rescheduling: All participants notified
• Reassignment: New and previous notary notified (signers are not notified)
• Cancellation: All participants notified
• Comments: No automatic notifications

Q: Can I undo a reassignment? A: There's no undo button, but you can reassign the session back to the original notary if needed. Document this in comments.

Q: Why can't I see certain documents? A: Document visibility depends on:

• Whether you've enabled document access
• If the signer allowed access
• The session status (completed sessions restrict access)
• When the session was created (before or after your access assertion)

Q: How far back can I view completed sessions? A: The Completed Sessions tab shows historical data with pagination. The default view shows 14 days, but you can navigate to older sessions using pagination controls.

Q: What's the difference between declining and canceling a session? A:

• Declining: Removes a specific notary from a session (requires reassignment)
• Canceling: Completely cancels the entire session for all parties

Q: If I'm a Corp Manager and a notary, which sessions appear in Team Signings? A: All organizational sessions appear, including your own. You'll see every session from every notary in your organization.

Q: Can signers see who the Corp Manager is? A: Signers are only notified if they need to make a privacy choice about documents. They don't routinely see Corp Manager information.

Q: What happens if I reassign a session to myself? A: If you're also a notary, you can reassign sessions to yourself. This gives you full access to conduct the session and view all documents.

10. Quick Reference Guide​

10.1 Action Checklist​

Quick Actions Available​

Document Access Quick Reference​

Default State: No document access to other notaries' sessions

To Enable Access:

1. Go to Profile Settings
2. Find Document Privacy section
3. Make legal assertion
4. Save settings

Access Limits:

• ✅ Pre-session uploads
• ✅ Pending session documents
• ❌ Completed documents
• ❌ Signed documents
• ❌ Session journals
• ❌ Signer-restricted documents

Important Reminders​

⚠️ Privacy First: Respect signer privacy choices - never attempt to bypass restrictions

⚠️ Notification Awareness: Reassignments notify notaries automatically via email

⚠️ Document Assertion: Your legal assertion is permanently recorded with timestamp

⚠️ No Undo: Most actions cannot be undone - double-check before confirming

⚠️ Communication: Use comments to maintain clear documentation

⚠️ 14-Day View: Default display shows 14 days of sessions - use pagination for more