Run a notary firm — a notary roster under one brand, team coordination, and firm-level administration.
estateTT is a technology platform. It does not provide legal advice, certify legal outcomes, or replace qualified legal or notarial advice. Notarial acts remain the responsibility of the qualified professionals who perform them.
The Company Notary workspace is the individual notary workflow run under a firm: each member works their own sessions, quotes, clients, and revenue through the full notary toolset — while the firm layer adds what a solo practice can't have. What the organization adds: Team registry for your notary roster (invites, ranks, seats), a team calendar view for managers, org-level document-readiness settings, and an org-level analytics entitlement — so the firm controls the structure while each notary owns their book.
One honest boundary worth knowing up front: work is per-member, not pooled. Sessions, revenue, and reviews belong to the notary who did them — there's no firm-wide session monitor or combined ledger. The org layer is governance and coordination, not a merged pipeline.
| # | Label | Href | Icon | Conditional? |
|---|---|---|---|---|
| 1 | Overview | /dashboard/notary | LayoutDashboard | Always |
| — | Ask AI | /dashboard/ask-ai | Bot | Always |
| 2 | Team registry | /notary/team | Users | Company Notary only (all members see it) |
| 3 | Pipeline | /dashboard/notary/leads | Briefcase | Always (badge: new leads) |
| 4 | Active Sessions | /dashboard/notary/sessions | Clock | Always |
| 5 | Appointments | /dashboard/notary/calendar | Calendar | Always |
| 6 | Availability | /dashboard/notary/availability | Activity | Always |
| 7 | My Services | /dashboard/notary/services | ShieldCheck | Always |
| 8 | Clients | /dashboard/notary/clients | Users | Always |
| 9 | Verifications | /dashboard/notary/verifications | UserCheck | Always |
| 10 | Quotes | /dashboard/notary/quotes | FileText | Always |
| 11 | Payment reviews | /dashboard/notary/payments | CreditCard | Always (badge: pending) |
| 12 | Assessments | /dashboard/notary/assessments | ClipboardCheck | Always |
| 13 | Documents | /dashboard/notary/documents | FileCheck | Always |
| 14 | Revenue | /dashboard/notary/revenue | DollarSign | Always |
| 15 | Analytics | /dashboard/notary/analytics | BarChart3 | Analytics feature |
| 16 | Client reviews | /dashboard/notary/reviews | Star | Always |
| 17 | Messages | /dashboard/notary/messages | MessageSquare | Always (badge: unread) |
| 18 | Notifications | /dashboard/notary/notifications | Bell | Always (badge: unread) |
| 19 | Settings | /dashboard/notary/settings | Settings | Always |
| Rank | Role | What rank actually controls |
|---|---|---|
| 4 | Admin / Org admin | Team management (invite, remove, change roles) + org document-readiness settings |
| 3 | Manager | Team management + team calendar view (the firm's aggregate schedule) |
| 2 | Analyst | Working member — no management rights |
| 1 | Staff | Working member — no management rights |
Two honest notes on what rank is not: it doesn't gate the everyday surfaces — sessions, quotes, revenue, and documents open for every member, scoped to their own work. And for New Engagement specifically, non-management members are sandboxed to the firm's own directory — reaching outside the firm is a manager-level privilege.
Lead/quote request → a notary quotes it (which claims it) → client accepts → client pays → notary confirms → session runs → review. Each stage has a home:
Incoming leads and quote requests — the badge is the intake queue. One mechanic worth teaching the team: a lead belongs to whoever quotes it — the notary who submits a quote becomes the session's notary. There's no manager assignment step, so coverage is a coordination habit (Team Chat/verbal), not a queue feature.
Respond with fee + a proposed start time. Statuses run Requested → Sent → Active/Declined. Acceptance doesn't book the session — it opens the client's payment step. The session only becomes runnable once payment confirms, so quote only times you can actually hold until then.
Your own sessions: Scheduled → Live → Completed. Start session opens the live toolkit — video call, whiteboard annotation, document sharing, digital signature capture. Sessions are participant-gated: you run yours, colleagues run theirs — nobody drops into another notary's session uninvited.
