Company Notary — User Guide

Your notary firm dashboard for managing notaries, sessions, clients, and team performance.

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Overview

The Company Notary role is for notary firms and practices that employ multiple notary professionals. You manage your firm's notaries, coordinate sessions, and track revenue across the entire team.

When you log in, you land on your Dashboard. Use the sidebar on the left to navigate between sections.

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Getting Started

When you first sign up as a Company Notary on estateTT, follow these steps to get fully operational:

Step 1: Complete Your Firm Profile

Your firm profile is your identity on the platform. Navigate to Settings > Profile to complete your firm details. Enter your company name, business address, contact email, and phone number. Upload your company logo — this appears on your listings, client communications, and marketing materials. Write a company description highlighting your areas of expertise (e.g., residential property closings, commercial transactions, legal document notarization) and your years of experience in the industry. A complete firm profile increases credibility with prospective clients and improves your visibility in search results.

Step 2: Configure Your Legal Certification

Go to Settings > Business to upload your notary license and legal certification documents. This is required for verification and to build trust with clients. Upload your notary commission certificate, any professional certifications, and proof of insurance if applicable. The platform verifies your credentials before allowing you to accept sessions. Complete this step early to avoid delays when you start receiving quote requests.

Step 3: Set Up Your Payment Provider

To receive payments for completed sessions, you must configure your payment provider. Navigate to Settings > Payments to connect your payment gateway. estateTT supports Stripe and Payoneer for receiving payments. For Stripe, you will need to connect a business bank account — the platform guides you through the Stripe onboarding flow where you provide your banking details and business verification information. For Payoneer, enter your Payoneer account details. Configure your payment settings early so there are no delays when you complete your first session.

Step 4: Define Your Service Offerings

Navigate to My Services to define the types of notarization services your firm offers. Add service types such as property signings, legal document notarization, oath administrations, and any specialized services you provide. Set pricing for each service type and write detailed descriptions of what each service includes. For example, a "Property Signing" service might include document review, identity verification, and witness services. Clear service descriptions help clients understand what they are paying for and reduce questions.

Step 5: Set Your Availability

Go to Availability to define when your firm is available for sessions. Set your working hours, days of operation, and any recurring unavailability (e.g., weekends, holidays). You can also block out specific dates when your firm is unavailable. Sessions are only scheduled within the windows you define, so accurate availability settings prevent scheduling conflicts and ensure you only accept sessions when your team is available.

Step 6: Invite Your Notary Team

Navigate to Team Registry and click "Invite Member" to add notary professionals to your firm. Enter their email address, assign their role (Admin, Manager, Analyst, or Staff), and click Send Invite. The invitee receives an email with a secure link to join. Once they accept, they can complete their profile, set their individual availability, and start accepting sessions. Invite your team early so they are ready to handle sessions as soon as leads start coming in.

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Sidebar Navigation

Note: Team Registry is only visible for company_notary accounts. Analytics requires the analytics feature to be enabled. Messages and Notifications show badges for unread items.

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Role Rank System

Company Notary uses a rank-based permission system. Each rank grants access to specific sections of the dashboard based on the team member's responsibilities.

Rank 4: Admin

Admins have full access to all sections of the dashboard, including Team Registry and Settings. They can invite and remove team members, manage the firm profile, configure payment providers, and oversee all operations. Admins are typically the owners or senior executives of the notary firm. They have the authority to make strategic decisions about the practice and manage the organization's subscription and billing.

Rank 3: Manager

Managers have broad access to most sections of the dashboard, including Pipeline, Active Sessions, Appointments, Clients, Quotes, and Revenue. They can oversee sessions, manage team members, and view financial data, but they cannot access Team Registry or Settings. Managers are typically operations managers or practice directors who oversee day-to-day notary activities and coordinate with staff.

