Remote Notary Ninjas: A Complete Mobile Platform for Clients, Businesses, Notaries, Signing Agents, and Apostille Providers

The Remote Notary Ninjas app by Notary Ninjas, LLC is designed to make notarization easier to request, manage, document, and complete from one organized platform.

Instead of relying on scattered emails, text messages, phone calls, paper notes, and separate file-sharing services, clients and notaries can manage the entire workflow through the app. This includes requesting a remote notary, submitting documents, communicating about a session, tracking appointments, managing referrals, requesting apostille assistance, creating agreements, and reviewing completed or prior sessions.

The app is built for two primary groups:

Clients and businesses that need notarial services
Notaries, Certified Signing Agents, and apostille service providers who want to manage and grow their work

The goal is to provide a single system where a client can request help and a qualified notary can manage the assignment from beginning to completion.

How the App Works for Clients

Create a Client Account

Clients can create an account to manage current and prior services without repeatedly entering the same information.

Once signed in, clients can:

Request a remote notarization
Track upcoming and prior sessions
Upload and review documents
Email documents directly to a session
Communicate with the assigned notary
Request apostille assistance
Locate notaries
Generate Room Mate and General Lease Agreements
Participate in the referral program
Share their personal referral link
Review session information and status updates
Access documents connected to their account

The app is designed to recognize returning users by their email address so that new records can be connected to the correct account.

Requesting a Remote Notary

The remote-notary process follows a clear two-step workflow.

Step 1: Create the Remote Session

The client begins by creating the remote session and entering the necessary booking information.

This may include:

Client or signer name
Email address
Phone number
Requested date
Requested time
Time zone
Document type
Number of signers
Number of notarial acts
Witness requirements
Apostille needs
Special instructions
Additional session details

Once submitted, the system creates a unique session and assigns it a numeric Session # and reference number.

The Session # is displayed throughout the app so the client and notary can easily identify the correct appointment when communicating or requesting assistance.

ASAP and Priority Remote Sessions

Clients who need urgent service can select an ASAP session.

When ASAP is selected, the request is automatically classified as a Priority Session.

Priority pricing is calculated as:

$25 for the first notarial act
$8 for each additional notarial act

For example:

One notarial act: $25
Two notarial acts: $33
Three notarial acts: $41
Four notarial acts: $49

The app prevents an ASAP request from being incorrectly submitted as a No-Rush session.

ASAP sessions are made available to eligible notaries who are prepared to respond quickly. If a requested notary is unavailable or does not accept the assignment, the session may be routed to another available notary or placed into the Open Call workflow.

This helps prevent unnecessary delays and gives the client a better opportunity to connect with an available notary.

Step 2: Submit Documents

After the session has been created, the client can submit the documents that need to be reviewed or notarized.

Documents can be submitted in several ways.

Scan or Photograph Documents

Clients can use the iPhone camera to photograph or scan document pages directly through the app.

This is helpful when the client has a paper document but does not already have a digital copy.

The camera and scanner workflow allows the user to:

Capture document pages
Review the images
Add multiple pages
Upload the completed document to the session
View the file from Session Details

Upload an Existing File

Clients can upload an existing file already stored on the device.

Supported document types may include:

PDF
JPG
JPEG
PNG

Editable PDFs can also be processed when they pass the platform’s security checks.

Email Documents to the Session

Every remote session receives its own private document email address.

An example may look similar to:

docs+SECURETOKEN@brooklynnotaryninjas.com

The secure email address appears directly on the booking confirmation and inside Session Details.

The client can:

Copy the email address
Paste it into any email application
Open the device’s Mail app
Email PDF or image attachments directly to the session

The email address is connected only to that specific remote session.

When an attachment is accepted, the file is uploaded to the session and becomes visible to the authorized client, business, assigned notary, and other authorized participants.

For privacy, the document-email system is designed to process the attachment without retaining unnecessary email content. The system does not need to preserve the sender’s email address, subject line, message body, or raw email headers as part of the session document.

Viewing Documents in Session Details

Documents uploaded through the app, website, camera, scanner, dashboard, or secure session email are organized under the Document section of Session Details.

The client can review information such as:

Document name
Original filename
Upload date
File size
Number of pages
Upload source
Image preview or thumbnail
File-viewing options

The document list can refresh while the Session Details page is open, allowing recently uploaded or emailed files to appear without requiring the client to recreate the session.

The goal is for all authorized participants to work from the same synchronized document list.

Session Confirmation and Tracking

After a booking is created, the confirmation screen displays important session information, including:

Session #
Reference number
Requested date and time
Time zone
Document type
Number of notarial acts
Signer information
Session status
Secure document email address
Document-submission options

The client can return to the session later to review its status.

