What are Participant Roles (Signers, Witness, Notary, Observer, Admin)?

In online notarization (also called electronic or remote online notarization), multiple participants interact in a secure digital environment to complete the notarization of a document. Each participant has a specific role with defined responsibilities. Here’s a breakdown of the typical roles:

1. Signer

• Who they are: The person(s) whose signature is being notarized.
• Responsibilities:
• • Review the document.
  • Electronically sign the document in the presence of the notary.
  • Verify their identity using government-issued ID and knowledge-based authentication (KBA), or Biometrics.
• Key point: The signer must appear “in-person” virtually.

2. Witness

• Who they are: An individual who observes the signer signing the document.
• Responsibilities:
• • Confirm that the signature is made willingly and by the correct person.
  • Sometimes sign the document themselves as a witness.
  • May need to verify their own identity online. (depends on the notary)
• Key point: Not all notarizations require a witness; it depends on state laws and the type of document.

3. Notary

• Who they are: A licensed notary public authorized to perform electronic notarizations.
• Responsibilities:
• • Verify the signer’s identity.
  • Ensure the signer understands the document.
  • Administer the electronic signature and affix the digital notary seal.
  • Maintain an electronic record of the notarization, including audio/video of the session.
• Key point: The notary is the legal authority validating the signature.

4. Observer

• Who they are: Someone who can watch the notarization process but does not actively sign or verify documents.
• Responsibilities:
• • Monitor the process for transparency.
  • May be used in certain corporate or legal settings where oversight is required.
• Key point: Observers have no legal authority in the notarization; they cannot sign or notarize.

5. Admin

• Who they are: A business or organization administrator managing the sessions.
• Responsibilities:
• • Creating and scheduling the notarization session in the platform.
  • Maintaining records of the session, including session logs and document storage.
  • Paying for or initiating the session (covering any platform fees or coordinating billing).
  • Manage signers, witnesses, and notaries. (if they have their own notary team)
• Key point: So while the admin does not perform the notarization itself, they handle all logistical, administrative, and financial aspects to ensure the session runs smoothly.

Updated on: 19/11/2025