Rank 2: Analyst

Analysts have access to Revenue, Analytics, and Documents. They can view financial data, performance metrics, and session analytics to support decision-making, but they cannot manage sessions or clients directly. Analysts are typically financial analysts or data specialists who provide insights into practice performance, revenue trends, and operational efficiency. They can export data and generate reports for management review.

Rank 1: Staff

Staff have access to their assigned sessions, clients, and documents. They can view and update sessions assigned to them, manage their own client relationships, and upload documents, but cannot access firm-wide financial data or analytics. Staff are typically notary professionals who conduct sessions and manage their own client relationships.

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Overview

Go to: Overview in the sidebar (the grid layout icon)

Your home screen shows key metrics at a glance:

• Active sessions — live and upcoming sessions across all your notaries
• Total revenue — firm's total earnings this month
• Pending quotes — quote requests awaiting response from your team
• Team size — active notary professionals on your team

What You Can Do

• View key metrics — monitor your firm's performance at a glance with real-time data on active sessions, revenue, pending quotes, and team size. These metrics update automatically as sessions are completed and quotes are processed.

• Quick access to recent activity — see your most recent sessions, quote requests, and client communications. This helps you stay informed about what's happening in your firm without navigating to individual sections.

• Navigate to detailed sections — click on any metric card to jump directly to the relevant section (e.g., click on Active Sessions to view the sessions page, click on Pending Quotes to view the quotes page).

Using Overview Effectively

• Check Overview at the start of each day to get a quick snapshot of your firm's status
• Use the metrics to identify trends — declining session volume may indicate a need to adjust availability or marketing efforts
• Set goals based on the metrics you see — aim to increase session volume or improve response times to quote requests
• Review the Overview weekly with your team to discuss performance and identify areas for improvement

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Team Registry

Go to: Team Registry in the sidebar (the users icon — company_notary only)

Team Registry is where you manage everyone on your firm, including invitations, role assignments, performance tracking, and access management.

What You Can Do

• Invite staff members — click "Invite Member" to add a colleague to your organization. Enter their email address, assign their role (Admin, Manager, Analyst, or Staff), and click Send Invite. The invitee receives an email with a secure link to join. Invite links expire after 7 days for security.

• Assign roles — choose the appropriate role based on the member's responsibilities. Admins have full access including Team Registry and Settings. Managers can oversee sessions and manage team. Analysts can view financials and analytics. Staff can manage assigned sessions.

• Track individual performance — view each team member's performance metrics including session count, client history, and revenue contribution. This helps you understand who is contributing most and where additional support may be needed.

• Remove or suspend staff access — if a member leaves the organization or needs their access temporarily suspended, you can remove them or change their status. Suspended members cannot access the dashboard but their data is preserved.

Using Team Registry Effectively

• Assign roles based on actual responsibilities — avoid giving unnecessary access
• Review team performance monthly to identify training needs
• Use role changes to reflect evolving responsibilities rather than creating new accounts
• Remove former employees promptly to maintain security
• Keep team size aligned with your workload — too many members can cause confusion

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Pipeline

Go to: Pipeline in the sidebar (the briefcase icon — shows a badge for new leads)

Pipeline is where you track prospective clients who have expressed interest in your notary services.

What You Can Do

• View incoming leads — see buyer and seller leads looking for notary services. Each lead includes the client's name, contact information, service type requested, and when they submitted their request.

• Assign leads to team members — distribute leads to specific notaries on your team based on their availability, expertise, or workload. This ensures each lead gets appropriate attention and helps balance workload across your firm.

• Reach out to warm leads — use Messages to follow up with leads who have shown interest. Personalized follow-up increases conversion rates and helps build relationships with prospective clients.

• Track lead status — monitor each lead's progress through your pipeline from initial contact to quote submission to session booking. This helps you identify bottlenecks and improve your conversion process.

Using Pipeline Effectively

• Respond to new leads within 24 hours to increase conversion rates
• Assign leads to notaries with the right expertise for the service type requested
• Use lead data to understand which services are most in demand and adjust your offerings accordingly
• Regularly review your pipeline to identify leads that need follow-up
• Track conversion rates to measure the effectiveness of your lead generation efforts

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Active Sessions

Go to: Active Sessions in the sidebar (the clock icon)

Active Sessions is where you monitor all firm sessions in one view.

