Pro Feature: Automated Sweeping

This feature improves scheduling efficiency and reduces errors/delays by automatically texting order updates to notaries, reminding the notary and client of tasks that need to be completed, and notifying schedulers when an order is at risk.

Order update texts: 

Previously, all order updates or changes were sent to notaries via email. Notaries are traveling from signing to signing and need text updates to let them know important changes to an order they are assigned to. With this feature, if a notary has a cell number added to their profile, we will send a text for these order updates. If there is no cell number, we will send an email to notify them. This will be automatic for all Pro orders and is not configurable in the notary’s UI. 

• Location change
• Date change
• Time change
• Fee change
• Signing on hold 
• Signing canceled 

Auto-reminders: 

Flex customers have an option to send auto-reminders to the client to upload documents and to the notary to upload scanbacks. We have added more automated reminders for Pro customers. This will be automatic for all Pro orders and is not configurable in the notary’s UI.  

• Upload documents
  • Reminder sent to the client 2 hours before the signing
• Download documents
  • Reminder sent to the notary 1 hour before the signing
• Confirm signing 
  • 1st reminder sent to the notary 1 hour after assigned
  • 2nd reminder sent to the notary 2 hours after assigned
• Upload scanbacks 
  • 1st reminder sent to the notary 2 hours after the signing start time
  • 2nd reminder sent to the notary 3 hours after the signing start time

Auto-Pinning:

If the auto-reminders are sent out but the task has not been completed the order will be automatically pinned and a notification will be sent to the scheduler letting them know. Once the task has been completed, we will automatically remove the pin. 

Auto-pin timing: 

Upload docs/release docs sent to client

• Pin order 1 hour before the signing

Download docs sent to notary

• Pin order 45 minutes before the signing

Confirm signing sent to notary

• Pin order 3 hours after assigned

Upload scanbacks sent to notary

• Pin order 4 hours after the signing start time

To view all pinned orders in one location, we’ve created a new pinned tab on the dashboard. If an order is auto-pinned, you will see the highlighted reason in the status section. Hovering over the status will allow you to see when we last sent an auto-reminder.

There will be a notification sent out each time an order is auto-pinned and when the pin is removed: 

Schedulers will be able to see when an order is pinned and unpinned from the activity log of that order: 

Auto-pinning will not prevent the scheduler from manually pinning the order. They will still have the option to pin an order, view that order from the pinned tab, and view the status created showing the reason for pinning. If an order is automatically pinned and manually pinned, both statuses will appear in the pinned tab. 

Additional pinning rules: 

• Only open orders will be auto-pinned (orders on hold will also not be pinned).
• We will remove an auto-pin if the order is marked as a did not sign, if it's put on hold, and if it's canceled or closed out.
• We will only pin orders with a past signing time if scanbacks are required and have not been uploaded.
• If a pinned order date/time is changed to a past date, we will remove any pins besides missing scanbacks.
• If there are multiple pins on one order, we will only send an unpinning notification and activity log update when every pin on that order is removed.