As a notary, managing your time well is just as important as notarizing documents correctly. Between client appointments, travel, paperwork, and follow-ups, your schedule can get overwhelming fast. That’s where Google Calendar comes in. It’s a free, easy-to-use tool that helps you stay organized, manage appointments, and never miss a deadline.
Why Google Calendar Works for Notaries
- Free and accessible: Available on desktop, phone, and tablet.
- Syncs across devices: Updates instantly, whether you’re on your computer or on the road.
- Simple to use: Quick to add appointments, set reminders, and share availability.
- Professional image: Organized scheduling makes you look reliable to clients and partners.
Tips for Staying Organized with Google Calendar
1. Create Separate Calendars
You can create multiple color-coded calendars inside Google Calendar:
- Notary appointments (e.g., blue)
- Personal tasks (e.g., green)
- Networking/marketing events (e.g., orange)
This makes it easy to see what’s business and what’s personal at a glance.
2. Add Detailed Appointments
When booking a client:
- Include their name, location, and type of service (e.g., “Loan Signing – John Smith – 123 Main St”).
- Add travel buffer time before and after the appointment.
- Attach related documents or notes in the event description.
3. Set Reminders and Alerts
Use multiple reminders so nothing slips through:
- One reminder the day before.
- One reminder 30–60 minutes before leaving.
This ensures you’re always prepared and on time.
4. Share Your Availability
Instead of going back and forth with clients, use Google Calendar’s “Appointment Slots” or integrate it with booking tools like Calendly. This lets clients see when you’re available and schedule instantly.
5. Sync Across Devices
Enable sync so your phone alerts you on the go. This is crucial for mobile notaries who spend most of their time traveling.
6. Block Out Time for Admin Tasks
Don’t just schedule client work—also block time for:
- Recordkeeping and updating your notary journal.
- Invoicing and bookkeeping.
- Marketing (social media posts, emails, networking).
7. Use Color Coding for Priorities
Assign colors to urgent vs. routine tasks. For example:
- Red = urgent notarization/closing
- Yellow = follow-ups or reminders
- Green = personal time
8. Integrate with Other Tools
Google Calendar works seamlessly with:
- Google Maps (for directions to client addresses)
- Gmail (auto-adding appointments from emails)
- Zoom/Google Meet (for online notarizations if your state allows RON)
Example Workflow for a Mobile Notary
- 9:00 AM: Loan signing at client’s office (with 30 min travel buffer).
- 12:00 PM: Estate planning notarization at the attorney’s office.
- 3:00 PM: Time blocked for updating the notary journal and sending invoices.
- 6:00 PM: Mobile appointment at local hospital.
With Google Calendar, your day is laid out clearly, and reminders keep you on track.
Final Thoughts
Google Calendar isn’t just a scheduling app—it’s a simple but powerful system to keep your notary business running smoothly. By organizing appointments, setting reminders, and syncing across devices, you’ll save time, reduce stress, and build a reputation for reliability.
In a profession where punctuality and professionalism matter, Google Calendar can be your secret weapon.