What You Can Do

• View all firm sessions — see every session across all your notary professionals in a single view. Sessions are organized by status (Scheduled, In Progress, Completed) so you can quickly identify what needs attention.

• Join sessions directly — click on any session to join it via its unique link. This is useful for managers who need to oversee sessions or provide support to team members during complex notarizations.

• Track session status — monitor the progress of each session from Scheduled → In Progress → Completed. This helps you ensure sessions are proceeding smoothly and identify any that may be stuck or delayed.

• View session details — access information about each session including the client, property, documents involved, and assigned notary. This context helps you understand what each session entails.

Using Active Sessions Effectively

• Check Active Sessions at the start of each day to understand your firm's session load
• Monitor sessions that are running to ensure they complete on time
• Use session data to identify which notaries are handling the most volume and may need support
• Review completed sessions to ensure proper documentation and follow-up
• Track session completion rates to measure operational efficiency

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Appointments

Go to: Appointments in the sidebar (the calendar icon)

Appointments is where you view and manage your firm's scheduled calendar.

What You Can Do

• View upcoming signings — see all scheduled signings and client meetings in calendar view. Each appointment shows the date, time, client name, property address, and assigned notary.

• Access session details — click on any appointment to view full details including the documents involved, parties to the transaction, and any special instructions from the client.

• Reschedule appointments — if a client needs to change their appointment time, you can reschedule directly from the calendar. The system automatically updates the notary's schedule and notifies the client.

• Cancel appointments — cancel appointments when necessary with a single click. The system notifies the client and releases the time slot for other bookings.

Using Appointments Effectively

• Review Appointments daily to ensure your team is prepared for upcoming sessions
• Block out time for internal meetings and training sessions to avoid scheduling conflicts
• Use appointment data to identify peak periods and plan staffing accordingly
• Confirm appointments 24 hours in advance to reduce no-shows
• Track appointment cancellation rates to identify patterns and improve scheduling practices

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Availability

Go to: Availability in the sidebar (the activity icon)

Availability is where you define when your firm is available for sessions.

What You Can Do

• Set working hours — define the days and times your firm is available for sessions. Set your standard business hours (e.g., Monday-Friday, 9 AM - 5 PM) so clients can only book sessions during these times.

• Block out unavailability — mark days when your firm is unavailable (e.g., holidays, company-wide training, or temporary closures). This prevents clients from booking sessions during these times.

• Set recurring unavailability — define recurring patterns of unavailability such as weekends or specific days of the week when your firm is closed. This saves time compared to blocking out each day individually.

• Adjust availability on demand — quickly update your availability for specific dates when circumstances change (e.g., a notary calls in sick, or you need to accommodate a special request).

Using Availability Effectively

• Keep availability accurate to avoid booking conflicts and disappointed clients
• Block out time for administrative tasks and meetings so they don't interfere with client sessions
• Review availability monthly to ensure it reflects your firm's current capacity
• Use availability data to identify patterns in demand and adjust staffing accordingly
• Communicate availability changes to your team so they know when they are expected to be available

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My Services

Go to: My Services in the sidebar (the shield check icon)

My Services is where you manage the types of notarization services your firm offers.

What You Can Do

• Add service types — create new service offerings such as property signings, legal document notarization, oath administrations, and any specialized services your firm provides. Each service type can have its own pricing and description.

• Set pricing — define the fee for each service type. You can set flat fees, hourly rates, or custom pricing structures based on your firm's business model.

• Write descriptions — provide detailed descriptions of what each service includes. For example, a "Property Signing" service might include document review, identity verification, and witness services. Clear descriptions help clients understand what they are paying for.

• Update service details — modify service offerings as your firm evolves. Add new services, retire old ones, or adjust pricing based on market conditions and demand.