Sessions may be organized into categories such as:

Upcoming
Prior
Requested
Scheduled
Rescheduled
Completed
Cancelled

Remote and in-person activity can also be organized by service type.

Communication With the Assigned Notary

Clients and assigned notaries can communicate through the session workflow.

This helps reduce confusion caused by separate text messages, personal email chains, and phone calls.

Session communication may be used to discuss:

Appointment confirmation
Document readiness
Missing pages
Identification requirements
Witness requirements
Scheduling changes
Technical preparation
Additional signers
Additional notarial acts
Completion status

Important session activity may also generate supported notifications so the client does not have to continuously check the app.

Remote Session Readiness

The app includes tools designed to help clients prepare before the appointment.

Clients may receive reminders or guidance concerning:

Whether the document is complete
Whether signature lines should remain unsigned until instructed
Whether the state and county sections should remain blank
Whether identification is required
Whether witnesses are needed
Whether all signers will be present
Whether the document has the appropriate notarial wording
Whether additional pages need to be uploaded
Whether the session date and time are confirmed

A readiness score or checklist can help identify missing items before the remote session begins.

This can reduce delays, rescheduling, and incomplete notarizations.

In-Person and Walk-In Sign-In

The app also supports clients who receive in-person or walk-in notarial services.

A client may complete the required sign-in information through the app or website.

The system can capture information such as:

Signer name
Email address
Phone number
Identification type
Identification number
Identification expiration date
Document type
Number of notarial acts
Signature
Service location
Apostille-related information

Returning users can be recognized by their email address.

When an existing account is found:

The user is asked to log in
The new record is connected to the existing account
The record appears under the correct client profile
A duplicate account is avoided

New users may be prompted to create a password after completing the in-person sign-in.

This allows them to access their record and use additional app services later.

Apostille Requests

Clients can request apostille assistance through the platform.

The apostille workflow may collect information such as:

Document type
State of origin
Destination country
Number of documents
Requested processing method
Contact information
Supporting files
Special instructions

Clients can track the request and communicate with the appropriate service provider.

Notaries who provide apostille services may opt into the apostille directory and make their availability visible through the platform.

The apostille workflow is kept separate from a standard remote-notary session so each service can be tracked properly.

Finding a Notary

The app includes access to a notary directory.

Clients can review available notary profiles and may see information such as:

Notary name
Commission state
County
Certified Signing Agent status
Apostille availability
Biography
Profile photo
Service information
Verification status
Public contact preferences
Remote-service availability

Clients can use the directory to identify a notary whose qualifications and services match their needs.

Where supported, clients may request or schedule a service directly through the app instead of leaving the platform.

Verified Notary Profiles

Qualified notaries may receive profile-verification indicators.

Verification features are intended to help clients understand whether important information has been reviewed, such as:

Commission information
Commission expiration
Certified Signing Agent status
Background-check information
Errors and omissions insurance
Apostille availability
Profile completeness
Directory approval

A verification badge does not replace the client’s responsibility to review the service and notary, but it provides additional transparency within the platform.

Room Mate and General Lease Agreement Generator

The app includes a Room Mate and General Lease Agreement Generator.

This feature is designed for people who need a written agreement involving:

A landlord
A lease holder
A tenant
A roommate
A property manager
A management company
Multiple parties

Users can enter information such as:

Full legal names
Party roles
Business or management-company name
Email addresses
Phone numbers
Property address
Payment terms
Deposit information
Lease period
House rules
Responsibilities
Additional conditions

The generator creates an initial agreement based on the information entered.

Repeated AI Revisions

After the first agreement is generated, the user can continue requesting changes.

For example:

Add a late-fee clause
Change the deposit amount
Add utility responsibilities
Clarify guest rules
Add a move-out notice period
Change the rent due date
Add another roommate
Revise a cancellation term
Add a property-management company
Clarify which party controls the master lease

The user can:

Enter a revision request
Review the proposed changes
Make manual edits
Apply the revision
Continue requesting additional changes
Review the revision history
Finalize the document when satisfied

The completed agreement can be prepared for printing, sharing, signing, and remote notarization.

The system may also prompt the parties to schedule a remote notary after the agreement is finalized.

Verified Rental Agreement Workflow

The platform can support a more structured rental-agreement workflow designed to reduce identity fraud and misunderstandings between parties.

A Verified Rental Agreement package may include:

A written agreement
Identified parties
Defined roles
Contact information
Property information
Deposit and payment terms
Signature sections
Notarial acknowledgment language
Remote-notary scheduling
Document storage
Session tracking

This is especially useful for room rentals, apartment shares, roommate arrangements, lease transfers, and sublets where the parties may not know each other well.

