Agency Management

Agency Management Guide

Complete guide to managing your notary agency, settings, users, and subscriptions.

Table of Contents

1. Agency Overview
2. Solo vs Multi-User Agencies
3. Agency Settings
4. User Management
5. Subscription Management
6. Agency Analytics
7. Multi-Location Management

Agency Overview

What is an Agency?

An agency in the Notarial system represents your notary business entity. Each agency has:

• Unique ID: System identifier
• Business Information: Legal business details
• Settings: Configurable preferences
• Users: Staff members and notaries
• Subscription: Service plan and limits

Agency Hierarchy

Parent Agency
├── Main Office
├── Branch Office 1
│   └── Users
├── Branch Office 2
│   └── Users
└── Mobile Notaries
    └── Users

Solo vs Multi-User Agencies

The Notarial system automatically detects your agency size and adapts the interface:

Detection Logic

The system counts active users in your agency:

• Solo Agency: 1 active user → Shows unified Settings menu
• Multi-User Agency: 2+ active users → Shows separate Agency and Profile menus

Solo Agencies

When you're the only user:

• Settings menu combines business and personal settings
• Simplified navigation for efficiency
• All settings accessible from one location
• Reduces menu clutter for solo practitioners

Solo Agencies See:

┌─────────────────────────────┐
│ 🏠 Dashboard                 │
│ 📁 Orders                    │
│ 🏢 Companies                │
│ ⚙️ Settings                  │ ← Unified menu
│ 📧 Communications            │
│ 💰 Financial                 │
│ 📊 Reports                   │
│ ❓ Help Center               │
└─────────────────────────────┘

Multi-User Agencies

When your agency grows to 2+ users:

• Agency menu appears for business settings (admin only)
• Profile appears under your name for personal settings
• Clear separation between business and personal
• Team management features become available

Multi-User Agencies See:

┌─────────────────────────────┐
│ 🏠 Dashboard                 │
│ 🏢 Companies                │
│ 📁 Orders                    │
│ 🏛️ Agency (admin)           │ ← Business settings
│ └── Your Name ▼              │
│     ├── Profile              │ ← Personal settings
│     └── Sign Out            │
└─────────────────────────────┘

Agency Settings

Business Information

1. Go to Agency → Settings
2. Update business details:
   • Legal Name: Official business registration
   • DBA/Trade Name: Operating name if different
   • Business Type: Corporation, LLC, Sole Proprietor
   • EIN/Tax ID: Tax identification number
   • License Numbers: Business licenses
   • Permits: Required permits
3. Add contact information:
   • Primary Address: Main business location
   • Mailing Address: If different
   • Phone Numbers: Business lines
   • Email Addresses: Contact emails
   • Website: Business website
4. Configure service areas:
   • Primary Service Area: Main coverage area
   • Extended Areas: Additional coverage
   • Service Radius: Distance from office
   • Travel Fees: Fee structure by distance

Operational Settings

1. Business Hours: Set operating hours
   • Standard hours
   • After-hours rates
   • Weekend availability
   • Holiday schedule
2. Fee Structure:
   • Standard notary fees
   • Rush service premiums
   • Travel fee calculations
   • Maximum fee limits
3. Service Preferences:
   • Appointment windows
   • Minimum notice required
   • Cancellation policy
   • Emergency service terms

Legal and Compliance

1. Notary Commission:
   • Commission numbers for all notaries
   • Expiration dates
   • State of commission
   • County restrictions
2. Insurance:
   • E&O insurance details
   • Coverage amounts
   • Policy numbers
   • Expiration dates
3. Bond Information:
   • Surety bond details
   • Bond amount
   • Bonding company
   • Effective dates

Branding and Customization

Logo Upload

Your agency logo appears on:

• PDF invoices and receipts
• Customer-facing documents
• Email communications
• Reports and statements

How to upload:

1. Go to Agency → Settings → Branding
2. Click "Upload Logo"
3. Select image file (PNG, JPG, WebP supported)
4. Click "Change Logo" to replace or ❌ to remove

Requirements:

• Format: PNG, JPG, WebP, or GIF
• Max size: 2MB
• Max dimensions: 2000×2000px
• Recommended: Square format, transparent PNG

Storage:

• Logos stored securely (local filesystem, S3, or MinIO)
• Optimized automatically for web use
• Served via CDN for fast loading

Brand Colors

Customize your agency's visual identity:

1. Primary Color: Main brand color (buttons, links, headers)
2. Secondary Color: Accent color (highlights, borders)
3. Accent Color: Additional highlights (CTAs, badges)

Color Picker:

• Use the color picker or enter hex code manually
• Preview changes in real-time
• Apply preset themes for instant styling

Quick Presets

Pre-built color schemes for common styles:

• Professional Blue: Trustworthy corporate feel
• Modern Green: Fresh, growth-oriented
• Classic Gray: Traditional, professional
• Bold Red: Energetic, attention-grabbing
• Royal Purple: Premium, sophisticated

Email Branding

Customize email communications:

From Information:

• From Email: Default sender address (e.g., notifications@youragency.com)
• From Name: Display name (e.g., "Acme Notary Services")
• Website URL: Linked in email footers

Email Signature:

• Add professional signature with:
  • Your name and title
  • Contact information
  • Legal disclaimers
  • Social media links

Footer Text:

• Custom footer text for all emails
• Legal disclaimers
• Unsubscribe instructions

Email Theme Style

Choose from preset email layouts:

• Default Professional: Standard business email
• Modern Minimalist: Clean, minimal design
• Classic Traditional: Formal, traditional layout
• Ultra Minimal: Bare essentials only
• Corporate Enterprise: Full-featured corporate style

Layout Options:

• Email width (400-800px)
• Content padding
• Display/hide: phone, email, address, website, social media

Document Templates

Coming Soon: Custom document templates with your branding

Planned Features:

• Invoice templates
• Receipt templates
• Contract templates
• Certificate templates

Notification Settings

1. Email Notifications:
   • Order confirmations
   • Appointment reminders
   • Payment receipts
   • System alerts
2. SMS Notifications:
   • Text message reminders
   • Appointment confirmations
   • Urgent alerts
3. Internal Alerts:
   • New order notifications
   • Assignment alerts
   • Deadline reminders

User Management

User Roles and Permissions

Agency Owner

• Full Access: All system features
• User Management: Add/remove users
• Billing: Manage subscription
• Settings: All agency settings
• Reports: All financial reports

Administrator

• Operations Management: Daily operations
• User Management: Except agency owner
• Reporting: Most reports available
• Settings: Operational settings
• Limited Billing: View billing info

Notary

• Order Management: Assigned orders
• Schedule: Personal calendar
• Documents: Order documents
• Journal: Personal journal entries
• Limited Reports: Personal performance

Staff

• Limited Access: Assigned tasks only
• Specific Functions: As assigned
• No Financial: No access to financials
• Customer Service: Client communications

Adding Users

1. Go to Agency → Users → Add User
2. Enter user information:
   • Name: Full legal name
   • Email: Work email address
   • Phone: Mobile/office number
   • Address: Contact information
3. Assign role and permissions
4. Set access level:
   • Full access
   • Limited access
   • Specific modules only
5. Set up authentication:
   • Send invitation email
   • Set temporary password
   • Require password change
6. Configure notifications:
   • Email preferences
   • SMS preferences
   • Alert types

Managing Users

• Edit User: Update user information
• Change Role: Modify permissions
• Deactivate: Temporarily disable
• Delete: Permanent removal
• Reset Password: User account recovery
• Login History: Track user activity

User Performance Tracking

• Order Statistics: Orders per user
• Revenue: Revenue generated
• Customer Ratings: Client feedback
• Completion Rate: Order completion
• Response Time: Average response time

Subscription Management

Subscription Plans

Free Trial

• Duration: 90 days from signup
• Email Unverified: 3 orders per month
• Email Verified: 10 orders per month
• Purpose: Try all features before committing
• Upgrades To: Starter, Professional, or Enterprise

Starter Plan

• Users: Up to 5 users
• Orders: Unlimited
• Storage: 10 GB document storage
• Support: Email support
• Features: Basic features + advanced reporting

Professional Plan

• Users: Up to 20 users
• Orders: Unlimited
• Storage: 50 GB document storage
• Support: Email + phone support
• Features: All Starter features + API access

Enterprise Plan

• Users: Unlimited users
• Orders: Unlimited
• Storage: Unlimited storage
• Support: Dedicated support
• Features: All features + custom workflows

Email Verification Bonus

Verify your admin email to unlock higher order limits:

How to Verify:

1. Check your email for the verification link after signup
2. Click the link to confirm your email
3. Your order limit increases immediately

Managing Subscription

1. Go to Agency → Subscription
2. View current plan details:
   • Plan Type: Free, Starter, Professional, or Enterprise
   • Status: Trial, Active, Expired, or Cancelled
   • Trial Ends: Countdown for trial period
   • Orders Used: Current month's usage
   • Orders Remaining: Available for this month

Upgrading Your Plan

1. Go to Agency → Subscription
2. Click Upgrade Plan
3. Select your desired plan:
   • View features comparison
   • See pricing (billed monthly or annually)
   • Check effective date
4. Enter payment information
5. Confirm upgrade

Upgrade Benefits:

• Immediate access to new features
• Unlimited orders (all paid plans)
• No interruption to service
• Prorated billing if switching mid-cycle