Using My Services Effectively

• Research market rates for notary services in your area to ensure competitive pricing
• Use clear, detailed descriptions to reduce questions and misunderstandings with clients
• Review service offerings quarterly to ensure they align with your firm's capabilities and market demand
• Consider bundling related services to create attractive packages for clients
• Use service data to identify which offerings are most profitable and focus marketing efforts accordingly

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Clients

Go to: Clients in the sidebar (the users icon)

Clients is where you track your firm's past and current client relationships.

What You Can Do

• View client profiles — access detailed information about each client including name, contact details, session history, and notes. This context helps you provide personalized service and follow up appropriately.

• Track session history — see all sessions a client has had with your firm, including dates, service types, and assigned notaries. This helps you understand the client's relationship with your firm over time.

• Add notes and reminders — record important information about clients such as preferences, special requirements, or follow-up tasks. Set reminders to ensure you follow up at the appropriate time.

• Filter and search — quickly find specific clients by name, service type, or date range. This is useful when you need to look up a client's history or prepare for an upcoming session.

Using Clients Effectively

• Update client profiles after each session to maintain accurate records
• Use notes to remember client preferences and provide personalized service
• Set follow-up reminders to stay in touch with clients and encourage repeat business
• Review client data periodically to identify your most valuable clients and tailor your service accordingly
• Use client history to identify patterns and improve your service delivery

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Verifications

Go to: Verifications in the sidebar (the user check icon)

Verifications is where you manage identity verification tasks for your firm.

What You Can Do

• Verify client identities — confirm the identity of clients before notarizing documents. This is a critical compliance requirement to prevent fraud and ensure the validity of notarized documents.

• Track verification status — monitor the status of each verification request (Pending, In Progress, Verified, Failed). This helps you ensure all verifications are completed before sessions proceed.

• Maintain audit trail — access a complete history of verifications performed by your firm, including who performed the verification, when, and the results. This is essential for compliance and record-keeping.

• View verification details — access detailed information about each verification including documents provided, verification methods used, and any notes or exceptions.

Using Verifications Effectively

• Complete verifications promptly to avoid delaying sessions
• Use consistent verification methods to ensure quality and compliance
• Document any exceptions or special circumstances in the verification notes
• Review verification history periodically to identify patterns or issues
• Train your team on proper verification procedures to ensure compliance

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Quotes

Go to: Quotes in the sidebar (the file text icon)

Quotes is where you manage your firm's quotes for notary services.

What You Can Do

• Respond to quote requests — review incoming quote requests from buyers and sellers. Each request includes details about the service needed, location, and timing. Respond promptly to increase conversion rates.

• Submit fee amounts — provide pricing for each quote request based on your service types, complexity, and market rates. You can also include available session times when you submit your quote.

• Track quote status — monitor each quote's progress through the lifecycle (Draft, Sent, Accepted, Declined). This helps you understand your conversion rate and identify areas for improvement.

• Follow up on pending quotes — use Messages to follow up with clients who have not yet responded to your quotes. Personalized follow-up can increase acceptance rates.

Using Quotes Effectively

• Respond to quote requests within 24 hours to demonstrate professionalism and increase conversion rates
• Provide clear, detailed quotes that explain what is included to avoid misunderstandings
• Offer multiple session time options to accommodate client schedules
• Track which quotes are accepted and declined to understand pricing sensitivity
• Use quote data to refine your pricing strategy and service offerings

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Assessments

Go to: Assessments in the sidebar (the clipboard check icon)

Assessments is where you view and manage assessment-related tasks.

What You Can Do

• Track assessment requests — view incoming assessment requests from clients. Assessments may include property valuations, document reviews, or other professional services related to notarization.

• Review and complete assessments — access assessment details, review documents, and complete assessments according to your firm's standards and client requirements.

• Link assessments to clients or sessions — associate assessments with specific clients or sessions for easy reference and tracking. This helps maintain complete records of each client relationship.