During a call, Participants handles Hold, Release, and Remove. The session's notary uses the separate ID Reviews toolbar panel to inspect uploaded IDs. Request ID asks participants for an optional waiting-room upload; it does not block joining. Open document opens each file in a new tab. After inspecting the uploads, use Mark reviewed or Flag concern and an optional review note. If a file cannot be opened, you can still Flag concern; expand Add review note (optional) to describe the problem. A later upload returns the participant to Awaiting review. This is the session notary's assessment record, not identity verification by estateTT. ID uploads are stored privately — only the session's notary and the uploader can open them; other participants cannot.
Your calendar and your availability windows — per-member by design. The one org-level piece: at manager rank and above, the calendar gains a team view — the firm's aggregate schedule for coordination and coverage planning. Availability gates the slots you book yourself; it's each member's own discipline.
The Verifications sidebar entry opens the ID Reviews records page, showing uploaded ID information and the notary's recorded outcomes. Use the in-session ID Reviews panel to open the documents themselves. Review records belong to the member acting as the session's notary; a firm role alone does not grant access to another member's review panel. Neither surface certifies identity or proves jurisdictional compliance.
Each member's queue of client payment records — confirm once funds clear. Each member manages their own PayPal connection; the firm doesn't touch the money.
Ratings and written feedback — per notary, not per firm. A member's reviews follow their work. For the firm, the coaching value is real but individual: you review the notary, not an aggregate.
Assessment tasks, document archives (notarized documents, client records — organized and access-controlled), and the client book with session history — all per-member, scoped to each notary's own work.
Your earnings — confirmed payments, pending amounts, lifetime, trends, full transaction history (with CSV export and a history subpage). Payments settle directly into each member's connected account — this page tracks, it doesn't hold. There is no firm-pooled ledger; each notary's Revenue is their own book.
Session volume, completion rate, confirmed revenue, average duration, workload trends — requires the org's analytics feature entitlement (that gate is org-level). The data itself is your own practice's — same metrics as the individual guide describes.
Messages is each member's conversation record — client threads, quote follow-ups, coordination around sessions — and it's a fuller workspace than a chat window. The thread list is searchable, each thread carries its own unread count, and the sidebar badge totals them: replies arrive without refreshing, and opening a thread marks it read. New Engagement starts a conversation — for managers and admins it searches the full network; staff and analysts reach the firm's own directory first.
Inside a thread: in-thread search recovers "what did we quote them for the second signing," attachments under 10 MB carry scans and drafts inside the conversation they belong to, and Export produces a PDF transcript — the artifact you want in hand if a notarization is ever questioned. Two honest behaviours worth briefing the team on: Delete conversation removes your copy — the client keeps theirs — and a pasted phone number or email is automatically replaced with [REDACTED] (sharing contact details is against the Terms of Service; the filter is mechanical, not a warning). Threads tied to a Document Room are flagged as such and go read-only when the engagement closes — the history stays.
Because this is a firm, keep one boundary clear: there is no private lane inside a client thread — every message is visible to the people on it. "Client's ID expired, verify before we continue" is a staff conversation — hold it with your team, not inside a thread the client can read.
Notifications is the event feed, separate from messages — new requests, session reminders, payment confirmations. Badge counts mean something's waiting.
The Team registry page is where the firm manages the roster beyond invites: seat capacity, pending-invite revocation, member role changes, and removal — all rank 3+ operations.
A member can't see a colleague's sessions? By design — every member's Sessions page is their own book at every rank. Managers get the calendar's team view for scheduling coordination, not a session monitor.
Can't invite? Inviting needs rank 3+ (Manager or Admin) — the registry itself is visible to all members, but the actions on it aren't.
Payment not received? Check the member's own PayPal connection under Settings > Client payments — funds settle to each member's account, not through estateTT and not through the firm.
Click the Help button on any page, email support@estatett.com, or reach us through the contact page. For the solo practitioner's view of the same surfaces, see the Individual Notary guide.