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Appointments

Appointment Actions & Status Updates

A guide to managing travel records, tracking acts, verifying apostille settings, and updating booking statuses.

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Once an appointment is registered, notaries can log additional details, track compliance, and manage the booking status through dedicated action screens.

1. Adding Mileage (/appointments/[id]/add-mileage)

Track travel expenses for mobile notary jobs:

  • Save trips — Enter origin, destination, distance, duration, date, and optional notes to record your mileage entries.
  • Calculate fees — The system automatically calculates mileage fees if auto-tracking is configured in settings.
  • Mark as no mileage — If no travel was required, easily mark the appointment to exclude mileage tracking.

2. Adding Notarial Acts (/appointments/[id]/add-notarial-acts)

Accurately log the type and number of notarial acts performed:

  • Record act details — Select the type of act (e.g., acknowledgment, jurat) and specify how many signatures were notarized.
  • Track per-act fees — Input fees per act to ensure accurate accounting for tax and reporting compliance.

3. Apostille Details (/appointments/[id]/apostille)

For international document verification, view and verify apostille requirements:

  • Hague Convention check — View whether the destination country is part of the Hague Convention (which dictates whether an apostille or legalization is needed).
  • Service requirements — Verify county clerk certifications, Secretary of State apostilles, federal documents, translations, or legalization needs.

4. Confirming Appointments (/appointments/[id]/appt-confirmed)

Update the appointment when client confirmation is received:

  • Set confirmation notes — Log the date/time of confirmation and any scheduling notes.
  • Send notifications — Choose whether to trigger confirmation emails or SMS messages automatically to the signers.

5. Managing Appointment Status (/appointments/[id]/appt-status)

Keep your schedule organized by updating progress states:

  • Change state — Move the booking from tentative to confirmed, in-progress, completed, or other custom states.
  • Notify participants — Set up emails or push notices to alert signers of any status changes.

6. Canceling Appointments (/appointments/[id]/canceled)

If a signing cannot proceed, mark it as canceled:

  • Specify cancellation reasons — Select or type why the session was canceled (e.g., signer no-show, document errors).
  • Handle refunds / billing — Record whether cancellation fees apply or if the invoice should be voided.

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