• Monitor assessment status — track the progress of each assessment (Requested, In Progress, Completed, On Hold). This ensures assessments are completed in a timely manner.

Using Assessments Effectively

• Review assessment requests promptly to understand client needs and deadlines
• Use standardized assessment procedures to ensure consistency and quality
• Link assessments to relevant sessions to maintain complete client records
• Track assessment completion times to identify bottlenecks and improve efficiency
• Use assessment data to understand which services are most in demand

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Documents

Go to: Documents in the sidebar (the file check icon)

Documents is where you store and organize your firm's notary documents.

What You Can Do

• Store signed and notarized documents — upload completed documents after sessions. This creates a permanent record of each notarization and ensures documents are accessible for future reference.

• Organize by client or session — group documents by client or session for easy retrieval. This organization helps you quickly find documents when needed for compliance, audits, or client requests.

• Maintain client records — store client-related documents such as identification documents, contracts, and correspondence. Having all client documents in one place simplifies record-keeping.

• Manage compliance documentation — store required compliance documents such as licenses, insurance certificates, and regulatory filings. Centralizing these documents ensures they are readily available for audits or inspections.

Using Documents Effectively

• Upload documents immediately after sessions to ensure nothing is lost
• Use consistent naming conventions to make documents easy to find
• Set up folder structures that reflect your firm's workflow
• Regularly review and archive old documents to keep the system organized
• Ensure sensitive documents are properly secured and access-controlled

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Revenue

Go to: Revenue in the sidebar (the dollar sign icon)

Revenue is where you track your firm's notary earnings.

What You Can Do

• View professional earnings — see total earnings from completed and paid sessions across all your notaries. This figure represents the actual revenue your firm has received from completed sessions.

• Track pending pipeline — monitor fees that have been quoted but not yet paid. This helps you understand your pipeline and forecast future revenue.

• View lifetime earnings — access your firm's all-time total from paid sessions. This metric helps you understand your firm's cumulative performance over time.

• Analyze earnings trends — view earnings trends over time with charts and graphs. This visualization helps you identify patterns, seasonality, and growth trends in your revenue.

• Review transaction history — access a detailed transaction history of all sessions with payment status. This includes session fees, payment dates, and any outstanding balances.

Using Revenue Effectively

• Review Revenue weekly to understand your firm's financial performance
• Use earnings trends to identify growth opportunities or areas of concern
• Compare revenue across notaries to understand individual performance
• Use pending pipeline data to forecast future revenue and plan accordingly
• Track payment collection rates to identify clients or processes that need attention

How payments work: estateTT facilitates direct settlements through each notary's own integrated payment gateway. The firm tracks session fees and statuses through this page — actual payments go directly to each notary's connected account.

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Analytics

Go to: Analytics in the sidebar (the bar chart icon — requires analytics feature enabled)

Analytics is where you track your firm's notary practice performance.

What You Can Do

• View session volume over time — track the number of sessions completed over days, weeks, or months. This helps you understand trends in demand and identify seasonal patterns.

• Analyze revenue trends — examine revenue growth or decline over time. Compare revenue across different periods to understand your firm's financial trajectory.

• Monitor team performance metrics — view performance data for each notary on your team including session count, revenue contribution, and client satisfaction. This helps you identify top performers and areas where additional training may be needed.

• Track service popularity — see which service types are most requested by clients. Use this data to optimize your service offerings and marketing efforts.

Using Analytics Effectively

• Review Analytics monthly to identify trends and make data-driven decisions
• Use session volume data to plan staffing and capacity
• Compare individual notary performance to identify best practices and training opportunities
• Adjust service offerings based on popularity data to meet client demand
• Set performance goals based on historical data and track progress over time

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Messages

Go to: Messages in the sidebar (the message square icon — shows a badge when you have unread messages)

Messages is where you communicate with clients and coordinate with your team.

What You Can Do

• Respond to quote requests — communicate with buyers and sellers who have requested quotes. Answer questions, provide additional information, and guide them through the process of engaging your firm.

