Common Zoom Questions

Zoom is our partner company, so we can assist you with some basic questions about the product but you may need to visit Zoom support for advanced issues.

What happens during the Zoom meeting?

  • The notary will start the Zoom meeting, as the host, and then the signers will join the meeting. The notary may need to "admit" each signer into the meeting.
  • Each person should turn on their Camera and Audio to ensure they can all be seen and heard in the meeting, so that they can be recorded during the signing process.
  • Best Practice Tip: Each signer is encouraged to use their own device, such as a laptop or desktop computer, to join the Zoom meeting and sign the documents. Details in the blue box below this section.
  • The notary may have a script they wish to follow to greet the signers and explain why they are all meeting - to sign the document(s)
  • The notary can use the Stop Email Hold feature to send the First Signer the email to begin signing the documents - only the first signer will get this email, as everyone must go one at a time, in the order they are listed on the transaction.
  • The First Signer will go through authentication, with on screen instructions, and then sign the documents.
  • Signers DO NOT need to share their screen during the Zoom meeting - in fact, notaries should check with their state RON laws and their Underwriter if necessary to see if Screen Sharing is ever allowed or always prohibited.
  • Once the First Signer is finished, the system will automatically email the Next Signer, and so on, until everyone is finished, including the Notary who will go last in the order.
  • When the transaction is Complete, the notary can wrap up the meeting and confirm when / where the documents will be delivered, and the meeting can be Ended by the notary.

Best Practice: If each signer will use their own device for the Zoom meeting, and for signing documents, that will ensure their camera, voice, and actions are all being recorded as their own and that there is no confusion.

Signers who are physically present in the same room together are still encouraged to use different devices, and perhaps sit in two different rooms to ensure clear audio in the meeting.

If signers feel like they must share one device, against this advice, they should know that they will be together on the Zoom meeting - this means they must make an effort to both remain on camera the entire time, and to clearly announce which person is performing which actions for the recording.

Signers who share a device during signing must Logout when one is finished signing, using the Quit button, before the next person starts to sign.

Signers who forget to Logout should then clear browser history, or use a different browser program for the second person.

Can I schedule multiple Zoom meetings for a single transaction?

Yes, a recent update now allows the notary to schedule an additional meeting once the first Zoom meeting has ended.

We encourage everyone to check with your state RON laws first, to ensure multiple meetings is valid in your state, as it is possible some states prefer a single continuous meeting for the entire process.

Click here for the article on additional meetings.

Can I invite someone who is not a signer to join the Zoom meeting?

Yes, you can copy the meeting invitation link: Click here for more info

You can also start the meeting then use Zoom's own "Invite" button

When you schedule a Zoom meeting through SIGNiX, you are using our integrated account with Zoom, not your own personal account. By using us, you will get a secure and encrypted meeting and you will not have to login to Zoom.

If you have a personal Zoom account, please be sure to logout of it before you try to start a meeting through SIGNiX.

Here are some useful links to the Zoom Help Center:

Because you are using our Zoom integration, some of the information in the above articles may not apply, as much of Zoom support is aimed at individual users with personal accounts. Still, this information can still be useful when you are guiding a signer through the video meeting process.