Create and Use RON Clickable-field Templates

RON Clickable-field Templates let you store a PDF together with its clickable-field layout—signature fields, name fields, dates, initials, and notary seal positions—so you can drop the same document into future appointments without placing clickable-fields from scratch. Create a template once, assign it to a RON booking option so its documents are added automatically, or choose it when preparing an appointment.

Choose how to use templates

There are two ways to reuse a saved PDF and its clickable fields:

• One-off appointment: choose Use a template when preparing an appointment's documents. This works when the notary chooses the form for an individual request.
• Booking form: attach templates to a service under Automatic RON documents. The person requesting an appointment chooses a booking option, and that option supplies the saved documents.

For a company that repeatedly uses two or three forms, create a template for each form and a separate booking option for each document or document bundle. For example, employees could choose Employee affidavit, Equipment authorization, or Company declaration. The employee selects the option they need; they do not need to manage templates or place fields themselves.

The walkthrough below uses the booking form approach and follows it all the way to both people entering the signing room.

Watch the setup walkthrough

Follow a company notary preparing repeat documents, an employee choosing one and requesting an appointment, and both people joining the same signing room. Includes a clickable notary seal at the bottom left, upcoming appointment review, and the identification control in appointment details.

The walkthrough uses the actual app and local backend with fictional company data and a disposable database. Email delivery, external storage, cameras, and external providers are simulated. Narration uses Samantha (Enhanced). The example stops before anyone signs.

Direct link: Open RON Clickable-field Templates in NotaryCentral

What a clickable-field template includes

Each saved template stores:

• Source PDF — The blank or partially filled document you uploaded.
• Participant slots — How many signer slots the layout expects, plus a separate notary role. Existing witness slots are preserved.
• Clickable-fields — Where each field sits on the PDF, and which slot it belongs to.

When you apply a template to an appointment, NotaryCentral copies the PDF into the signing and remaps clickable-fields to the real participants in that session—for example, labels like Sign (Jane Doe) instead of generic Sign placeholders.

Before you begin

• RON access — Clickable-field templates are used with Remote Online Notarization workflows. If RON is not enabled on your account yet, request access from Settings → RON access first.
• A representative PDF — Use the same document version you expect to notarize repeatedly (for example, a standard affidavit or acknowledgment form).
• Know your participant count — Set the template’s participant slots to match how many signers the form requires. You can still apply a template only when the appointment has enough participants to fill every slot.

For help placing clickable-fields inside the signing room, see Adding Annotations and Clickable-fields.

Part 1 — Create a clickable-field template

Open the template manager

You can reach RON Clickable-field Templates in any of these ways:

1. Settings — Open Settings, find RON Clickable-field Templates, and choose Manage templates.
2. Search — From the app search bar, type template, clickable-field template, or RON clickable-field templates and open the result.
3. Direct URL — Go to https://app.notarycentral.org/tag-template-editor.

The manager shows your saved templates, or an empty state with Create Your First Template if you have none yet.

Start a new template

1. Click Create Template (or Create Your First Template on the empty list).
2. You land in the editor. Before a PDF is attached, you see an upload prompt: Upload a PDF to start.
3. Click Upload PDF (or Choose PDF file) and select your document. Only PDF files are supported.

After the PDF loads, the editor shows the document viewer plus setup controls above it.

Name the template and set participants

1. Enter a clear Template name (for example, Two-signer affidavit or Acknowledgment — single signer).
2. New templates start with 1 signer slot. Use the Signers counter (- / +) to match how many signer slots your form needs. The slot summary updates live (for example, Participant 1, Participant 2).
3. The Notary (me) role is always available separately and does not count toward the signer total. Adding or removing signer slots keeps the notary available.
4. If you picked the wrong file, click Replace PDF to swap the document without leaving the editor.

Place clickable-fields on the PDF

With the PDF visible:

1. Open the clickable-field tools on the right-side toolbar in the document viewer (the same tools used in the live signing room).
2. Drag fields onto the document—Signature, Name, Date, Initial, Notary Seal, and other supported clickable-field types.
3. Assign each clickable-field to the correct participant slot (for example, Participant 1 vs Participant 2) and to Notary (me) for notary-only fields.
4. For example, select Notary (me) and drag a Notary Seal field into the bottom-left seal area. Choose Clickable field when the placement dialog appears. This saves a placeholder for the notary; it does not apply a seal.
5. Scroll through every page and confirm required fields are covered.

Tip: Place at least one clickable-field per required action before saving. After you save, each template card shows a slot and clickable-field count (for example, 2 slots • 4 clickable-fields) so you can verify the layout was captured.

Save the template

1. When the layout looks correct, click Save Template in the toolbar.
2. Wait for the success banner. Your template appears in the list when you click Back to Templates or refresh with Refresh.

You can Preview, Edit, Duplicate, or Delete any saved template from the list view. Workspace templates (when your organization uses shared templates) show a Workspace badge; personal templates show Personal.

Part 2 — Assign templates to a booking option

Use this when customers book a repeatable RON service, such as a standard affidavit. A booking option is a service under Services I offer on your booking form.

1. Open Manage booking form, then choose Edit beside Services I offer. You can also open services directly.
2. Choose Add Service, or Edit beside the existing booking option you want to configure.
3. Complete the service details and enable Is RON Service?. Your account needs RON access for this option to appear.
4. Find Automatic RON documents. Check the saved template you want this booking option to use. You can select up to 10 templates, each with a saved PDF.
5. Select Save, then reopen the service and confirm your selections are still checked.
6. Preview your booking form and select that service to review the customer experience before sharing your link.

