Sessions & Oversight

Coming Soon

Organisation accounts require the Elite plan, which is not yet open for subscriptions. This guide documents what will be available when Elite launches. To register your interest, email [email protected].

Viewing all organisation sessions

As an org owner or admin, you can see every session booked with any member notary:

1. Go to Dashboard → Organisation → Sessions.
2. Use the filters to narrow by:
   • Notary name
   • Session status (scheduled, in progress, completed, cancelled)
   • Date range
3. Click any session to view its full detail — document list, signing status, fee, and audit trail.

Reassigning appointments

If a notary becomes unavailable, you can reassign their upcoming appointments to another org member:

1. Go to Dashboard → Organisation → Sessions.
2. Find the relevant appointment (must be in Confirmed or Paid status).
3. Click Reassign.
4. Select the replacement notary from the list of available members.
5. The client is notified of the change automatically.

Reassignment is only available before a session starts

You can reassign an appointment only while it is in Confirmed or Scheduled status — before the assigned notary has clicked Start Session.

Once a notary starts a session (status changes to In Progress), the session is locked to that notary. The platform blocks all reassignment at this point — including by org owners and admins — because the performing notary is legally required to personally conduct the notarial act from start to finish under the Notaries Public Professional Practice Regulations 2026. A certificate bearing one notary's name but completed by another is potentially void.

If a notary cannot continue mid-session: There is no pause — the recording runs continuously and a session either completes or is terminated with a stated reason. The notary should attempt to resolve the issue with the session still live. If they genuinely cannot continue, they must end the session from within the video room and give a reason. The platform will then search for a replacement notary automatically, or issue the client a full refund if none is found — following the standard cancellation and reassignment flow.

There is no in-platform mechanism to transfer a live session to another notary. This is by design.

Document copies

A notary can email a client's notarised document to a named third party (a bank, a court, a solicitor) once the session is complete. It is sent as a PDF attachment, so nothing expires. The certificate is not included — that stays with the notary, the client and the people who signed.

How consent works: The notary adds the copy list during the live session — the client is shown an in-session popup and must explicitly approve each address before the session ends. The emails are queued at that point and sent automatically once the documents are generated.

As an org admin, you can review the status of any completed session:

1. Open the completed session under Organisation → Sessions.
2. Scroll to the Document copies section to see each recipient, their status, and the timestamp.

A recipient showing Bounced means the receiving mail server rejected the copy — the reason it gave is recorded against the recipient, and the notary was notified. Failed means it was never accepted for sending at all, most often because the documents together exceeded the size a single email can carry.

INFO

Available from Pro upwards. Client consent is always obtained during the session — org admins have visibility of the outcome, but cannot add recipients or override a refusal after the session.

Not the same as Express Document Delivery

Express document delivery — a paid service for posting hard copies on the client's behalf — is a roadmap item and is not yet available. Nothing above posts anything.

Organisation audit trail

Every event across all org sessions — signing steps, document hashes, payments, TSA timestamps — is recorded in the consolidated organisation audit trail.

1. Go to Dashboard → Organisation → Audit Trail.
2. Browse events chronologically, filterable by notary, event type, and date.

The audit trail is immutable and cannot be altered.

Acts with several signatories

Where a client names other signatories, one notarial act is conducted across several sittings — each appearing in the practice's sessions view with the act's reference against it.

Reading the view: several sessions sharing a reference are one act, not several jobs. One notarisation fee is earned for the act, and one attendance fee for each sitting conducted. A completed sitting on an act that is still open is ordinary rather than a stalled record.