03 User Profile

User Profile Guide

Manage your personal profile, preferences, and account settings in the Notarial system.

Table of Contents

  1. Profile Overview
  2. Solo vs Multi-User Agencies
  3. Accessing Settings
  4. Personal Information
  5. Professional Details
  6. Security Settings
  7. Form Validation
  8. Notifications

Profile Overview

Your user profile contains all your personal information, professional credentials, and system preferences. Keeping this information up-to-date ensures smooth system operation and compliance with notary regulations.

Why Profile Management Matters

  • Compliance: Maintain accurate professional information
  • Notifications: Receive important system alerts
  • Efficiency: Work more efficiently with personalized settings
  • Security: Protect your account with proper security
  • Professionalism: Present accurate information to clients

Solo vs Multi-User Agencies

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

Solo Agencies (1 User)

When you're the only user in your agency, you'll see a unified Settings menu with:

  • Business & Profile - Combined tab for simplicity
  • Directory Profile - Public notary listing
  • Subscription & Billing - Plan management
  • Integrations - Third-party connections

Multi-User Agencies (2+ Users)

When your agency has multiple users, you'll see:

  • Agency menu - Business settings and team management (for admins)
  • Your Name menu - Personal profile and security

Accessing Settings

For Solo Agencies

  1. Click the ⚙️ Settings icon in the left sidebar
  2. Select a tab: Business & Profile, Directory, Subscription, Integrations

For Multi-User Agencies

  1. Business Settings: Click Agency in sidebar
  2. Profile: Click your name in the top right, select Profile

Personal Information

Basic Information

  1. Navigate to Settings → Profile tab
  2. Update your details:
    • Full Name: Your legal name
    • Email: Login email (cannot be changed)
    • Phone: Contact phone number
    • Job Title: Your role (e.g., Notary Public, Owner)
  3. Address information:
    • Address: Street address
    • City: City name
    • State: State abbreviation
    • ZIP Code: Postal code
    • County: County for jurisdiction

Form Validation

All forms use real-time validation to help you catch errors before submitting:

  • ✅ Green check - Field is valid
  • ❌ Red error message - Field needs correction
  • 📧 Email format - Must be valid email address
  • 📞 Phone format - US format: (555) 123-4567 or 555-123-4567

Validation Feedback:

┌─────────────────────────────────┐
│ Full Name                        │
│ ┌─────────────────────────────┐ │
│ │ John Doe                      │ │
│ └─────────────────────────────┘ │
│                                  │
│ ┌─────────────────────────────┐ │
│ │ Name is required             │ │ ← Error message
│ └─────────────────────────────┘ │
└─────────────────────────────────┘

Contact Information

  • Primary Email: System notifications and alerts
  • Secondary Email: Backup email address
  • Mobile Number: Text message notifications
  • Office Phone: Office phone number
  • Home Phone: Home phone number

Address Information

  • Home Address: Primary residence address
  • Work Address: Business or office address
  • Mailing Address: Different from physical address
  • Service Areas: Areas you provide service

Professional Details

Notary Commission

  1. Go to Profile → Professional
  2. Enter notary credentials:
    • Commission Number: Your notary commission number
    • Commission State: State that issued commission
    • Expiration Date: Commission expiration date
    • Commission Type: Type of commission
    • Issuing Agency: Agency that issued commission
  3. Upload documentation:
    • Commission Certificate: Digital copy of commission
    • Notary Seal: Digital image of notary seal
    • E&O Insurance: Insurance certificate
    • Bond Certificate: Surety bond certificate

Professional Information

  • Job Title: Your professional title
  • Specializations: Areas of expertise
  • Languages: Languages you speak
  • Experience: Years of experience
  • Certifications: Additional certifications
  • Memberships: Professional organization memberships

Business Information

  • Agency: Your notary agency
  • Office Location: Primary office location
  • Service Radius: Geographic service area
  • Mobile Services: Mobile notary availability
  • Office Hours: Regular business hours
  • Contact Methods: Preferred contact methods

Form Validation Rules

Each field has specific validation rules:

FieldValidation
Full NameRequired, 1-255 characters
EmailValid email format (cannot be changed)
PhoneUS phone format (optional)
Job TitleMax 255 characters (optional)
AddressMax 500 characters (optional)
CityMax 100 characters (optional)
StateMax 50 characters (optional)
ZIP CodeMax 20 characters (optional)

Security Settings

Accessing Security Settings

All Users: Settings → Security tab

Password Management

  1. Navigate to Settings → Security
  2. Enter your password details:
    • Current Password: Verify your current password
    • New Password: Create a new password
    • Confirm Password: Re-enter your new password
  3. Click Change Password

Password Requirements

Your password must include:

  • ✅ At least 8 characters
  • ✅ At least one uppercase letter (A-Z)
  • ✅ At least one lowercase letter (a-z)
  • ✅ At least one number (0-9)
  • ✅ At least one special character (!@#$%^&*)

Good Password Examples:

  • BlueHorse$BatteryStaple (passphrase style)
  • Notary!2024Secure (with numbers and symbols)

Avoid:

  • Dictionary words alone
  • Personal information (birthdays, names)
  • Common sequences (123456, password)

Notifications

Profile Update Notifications

When you update your profile, you'll receive an email confirmation at your registered email address. This security feature helps you detect unauthorized changes.