When a customer books this service, the selected templates supply their PDFs and clickable fields automatically. The customer does not need to upload those template documents. Review the resulting documents and participant assignments before signing.

Signer limits: The notary role does not increase the signer limit. The selected template with the most signer slots sets the booking's signer limit. For example, selecting a one-signer affidavit and a two-signer consent form gives the booking a limit of two signers. Without assigned templates, this template-based limit does not apply. Match your templates to the signers your service needs.

To stop automatically adding a document, reopen the service, uncheck its template under Automatic RON documents, and save. If a template shows (no saved PDF), return to the template editor and upload and save its PDF before selecting it.

For the full form setup, see Getting started with booking forms.

Part 3 — Use a template on an appointment

For appointments where you want to choose a template manually, apply it while preparing documents before entering the signing room.

Attach a template on Upload documents

1. Open the appointment and go to the Upload document(s) step (from the appointment details header when files are still needed).
2. For the document row you want to fill, click Use a template (below the regular file upload area).
3. In the Use a document template dialog, browse your saved templates. Each row shows signer/witness/notary slot counts and whether a stored PDF is ready.
4. Click Use on the template you want. The screen shows Template: <your template name> under that document slot.
5. Click Continue to create the signing room with the template PDF and clickable-fields applied.

If the template needs more participants than the appointment has, NotaryCentral blocks selection and keeps your documents screen stable—add the missing signers or witnesses to the appointment, or choose a template with fewer slots.

Verify clickable-fields in the signing room

After Continue:

1. The signing room opens with the template PDF already loaded.
2. Pre-placed clickable-fields should appear at the positions you saved, labeled with the mapped participant names (for example, Name (Jane Doe) and Sign (Jane Doe)).
3. Walk through the document once more before inviting signers—same final checks as manual clickable-field placement: every required signature, initial, date, and notary field is present and assigned correctly.

Map signers to slots (when prompted)

Some flows show a Map Signers to Template dialog when participant roles need explicit matching. For each template slot:

1. Review the slot label and role (for example, Primary Signer, role signer, order 1).
2. Choose the Assigned Participant from the signers already on the appointment.
3. Click Apply Template to confirm.

NotaryCentral auto-suggests mappings when names and roles align; adjust any slot that should go to a different person before applying.

Part 4 — From employee request to signing room

The employee chooses a document and requests a time

Share the company booking link with your employees. The requesting employee chooses the booking option for the document they need, picks an available time, enters their details, and submits the request. The option's assigned templates supply the PDFs and clickable fields, so the employee does not upload those documents again.

Use one booking option per choice. If you assign several templates to one option, all of those documents are included in that booking; the employee is choosing the booking option, rather than selecting individual templates inside it.

The notary reviews the request

Open Signings to find the upcoming appointment, then open its details to review the selected service, date and time, and participants. Booking notifications also go to the notary's configured appointment notification email. Review that address in Settings before sharing the form.

Set identification requirements in appointment details

In the appointment's participant section, use Requires identity verification for each signer or witness:

• On: credential analysis and biometrics are required.
• Off: the identification method is Personally Known.

The control saves immediately and refreshes the appointment. Reopen the appointment to confirm the choice. Select the identification method appropriate for the actual signer and your requirements; a company email address alone does not establish that someone is personally known. If the save is rejected, the previous setting remains and the reason is shown. For example, detailed identification already recorded in the journal can prevent switching to Personally Known.

Enter the prepared room together

Choose Enter signing room from appointment details. Review the PDF supplied by the selected booking option and check that the saved fields are assigned to the right participant. Open Participants, select the employee, and use Copy invite link to share their access link through your company channel, or use the email invitation action. The employee opens their invitation, reviews consent and any required preparation steps, and joins the same room.

The identification choice saved in details carries into this preparation flow. In the example, the notary personally knows the employee, so credential analysis and biometrics are not requested. Both people reach the same room: the notary has the chosen company document ready, and the employee waits for the notary to start the meeting. The document appears to the employee when the meeting begins. The walkthrough stops at this point, before the meeting or signing starts. Review any remaining session requirements before signing.

Tips for reliable templates

• Match slot counts to the form — A two-signer affidavit template should use 2 participants in the editor and should only be applied to appointments with at least two signers (plus any witnesses the template defines).
• Re-save after major PDF changes — If you replace the PDF or move clickable-fields significantly, open the template in Edit, update the layout, and click Save Template again.
• Duplicate before experimenting — Use Duplicate on an existing template if you want a variant (for example, a three-signer version) without losing the original.
• Templates without a stored PDF — The picker disables templates that have no PDF attached yet. Always upload and save the PDF in the editor before using a template on an appointment.
• Combine with manual clickable-field placement — You can still add or adjust individual clickable-fields in the signing room after a template is applied. Templates are a starting point, not a lock.

Troubleshooting

Related guides

• Adding Annotations and Clickable-fields — Manual clickable-field placement workflow in the signing room.
• Getting started with booking forms — Configure and share your booking link.
• Managing Appointments and Details — Finding appointments and launching RON sessions.
• Sample Notarized Document & SOS Exemplar Tool — Different tool for state registration exemplars, not reusable RON templates.

Open these pages in NotaryCentral

• RON Clickable-field Templates (create & manage)
• Settings
• Appointments