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Understanding User Roles & Permissions

NotaryDash supports two user roles within a signing service account: Admin and User (standard user). This article explains what each role can do and how to manage your team.

The Two Roles

Admin

Admins have full access to the account, including settings that affect the entire organization. An admin can:

  • Add and invite new users to the account
  • Change user roles
  • Deactivate or remove users
  • Manage company profile and account-level settings
  • Access and manage billing information
  • Add, edit, or remove clients
  • Configure signing products and pricing
  • Create and manage orders
  • Search for and assign notaries

Every signing service account has at least one admin. It's a good idea to have more than one admin so you're not locked out if the primary admin is unavailable.

User (Standard User)

Standard users can handle day-to-day order work but cannot make account-level changes. A standard user can:

  • Create and manage orders
  • Search for notaries and send assignment offers
  • View and update order details
  • Access order history and reporting [NEEDS VERIFICATION: exact reporting access for standard users]

Standard users cannot:

  • Add or remove other users
  • Access billing information
  • Change company-level settings
  • Deactivate users

Inviting a New User

Only admins can invite new users. To add someone to your account:

  1. Log in as an admin.
  2. Go to Settings > Users.
  3. Click Invite User / Reset Password.
  4. Enter the new user's email address.
  5. Select their role: Admin or User.
  6. Send the invitation.

The invited person will receive an email with a link to set up their password and access the account.

[Screenshot: Invite user form with role selector]

Changing a User's Role

To change an existing user's role (for example, to promote a user to admin):

  1. Go to Settings > Users.
  2. Find the user in the list.
  3. Edit their role and save. [NEEDS VERIFICATION: exact steps for editing a role]

Only admins can change roles.

Deactivating a User

When a team member leaves or no longer needs access, an admin should deactivate their account promptly. Standard users cannot deactivate accounts — this action requires admin access.

To deactivate a user:

  1. Go to Settings > Users.
  2. Find the user you want to deactivate.
  3. Click De-activate User.

Deactivated users lose access to the account immediately. Their historical activity and any orders they created remain in the system.

[Screenshot: User list with deactivate option]

Best Practices

  • Assign admin access only to people who genuinely need it. Most schedulers and order coordinators only need standard user access.
  • Review your user list periodically and deactivate anyone who has left your organization.
  • Make sure at least two people have admin access in case the primary admin is unavailable.
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