One profile per notary
A notary profile is a person: their name, commission, jurisdiction, seal and signature. Each profile is held by exactly one person on your team, and only that person signs qualified signatures under it. A workspace can hold several notaries — one on Solo and Free, up to three on Practice.
- Anyone can be a notary, whatever their seat: the owner, an admin, a member, or the signing-notary seat. The seat decides which screens they see; holding a profile is what makes them a notary.
- The primary profile is the workspace's main notary: its jurisdiction sets your practice's rules, and documents sealed before you added more notaries wait for its signature.
- Every document records the notary it was sealed for, and every act in the e-journal names the notary who performed it.
Add a notary
The owner or an admin does this once per notary, in Settings → Notary profile.
- Invite the notary first, in Settings → Team, if they are not on your team yet. A profile always belongs to somebody with their own login — that is who signs.
- Press + Add notary, choose the person under Who is this notary?, and press Add profile.
- Fill in their name (see the next section), commission or licence number, country or state, city or region, and the commission's expiry date.
- Add their seal: Design for me builds one from the details above, or Upload my stamp takes a photo or scan of the real one.
- Add their signature. The notary can draw it from their own account — or, for a notary who does not use the dashboard, you can upload the signature they gave you and tick the box confirming they asked you to. Your name is recorded in the workspace's audit trail.
- Press Save notary profile. Make primary, on the left of the same row, makes this the workspace's main notary.
A notary who only signs
Give them the signing-notary seat and a profile. The office does everything else — the profile, the seal, the signature, the documents — and the notary's only job is the qualified signature in their queue.
Getting the name right
Every qualified signature is checked: the name itsme® or Evrotrust confirms from the signer's ID must match the profile's name, or the signature is not attached. Type the first and last name as they appear on the notary's ID.
- Extra names on the ID are fine to leave out: a father's name, a middle name or a second surname. “Ivan Petrov Ivanov” on the ID matches “Ivan Ivanov” on the profile.
- Order, capital letters and accents never matter: “IVANOV Ivan” matches “Ivan Ivanov”.
- Cyrillic or Greek on the ID matches the same name typed in Latin: “Иван Иванов” matches “Ivan Ivanov”, “Христо” matches “Hristo” or “Khristo”.
- Nicknames and short forms do not match: “Bill Smith” is not “William Smith”, and a first name alone is never enough.
- After the first signature that matches, the profile shows ✓ Verified and the name locks for good. If the notary's legal name changes later, add a new profile and retire the old one.
Why the check exists
A signing link in the wrong hands would otherwise let anyone with an itsme® or Evrotrust account sign in your notary's name. The check proves the person who signed is the notary on the certificate.
Sealing for a notary
In the seal editor, under Final pages, the Notary field says whose document this is. It starts on your own profile, or on the primary one if you have none.
- Your own profile: your certificate, seal and signature go on it, and you can go straight on to your qualified signature.
- Another notary's profile, as owner or admin: you prepare it for them — their certificate, seal and signature go on it, and it waits in their queue. They get an email.
- A prepared document is held: the customer receives nothing, it is not in their account, and the public verification page says it is waiting for the notary's qualified signature. The moment the notary signs, it is delivered automatically.
- Members who are not the notary can still seal a plain document for a notary — without the notary's certificate, seal, signature or name — and it waits in that notary's queue.
Nothing leaves before the notary signs
The office can prepare a document in a notary's name, but only that notary's own identity-checked signature releases it. In the e-journal the act shows “Awaiting their signature” until then.
Signing, and when a signature is refused
Each notary finds their documents under Qualified signatures in the sidebar. Only the document's own notary sees the Sign now button — nobody else can open or share the signing link.
- The owner and admins also see Waiting for another notary. A document without a notarial certificate can be moved to a different notary there with the Signs: field.
- If the confirmed name does not match, the signed file is not attached, the reason is shown on the document's row, and the owner gets an email. The document keeps waiting for its own notary.
- If it was the right person, correct the profile name so it matches their ID, then sign again.
An expired commission cannot sign
When the expiry date on a profile has passed, no act, preparation or qualified signature can use it. Update the date in Settings → Notary profile.
When a notary leaves
Press Retire profile in Settings → Notary profile. Nothing new can be sealed or signed under it, while its past acts and signatures stay on the record under the notary's name. The e-journal can still be filtered and exported for that notary.