Client and Business Referral Program

All clients and business users can participate in the referral network.

Each participating user receives a personal referral link.

The app’s Share With Friends feature automatically shares that referral link rather than the general website address.

The referral link may be shared through:

Text message
Email
WhatsApp
Social media
The iOS Share Sheet
Copy and paste

When another client uses the link and creates an eligible remote-notary session, the referral is recorded.

The referral system can track:

Link clicks
Unique visitors
Referred clients
Created sessions
Completed sessions
Referral percentage
Amount earned
Payment status
Responsible notary
Reassignment history

Clients and businesses function similarly to referral partners or influencers. They can share the service with their audience, contacts, customers, tenants, employees, or community.

How Client Referrals Are Routed

A session created through a client referral link is routed only to a notary who participates in the referral network.

A notary who has opted out will not receive that referral-based assignment.

The participating notary who ultimately accepts and completes the session becomes responsible for the referral payment.

If the session is reassigned:

The original notary’s responsibility ends
The new assigned notary becomes responsible
The reassignment is recorded
The referral remains connected to the referring client or business

This prevents a referral from being lost merely because the first notary was unavailable.

Business Accounts

Businesses can use the platform to schedule and manage remote sessions for multiple clients.

A business account may be useful for:

Law offices
Title companies
Real estate professionals
Property managers
Medical offices
Financial-service businesses
Insurance companies
Employers
Translation providers
Document-preparation companies

Business users can:

Create sessions for different clients
Enter signer information
Upload documents
Email files to a session
Track upcoming appointments
Review prior sessions
Share a business referral link
Monitor referred sessions
Coordinate with assigned notaries
Store session information in one account

The business interface follows a workflow similar to the client experience but supports multiple customers or signers.

Live Chat and Assistance

Clients may communicate with an available notary or operator through the platform’s live-chat system.

Live chat can help with questions such as:

Which service should I request?
Can this document be notarized remotely?
Do I need a witness?
How many notarial acts are required?
Should I sign the document before the session?
How do I upload my document?
How do I use the secure session email?
Is apostille service needed?
How do I schedule an urgent appointment?

Available notaries may show an online status and respond to visitor requests.

Notifications

The app supports notifications for important activity.

Clients may receive notifications concerning:

Session creation
Session confirmation
Notary assignment
Scheduling changes
Cancellation
New messages
Document uploads
Document requests
Open Call or assignment activity where applicable
Session completion
Chat requests
Apostille updates

Notifications are intended to reduce missed appointments and delayed responses.

Language and Appearance Options

The app is designed to be accessible to a wider range of users.

Supported interface options may include:

English
Spanish
Haitian Creole
Chinese
Russian

Users can also select light or dark appearance settings.

The header clearly displays:

Notary Ninjas, LLC
Remote Notary & Apostille Support
Veteran Owned Business
Version Information
Language | Color

Text, headings, contrast, and layout have been enhanced to improve readability, including for users who prefer larger or slightly bolder text.

How the App Works for Notaries

The notary side of the platform is designed to help commissioned notaries manage assignments, documents, communication, referrals, profiles, apostille services, and client activity.

Notaries may use the app to:

Receive remote-session requests
Review available assignments
Accept sessions
View upcoming and prior appointments
Review session details
Access authorized documents
Communicate with clients
Manage notary profiles
Participate in the public directory
Opt into the referral network
Track referral obligations
Provide apostille services
Respond to live-chat requests
Receive assignment notifications
Report session issues
Update completion status

Paid Notary and Certified Signing Agent accounts may receive expanded access when activated for the released version.

Notary Profile Management

Notaries can manage professional information through their profile.

Profile fields may include:

Full name
Email address
Phone number
Address
Commission state
County
Notary registration or commission number
Commission expiration date
Certified Signing Agent status
Apostille service availability
Biography
Profile photo
Public profile URL
Signing-agent profile URL
Directory participation
Contact-display preferences
Errors and omissions insurance
Background-check information
Supporting credentials

The profile can be reviewed and updated as the notary’s qualifications change.

Directory Participation

Notaries may choose to participate in the public directory.

Directory participation allows clients to find notaries based on qualifications, service area, and available services.

The notary can control certain public profile settings, including whether to display:

Email address
Phone number
Biography
Profile photo
Service information
Apostille availability

Notaries may be required to submit updated commission or verification information before receiving full directory visibility.

Receiving Remote Session Requests

When a client creates a remote session, an eligible notary may receive an assignment or Open Call opportunity.