Billing and Payments

• Payment Methods: Credit card, debit card, or ACH
• Billing Cycle: Monthly or annual (save ~20% with annual)
• Invoices: Available in PDF format
• Payment History: View all past transactions
• Tax Documents: Access receipts for expense reports

Order Limits

During the trial period, order limits reset monthly:

• Limits reset on the same day each month
• Unused orders do not roll over
• Paid plans have unlimited orders

View Your Usage:

• Go to Agency → Subscription
• Check Orders Used / Orders Allowed
• See next reset date

Trial Expiration

When your trial ends:

1. Your subscription converts to a free limited account
2. Order limits may be reduced (depending on email verification)
3. Data is retained - no loss of information
4. Upgrade anytime to restore full access

Before Trial Ends:

• You'll receive reminder emails
• Consider upgrading to avoid interruption
• Export any important data if needed

Troubleshooting Subscription Issues

Order Limit Reached:

• Verify your email to increase limits (if not done)
• Upgrade to a paid plan for unlimited orders
• Wait for monthly reset (trial accounts only)

Payment Failed:

• Update payment method in Subscription settings
• Check card expiration and billing address
• Retry payment manually

Trial Expired:

• Upgrade to continue service
• Your data remains safe
• Reactivate by upgrading anytime

Agency Analytics

Performance Metrics

1. Order Metrics:
   • Orders per month
   • Average order value
   • Completion rate
   • Cancellation rate
2. Financial Metrics:
   • Monthly revenue
   • Profit margins
   • Average fee per order
   • Revenue by service type
3. User Metrics:
   • Orders per notary
   • Revenue per notary
   • Customer satisfaction
   • Utilization rate
4. Client Metrics:
   • New clients per month
   • Client retention rate
   • Repeat business rate
   • Client lifetime value

Custom Reports

• Date Range: Select any period
• Filters: Apply various filters
• Export Options: PDF, CSV, Excel
• Scheduled Reports: Automatic delivery
• Dashboard Widgets: Customize display

Benchmarking

• Industry Averages: Compare to industry
• Historical Trends: Year-over-year
• Goal Tracking: Set and track goals
• KPI Monitoring: Key performance indicators

Multi-Location Management

Location Setup

1. Go to Agency → Locations
2. Add new location:
   • Location name
   • Address and coordinates
   • Service radius
   • Operating hours
   • Contact information
3. Assign users:
   • Location manager
   • Staff assignments
   • Notary coverage
4. Configure settings:
   • Location-specific fees
   • Service areas
   • Special requirements

Location Management

• Transfer Orders: Move between locations
• Resource Sharing: Share notaries/resources
• Location Reports: Location-specific metrics
• Inventory: Track location supplies

Mobile Notary Management

• GPS Tracking: Real-time location
• Route Optimization: Efficient scheduling
• Mobile App: On-the-go access
• Expense Tracking: Travel expenses

Advanced Features

API Access

• API Keys: Generate API keys
• Webhooks: Set up webhooks
• Rate Limits: Understand limits
• Documentation: API reference

Integrations

• QuickBooks: Accounting integration
• Google Calendar: Calendar sync
• DocuSign: Electronic signatures
• Zapier: Workflow automation

White Label Options

• Custom Domain: Your own domain
• Custom Branding: Remove Notarial branding
• Custom Features: Development services
• Dedicated Support: Priority support

Best Practices

Agency Setup

1. Complete Profile: Fill all agency details
2. Verify Information: Ensure accuracy
3. Set Preferences: Configure all settings
4. Add Users: Onboard team members
5. Test Everything: Verify all functions

User Management

• Clear Roles: Define user responsibilities
• Regular Training: Keep skills updated
• Performance Reviews: Regular evaluations
• Security: Enforce strong passwords
• Documentation: Keep user guides

Subscription Management

• Monitor Usage: Track plan utilization
• Plan Ahead: Anticipate growth
• Budget: Plan for subscription costs
• Backup: Keep payment methods current
• Review: Regularly assess plan needs

Security

Agency Security

• Two-Factor Authentication: Require 2FA
• IP Restrictions: Limit access by IP
• Session Management: Control user sessions
• Audit Logs: Track all activities
• Data Backup: Regular backup schedule

Data Protection

• Encryption: All data encrypted
• Access Control: Role-based access
• Data Retention: Define retention policies
• Privacy Policy: Create privacy policy
• Compliance: Follow regulations

Troubleshooting

Common Issues

• User Access: Check permissions
• Billing: Verify payment method
• Settings: Check configuration
• Reports: Verify date ranges
• Integrations: Check API keys

Support Resources

• Help Center: Online documentation
• Email Support: Support tickets
• Phone Support: Direct assistance
• Community Forums: Peer support
• Video Tutorials: How-to videos

Related Articles

• User Account Setup
• Orders Management
• Payment Processing
• Security Best Practices