Appearance
Your Notarisation Session
Before you join
Run the tech check (recommended)
At least 15 minutes before your session, run the Pre-Session Tech Check to confirm your camera, microphone, and browser are working correctly. A link is in your booking confirmation and your 15-minute reminder email.
Have these ready
- Photo ID — the notary will ask you to hold it up to the camera
- Your documents — upload them to the session under Dashboard → Sessions before joining if you haven't already
- A quiet, well-lit space — sit facing a light source (a window in front of you is ideal)
- A stable internet connection — wired is best; if on Wi-Fi, sit close to your router
Joining your session
- At the scheduled time, go to Dashboard → Sessions.
- Click Join Session on your upcoming session card.
- The pre-join screen opens — check your devices here before entering the room.
The pre-join screen
Before entering the session you will see:
- A live camera preview showing how you look to others
- Device selectors — choose your camera, microphone, and speaker from the dropdown menus
- A microphone level bar — speak normally and watch the bars move to confirm your mic is picking up sound
- A Test speaker button — click it to play three short tones and confirm you can hear
If your camera or microphone is blocked
If you see a red warning banner, your browser has denied access. Follow the on-screen steps:
- Click the camera or lock icon in your browser's address bar
- Set Camera and Microphone to Allow
- Refresh the page
See the Pre-Session Tech Check guide for detailed instructions for each browser and device.
On a phone or tablet
The pre-join screen shows a Switch camera button (⟺) to switch between your front and rear cameras. Use your front camera so the notary can see your face.
Entering the session
Click Join session. If the notary has not yet arrived, you will see a "Waiting for your notary…" screen. Stay on the page — it will start automatically when they join. If the notary is already in the room, you go straight into the live session.
During the session
What you see on screen
The main area shows video tiles for everyone — you, the notary, and any witnesses. The active speaker is highlighted with a green ring. Your own tile has a blue ring.
In the header you will see:
| Indicator | Meaning |
|---|---|
| Green dot | Good connection |
| Amber dot (pulsing) | Connection is slow — move closer to your router |
| Red dot (pulsing) | Very poor signal — try a different network |
| Session timer | How long the session has been running (e.g. 00:23:47) |
| Amber pulsing timer | 5 minutes remaining in the scheduled slot |
When 5 minutes remain, you will also see a notification. This is a reminder — the notary controls when the session actually ends.
Your controls
| Button | What it does |
|---|---|
| Camera icon | Turn your camera on or off |
| Microphone icon | Mute or unmute yourself |
| Switch camera ⟺ | Switch front/rear camera (phones only) |
| Red phone icon | Leave the session |
Muting yourself
Mute your microphone while the notary is speaking if there is background noise on your side.
Steps in a notarisation session
Step 1 — Identity confirmation on camera
The notary will ask you to hold your photo ID up to the camera. Hold it steady for a few seconds and keep it flat — they may ask you to tilt it if there is glare. This is a legal requirement under the Notary Public Act 2023 and is part of the session recording.
Step 2 — Document review
The notary will display the document in the signing panel. Read it carefully. If anything needs correcting, say so before you sign.
Step 3 — Signing
A signing panel appears on the right side of the screen. Your assigned fields are highlighted in blue.
Typed signature
- Your name is pre-filled — edit it if needed
- Choose a signature style from the four font options
- A preview of your signature appears
- Tick the confirmation box
- Click Sign
Handwritten signature (QR code)
If the notary has requested a handwritten signature for a field:
- Click Show QR Code
- Scan it with your phone camera — a handwriting pad opens in your phone's browser
- Draw your signature with your finger and tap Submit
- Your signature is sent back to the session instantly
For date fields, the current date fills in automatically — just confirm and click Sign.
Step 4 — Client confirmation
After you have signed all your fields, the notary reviews them. When ready they will enable a final confirmation box:
"I have reviewed all documents and am satisfied with my signed fields…"
Tick the box. The notary cannot close the session until you do. If the box is not yet visible, wait — the notary will enable it when they are ready.
Step 5 — Notary applies their seal
The notary applies their registered digital seal and signature, then finalises the document. A cryptographic timestamp is permanently embedded at this point.
Step 6 — Session complete
The notary clicks Complete Session. The platform automatically:
- Generates your notarial certificate PDF
- Emails it to you, the notary, and any witnesses
- Archives the recording and audit trail for 7 years
Document delivery consent
If the notary has arranged for a physical copy of your document to be delivered after the session, you will see a pop-up during the session:
"Document Delivery — Consent Required"
It will show the recipient name and delivery address. Click Approve Delivery to agree, or Decline if you do not want physical delivery. This consent is recorded in the session audit trail. You cannot change your decision after clicking — if you need to adjust, let the notary know immediately.
If you approve, delivery is arranged automatically once the session is completed.
In-session chat
If the notary needs to send you a written message, they can open a chat panel. When they do:
- A chat window appears on your screen
- A notice reads: "This chat is monitored and recorded as part of the notarisation audit trail"
- All messages are stored permanently as audit evidence
You can read and reply while the chat is open. The notary closes it when they are done. You cannot start a chat yourself — only the notary can open it.
Session recording and transcript
Every session is automatically recorded from the moment the notary joins. Recordings are stored securely for 7 years (Notary Public Act 2023, s.6(3)(d)).
At the start of the session you will see a notice:
"This session is being transcribed for legal compliance and evidence purposes."
A full transcript is produced after the call. Transcripts are not shared with participants — they are stored for authorised legal or compliance use only, such as in a dispute or investigation.
If your connection drops
If you lose your connection mid-session, a red banner appears:
"Connection lost — Rejoin now"
Click Rejoin now. Your signing progress is saved — you will not need to start over. If you cannot reconnect, contact the notary directly or email [email protected].
Witnesses
If your document requires a witness, the notary invites them before the session. Witnesses join via a secure one-time link and do not need a Notarise It© account. They complete their own signing step during the session.
After the session
Your notarised certificate is available immediately:
- By email — sent automatically to your registered address
- On the platform — Dashboard → Documents
The certificate has a QR code that anyone can scan to verify it, or visit https://www.notariseit.com/verify — no account needed.
Troubleshooting
| Situation | What to do |
|---|---|
| Camera or mic blocked | See the Tech Check guide |
| You missed the session | Contact [email protected] for rescheduling options |
| The notary didn't join | You will be notified — contact support for a refund or rescheduling |
| Document flagged during session | You'll receive an in-app notification and email with instructions to re-upload |
| Connection dropped, can't rejoin | Contact your notary directly, then email [email protected] |