The request can include:

Session #
Reference number
Requested date and time
Time zone
Document type
Number of signers
Number of notarial acts
Witness requirements
Apostille needs
Client notes
Document availability
Priority or No-Rush status

The notary can review the information before accepting the assignment.

ASAP and Open Call Assignments

ASAP sessions are treated as Priority Sessions.

The system is designed to route urgent requests to notaries who can respond promptly.

If the requested notary does not accept the job within the permitted response period, the session may:

Move to another eligible notary
Appear on the Open Call dashboard
Become available to participating notaries
Be reassigned based on availability

This protects the client experience and helps prevent the network from losing work because one notary was unavailable.

Session Details for Notaries

Once assigned, the notary can review the complete Session Details page.

This may include:

Session #
Reference number
Client information
Scheduled date and time
Time zone
Document type
Signer count
Notarial act count
Witness information
Apostille information
Client notes
Uploaded documents
Document email address
Session messages
Status history

The numeric Session # is shown on session lists and appointment cards so the notary can quickly identify the assignment.

Accessing Session Documents

The assigned notary can access files under:

Session Details
Document
Files Attached to This Session

Documents may originate from:

Client camera scans
Client photo uploads
Existing device files
Business dashboard uploads
Secure session email
Notary uploads
Supported website uploads

The notary can review the document name, size, page count, source, upload date, and available preview.

Access is connected to the current assignment.

If the session is reassigned, the newly assigned notary receives access and the former notary’s access can be removed.

This protects client documents while allowing the active notary to complete the assignment.

Notary Referral Network

Notaries can choose whether to participate in the referral network.

To activate the program, the notary opens the Referral section and:

Opts into the referral network
Sets the referral percentage offered to clients or businesses
Chooses a payment method, such as Zelle or check
Saves the referral profile

The client referral percentage must be at least 1 percent.

A commonly recommended percentage is 10 percent, although the participating notary may select a different percentage when permitted.

A notary who opts out will not receive sessions created through client or business referral links.

How Referral Responsibility Works for Notaries

The notary who accepts and completes a referred session becomes responsible for the referral payment.

The referral dashboard records:

Referring client or business
Referred session
Referral percentage
Gross session amount where applicable
Amount owed
Payment method
Paid or unpaid status
Completion status
Reassignment history

When a referred session is reassigned, the referral obligation transfers to the new assigned notary.

This ensures that the notary who actually receives and completes the work is responsible for compensating the referral partner.

Custom Referral Links

Notaries may request a custom referral URL for marketing purposes.

A custom link may be useful for:

Social-media marketing
Business cards
Flyers
QR codes
Email signatures
Community organizations
Real estate partnerships
Legal-industry contacts
Existing client lists

Approved custom links still connect to the platform’s referral tracking system.

Apostille Provider Participation

Notaries who provide apostille-related services may opt into the apostille program.

An apostille profile may identify:

States served
Document types handled
Processing options
Contact preferences
Availability
Service notes
Directory participation

Apostille requests are managed separately from standard remote-notary sessions so the provider can track each service accurately.

Live Chat for Notaries

Participating notaries can communicate with website visitors through live chat.

Notaries may:

Show that they are online
Receive chat requests
Invite visitors to chat
Answer service questions
Help visitors select the correct service
Direct clients to create a session
Explain document-submission options
Assist with scheduling

Live chat gives notaries another way to convert visitors into clients while keeping the interaction within the Notary Ninjas platform.

Dispute and Issue Reporting

Notaries and clients can report problems connected to a session.

Examples may include:

Missing documents
Incorrect session information
Client no-show
Notary no-show
Scheduling dispute
Payment concern
Referral-payment issue
Document-quality issue
Technical problem
Inappropriate conduct
Assignment disagreement

Issue reporting creates a structured record so the matter can be reviewed using the session information and activity history.

One Platform for the Complete Notary Workflow

Remote Notary Ninjas is more than a scheduling form.

It is designed as a complete workflow connecting clients, businesses, notaries, Certified Signing Agents, apostille providers, and referral partners.

For clients, the app provides a convenient way to:

Request services
Upload documents
Email files securely
Track appointments
Communicate with a notary
Request apostille help
Generate agreements
Find qualified service providers
Participate in referrals

For notaries, the app provides tools to:

Receive assignments
Review session details
Access documents
Communicate with clients
Manage professional profiles
Participate in the directory
Receive referral-network sessions
Track referral obligations
Offer apostille services
Respond to live-chat inquiries
Manage upcoming and prior work

The result is a more organized and transparent process from the initial request through document submission, assignment, notarization, and completion.