KYS Tech - Online Notarization Platform

Super Admin:

The super admin will create new accounts and manage the accounts for the signers and the enterprise users. The admin can access the details of all the users they have added and also has the ability to assign different roles to a user such as branch admin, scheduler, or notary.

Enterprise Users:

The enterprise user is an organization who can use this platform for their clients and get the documents notarized. The enterprise users can get in touch with the sales team for creating an account on the platform. Once the super admin creates the account for the enterprise using the enterprise user can log in to their account from the platform. For security reasons when the notary logs into their account for the first time they will be asked to provide an OTP instead of a password for accessing the valid document.

When the enterprise user logs into their account for the first time they will also receive an email address with a password generation link. When the password is generated the enterprise user automatically verifies their email address. If there’s a mistake, the enterprise user can change it with the help of an edit option. This edit option will only be valid until and unless the password is generated, once the password is generated the edit button will be disabled.

Branch Admins:

The Branch Admin of an enterprise can access the details of all the packages, sessions, and users that are added under the branch. A package is simply an appointment for getting a document notarized. The branch admin can assign a user as a scheduler or can themselves be the scheduler.

Scheduler:

The Scheduler will create the packets or appointments for getting documents notarized. The schedulers can receive documents over email and then they can create a packet or an appointment to get their document notarized by the notary. The scheduler will be responsible for adding the document and signer’s details, once added an invitation will be sent to the signers so they can join at the scheduled date and time.

Notary:

The Notary is the one who verifies the documents and gets them notarized. The notary can see the list of requests or packets they have and then can select one to proceed with the process. The notary will do a video calling session with the signers. The notary will also verify the signer details to ensure they are who they say they are and once they decide that everything is in the order they will ask the signer(s) to e-sign the document. After this, the notary verifies everything and seals or signs it and the document is available to download for the singers.

Once a packet is notarized it can be accessed from the previous notarizations. From this section, the notarized document can be downloaded as a PDF document. Users can also send the document as an email directly from the platform to the signer whose data is already in the system and they can also add an additional email address to email the notarized document.

Admin Users:

The Admin Users have access to all the branches of the enterprise, they have access to all the packages, sessions, and users that are added under all the branches of the enterprise. For example, Techno Exponent is an enterprise user that has branches in INDIA, the USA, and the UK.

Now, three branches will have three branch admin i.e. INDIA has Branch Admin 1, the USA has Branch Admin 2, and the UK has Branch Admin 3. However, there will only be one Admin user of Techno Exponent, who has access to the details of all three branches.

The Signers are the ones who will sign the document while getting it notarized, the notary will verify the details of the signers and only once the notary decides that everything is in the order they will ask the signer to e-sign the document. More than once signers can be present while a document is getting notarized while adding their e-signs to the document.