Keka Email Signatures: How to Sync Employee Data to Gmail and Outlook

Updated: August 2026

Related guides: which HR software syncs to Google Workspace, automate signatures from employee data, and directory sync for Google Workspace vs Microsoft 365.

The short answer

Keka pushes employee records into Microsoft Entra ID. Keka's Google Workspace integration is single sign-on, which lets people log in to Keka with their Google account. It does not send employee data the other way.

So if you run Keka and Microsoft 365, your directory can already carry HR data and your signatures can read it today. If you run Keka and Google Workspace, there is no built-in route at all, and you need one of three workarounds. All three are below.

What Keka's two identity integrations actually do

Keka lists both in the same place, its own marketplace, under the same category, Identity and Integrations. The descriptions are not the same, and the difference is the whole story.

For Microsoft, Keka says its Azure AD integration ensures "automatic addition, updating, and deletion of employee records in Azure AD directly through the Keka platform." Keka's setup guide backs that up with a preference where you choose whether to add employees only, or add and update employees, and a step to nominate who receives one-time passwords for the new accounts Keka creates.

For Google, Keka says its Google Suite integration provides "secure and convenient user authentication/login with Google Suite." That is single sign-on. There is no account creation, no employee sync, and no writing of job titles or departments into Google Workspace profiles.

Keka wrote sync language for Microsoft and login language for Google. That is not an oversight in the documentation. It is the product.

One honest caveat about the Microsoft side

Keka does not publish which fields its Azure integration writes. The docs say "employee records" and "employee data" without naming job title, department, manager, or phone. Keka's own help article also lists a prerequisite that all employees in Keka are already added to Azure AD, which sits awkwardly next to the promise to automate account creation.

The practical move is to check your own tenant rather than trust either sentence. Open a few user profiles in Entra ID and look at whether job title and department are populated and current. If they are, your signature problem is already solved and you just have not connected anything to it yet.

Why Google Workspace cannot fix this on its own

This is the part most admins do not know, and it is worth knowing before you spend a week looking for a setting that does not exist.

Google Workspace does support syncing employee attributes from an external directory, including first and last names, job title, company, and department. But Google's Directory Sync accepts only Microsoft Active Directory, Microsoft Entra ID, and LDAP as sources. An HR system is not a supported source. There is no field in the Google Admin console where you point at Keka.

So a company on Keka and Google Workspace is not failing to configure something. There is nothing to configure. In the Google Workspace Admin Community, an admin asked how to stop maintaining job titles, departments, groups, and org units in three separate places. A Google Product Expert answered that they could not find a way to do it, and suggested filing a feature request. The thread was locked.

Three ways to get Keka data into your email signatures

Which one fits depends on your email platform and your Keka plan.

1. If you use Microsoft 365, you may already be done

Keka's Azure integration writes employee accounts into Entra ID. A signature tool that reads your Microsoft 365 directory picks that data up with no further work. SyncSignature directory sync reads Entra ID through the Microsoft Graph API on read-only permissions, maps the fields you want to a template, and deploys signatures through an Outlook add-in.

Nothing to buy from Keka, nothing to build. Check your field coverage in Entra first, then connect.

2. If you use Google Workspace, start with a Keka report export

Keka can produce an Employee Master Details report filtered by business unit, location, department, joining date, and employment status, and export it as an Excel file. Keka can also schedule reports to be emailed on a daily, weekly, or monthly cycle, and can push scheduled reports to SFTP. Keka's documentation says the SFTP option is available to organisations on the Strength and Growth plans.

None of that needs the Keka API. It is the cheapest bridge between an HR system that will not talk to Google and a signature that needs to be current. If you are sitting on this exact setup, tell us your Keka plan and the export you can already produce, and we will tell you what we can do with it.

3. If you want live sync, connect Keka's API directly

This is the complete version. New joiners get a signature the day they are added. Titles, departments, work phone numbers, and office locations stay current without anyone opening a spreadsheet. Keka records an exit date, so a leaver's signature can be suspended on that date without IT touching anything, which is the one thing a directory almost never gets right on time.

SyncSignature reads Keka directly through Keka's API for exactly this reason.

One thing to check before you plan this route. Keka's API is an add-on. In Keka's words, "the API module is an add-on feature and must be enabled on your Keka account," and you should "contact your account manager to activate it if it is not already part of your subscription." The feature is listed on Keka's pricing page as API and Webhooks. Keka does not publish what it costs, so ask your account manager before you schedule the work.

Worth saying plainly, because almost nobody does: most integration guides for Keka tell you to get your client ID, client secret, and API key from your Keka admin, and never mention that the admin may not be able to produce them without enabling the add-on first. That is the most common reason a Keka integration project stalls in week one. Keka itself flags it from the other direction, tagging some third-party apps in its marketplace with a note that Keka API access is required.

What we pull from Keka

Job title, department, business unit, office location, work phone, mobile phone, work email, employee number, reporting manager, joining date, and profile photo. Exit date and exit status, so signatures can be retired automatically.

Real HR data is never complete. Some people have no mobile number on file, some have no title, and somebody always has a blank office. SyncSignature supports fallback values and hides rows whose field is empty, so a signature looks intentional on day one instead of shipping a blank label or the word null to a customer.

Setting up the Keka connection

Five steps, and the whole thing takes about half an hour once API access is confirmed.

1. Confirm API access. Ask your Keka account manager whether API and Webhooks is enabled on your subscription. Without it there is no API Access tab to open.

2. Create the API key in Keka. A Global Admin opens Global Settings, then Integrations and Automation, then the API Access tab. Your client ID and client secret are already on that page at tenant level. Click Create key, name it, set an expiry if you want one, and select the Employee And Org Information scope.

3. Connect Keka in SyncSignature. Enter your Keka subdomain, client ID, client secret, and API key.

4. Map fields and set fallbacks. Point Keka fields at your template, and set fallback values for the fields that are commonly empty so incomplete records still render cleanly.

5. Assign and deploy. Assign templates by department or location, then turn on auto install for Google Workspace or Microsoft 365.

One warning worth reading twice. Do not regenerate your Keka client ID or client secret. They are tenant-wide, and regenerating them breaks every other integration using them.

Frequently asked questions

Does Keka sync employee data to Google Workspace?

No. Keka's Google Workspace integration is single sign-on. It lets employees log in to Keka with their Google account. It does not create Google Workspace users and does not write employee details into Google Workspace profiles. Keka's Azure AD integration does sync employee records into Microsoft Entra ID.

Do I need the Keka API add-on to manage signatures?

Only for live sync from Keka. If you are on Microsoft 365, Keka's Azure integration may already put employee data somewhere a signature tool can read. If you are on Google Workspace, a Keka report export is the alternative that needs no add-on.

How much does the Keka API add-on cost?

Keka does not publish a price for it. Ask your Keka account manager.

Which Keka plan do I need?

Keka does not publish which plan includes API access, so confirm with your account manager. Keka's documentation does say the SFTP report export is available on the Strength and Growth plans.

What happens when an employee leaves?

Keka records an exit date. Read directly from Keka, that date can retire the signature on the day it happens, with no ticket and no manual step.

Is there an email signature app in Keka's marketplace?

As of August 2026, Keka's marketplace lists e-signature tools such as DocuSign and TRUESigner, which sign documents. It lists no email signature management tool. Email signatures and e-signatures are different categories that share a word.

Does this work with both Google Workspace and Microsoft 365?

Yes, including automatic installation of signatures for every user on both.