• Follow up with clients — send follow-up messages after sessions to ensure satisfaction, request reviews, or discuss additional services. Personalized follow-up builds relationships and encourages repeat business.

• Coordinate with your team — message your notary team to coordinate schedules, discuss complex cases, or provide guidance. Internal messaging keeps everyone aligned without leaving the platform.

• Manage message history — access a complete history of your conversations with each client and team member. This context helps you understand the full history of each relationship.

Using Messages Effectively

• Respond to client messages within 24 hours to demonstrate professionalism
• Use templates for common responses to save time while maintaining personalization
• Keep messages concise and focused on the client's needs
• Use message history to reference previous conversations and avoid repetition
• Set reminders to follow up on important conversations that require action

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Notifications

Go to: Notifications in the sidebar (the bell icon — shows a badge for new notifications)

Notifications is where you stay informed about important events.

What You Can Do

• View new quote requests — receive notifications when new quote requests arrive. This ensures you can respond promptly and increase your chances of winning the business.

• Receive session reminders — get notified about upcoming sessions with details about time, location, and documents needed. Reminders help you and your team prepare adequately for each session.

• Get payment confirmations — receive notifications when payments are received for completed sessions. This helps you track revenue and ensure all payments are accounted for.

• View client messages — see notifications when clients send messages through the platform. This ensures you never miss important communications from clients.

Using Notifications Effectively

• Check Notifications regularly throughout the day to stay on top of important events
• Configure notification preferences in Settings to receive alerts for the events that matter most to you
• Use notification history to review past events and identify patterns
• Respond promptly to notifications that require action to maintain good client relationships
• Mark notifications as read after addressing them to keep your notification center organized

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Settings

Go to: Settings in the sidebar (the gear icon)

Settings is where you manage your firm's account configuration.

What You Can Do

• Profile — manage firm name and contact information. Keep your profile up to date to ensure clients can reach you and your firm information is accurate across the platform.

• Business — update business details and legal certification. Upload your notary license, certifications, and insurance documents to maintain compliance and build trust with clients.

• Payments — configure payment provider settings. Connect Stripe or Payoneer to receive payments for completed sessions. Ensure your payment gateway is properly configured to avoid payment issues.

• Notifications — configure alert preferences for sessions, quotes, and payments. Choose which events trigger notifications and how you receive them (in-app, email, or both).

• Security — change password and enable two-factor authentication. Protect your account with strong security measures to prevent unauthorized access.

• License — manage notary license information and verification. Keep your license details current to ensure compliance with regulatory requirements.

• Tax — configure tax settings and compliance information. Set up tax information based on your jurisdiction to ensure proper tax reporting.

• Preferences — customize dashboard preferences and display settings. Adjust the platform to match your workflow and personal preferences.

• Billing — manage subscription plan and seat management. Review your subscription details, add or remove seats, and manage payment methods for your subscription.

Using Settings Effectively

• Review Settings quarterly to ensure all information is current and accurate
• Enable two-factor authentication for enhanced security
• Keep payment provider information up to date to avoid payment disruptions
• Configure notification preferences to receive alerts without being overwhelmed
• Review subscription usage regularly to ensure you have the right number of seats for your team

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Workflow: Onboarding a Notary Professional

1. Go to Team Registry in the sidebar
2. Click Invite Member
3. Enter their email address and assign their role
4. Click Send Invite
5. The notary receives an email, completes their profile and availability settings
6. Once active, their sessions appear in the firm dashboard automatically

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Troubleshooting

Staff cannot see sessions: Check the staff member's role — Notary Staff can only see their own sessions, while Admins and Managers see all firm sessions.

Cannot add staff: Only Admins can invite staff. Verify your role.

Payment not received: Verify the notary's payment provider (Stripe or Payoneer) is fully connected and verified. estateTT does not hold funds.

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Need Help?

Click the Help button on any page, or email support@estatett.com