Email Subject: "Your Profile Has Been Updated"

If you didn't make this change, contact support immediately.

Security Alerts

You'll receive email notifications for:

  • 🔐 Password changes
  • 👤 Profile updates
  • 📱 New device logins
  • 🌍 Unusual location access
  • ❌ Failed login attempts

Two-Factor Authentication

  1. Enable 2FA for enhanced security
  2. Configure 2FA options:
    • SMS Authentication: Text message codes
    • Email Authentication: Email codes
    • Authenticator App: Google Authenticator
    • Backup Codes: Emergency backup codes
  3. Setup process:
    • Choose Method: Select 2FA method
    • Setup Device: Configure authentication device
    • Backup Codes: Save backup codes
    • Test: Test authentication

Session Security

  • Session Timeout: Auto-logout after inactivity
  • Remember Me: Keep logged in on trusted device
  • Login History: View login attempts
  • Active Sessions: Manage current sessions
  • Device Management: Manage trusted devices

Privacy Settings

  • Profile Visibility: Who can see profile
  • Contact Information: Contact info visibility
  • Activity Tracking: Activity visibility
  • Data Sharing: Data sharing preferences

Notifications

Email Notifications

  1. Navigate to Profile → Notifications
  2. Configure email settings:
    • Order Notifications: New order alerts
    • Appointment Reminders: Appointment reminders
    • Payment Receipts: Payment confirmations
    • System Updates: System update notifications
  3. Email preferences:
    • Immediate: Real-time notifications
    • Daily Digest: Daily summary emails
    • Weekly Summary: Weekly summary emails
    • Emergency Only: Critical alerts only

SMS Notifications

  • Text Alerts: SMS text message alerts
  • Phone Number: Mobile number for texts
  • Message Types: Types of SMS alerts
  • Frequency: SMS notification frequency
  • Quiet Hours: Quiet hours for SMS

In-App Notifications

  • Dashboard Alerts: System dashboard notifications
  • Popup Notifications: Pop-up alerts
  • Sound Notifications: Audio alerts
  • Visual Indicators: Visual notification indicators
  • Notification Center: Central notification center

Preferences

Language and Region

  1. Navigate to Profile → Preferences
  2. Set language and region:
    • Language: Display language
    • Time Zone: Local time zone
    • Date Format: Date display format
    • Time Format: 12/24 hour time
    • Currency: Currency display format

Dashboard Settings

  • Default View: Default dashboard view
  • Widget Layout: Widget arrangement
  • Refresh Rate: Dashboard refresh frequency
  • Data Display: Data display preferences
  • Quick Actions: Quick action buttons

Appearance Settings

  • Theme: Light/dark theme
  • Font Size: Text size
  • Color Scheme: Color preferences
  • Layout: Layout options
  • Icons: Icon style

Accessibility Settings

  • Font Size: Adjust font size
  • Contrast: High contrast option
  • Readability: Readability options
  • Screen Reader: Screen reader support
  • Keyboard Navigation: Keyboard navigation

Account Actions

Account Status

  • Active: Full account access
  • Inactive: Suspended account
  • On Hold: Temporary hold
  • Archived: Account archived

Account Options

  • Download Data: Download account data
  • Export Profile: Export profile data
  • Delete Account: Request account deletion
  • Transfer Account: Transfer ownership

Support Options

  • Help Center: Access help resources
  • Contact Support: Contact support team
  • Report Issue: Report system issue
  • Feedback: Provide system feedback

Best Practices

Profile Management

  1. Keep Current: Regular updates
  2. Accurate Information: Verify all details
  3. Professional Image: Maintain professional presence
  4. Compliance: Meet compliance requirements
  5. Security: Use strong security practices

Security Practices

  • Strong Passwords: Use strong passwords
  • Two-Factor: Enable 2FA
  • Regular Updates: Regular password updates
  • Secure Devices: Secure personal devices
  • Public WiFi: Avoid public WiFi for sensitive tasks

Notification Management

  • Relevant Notifications: Only necessary notifications
  • Frequency: Appropriate notification frequency
  • Quiet Hours: Respect quiet hours
  • Professional: Professional notification handling
  • Response: Prompt response to notifications

Troubleshooting

Common Issues

  • Profile Updates: Unable to save profile
  • Authentication: Login or 2FA issues
  • Notifications: Not receiving notifications
  • Display Issues: Profile display problems
  • Data Export: Data export problems

Resolution Steps

  1. Check Internet: Verify internet connection
  2. Clear Cache: Clear browser cache
  3. Try Different Browser: Test in another browser
  4. Contact Support: Contact support team
  5. Provide Details: Provide error details

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