How to Create Teammate Signatures using Groups?

You create teammate signatures by building a template, creating a group, assigning the template to that group, then adding teammates. Signatures are generated automatically as each person joins the group, so you never build them one at a time. Deployment is triggered from inside the same group.

This page is the end to end flow, from empty workspace to signatures your team is sending with.

Before you start

Requirement	Where it lives	Notes
Owner or Manager role	Your workspace	A Teammate can only manage their own details and copy their own signature
A saved template	TEMPLATES	A group with no template attached produces nothing
Your teammate list	TEAMMATES	Names and email addresses, or a connected directory
Admin access to your email platform	Google Workspace or Microsoft 365	Only needed for automatic install, not for manual copy

Build the template, group, and signatures

Save a template in TEMPLATES. Start from a signature in MY SIGNATURES, or from one of the 100 templates. Decide which fields are locked and which are dynamic first, because those choices shape every signature that follows.
Create a group in GROUPS. Name it after how signatures actually differ, for example by department, office, or client. If two teams share a layout, they do not need two groups.
Assign the template to the group. This is the connection that does the work. A group without a template is an empty list of people.
Add teammates to the group. A signature is generated for each person the moment they join. Dynamic fields are filled by you or left open for them.
Check one signature before you go wide. Open a teammate with a long job title. If that one renders correctly, the rest of the group will.

A teammate belongs to one group at a time, so adding someone to a new group moves them rather than giving them two signatures.

Three ways to add teammates

How you add people decides how much maintenance you sign up for:

Manually. Add a name and email address directly in TEAMMATES. Fine for a handful of people, tedious past twenty.
By CSV. Upload a spreadsheet of teammates in one pass. Good for a first rollout when your people data lives in an HR export.
From your directory. With Google Workspace or Microsoft 365 connected under Integrations, import users from Google Directory or Microsoft Entra ID, including job titles, departments, phone numbers, and photos. Directory changes reach signatures on the next sync, within 5 to 10 minutes on the SyncSignature side.

The third route is the one that keeps working without you, and on Google Workspace it goes the furthest. Your organizational units sync as groups in SyncSignature, so a new hire created in Google Workspace lands in the group matching their OU on the next sync. If their OU is not one you selected, they fall into the default group. A signature is generated either way, with no re-import and no manual group add. It is still a directory read, not SCIM: it creates the signature, not a login.

Microsoft 365 is not automatic in the same way. Entra ID users import with their titles, departments, phones, and photos, but an admin still assigns a new teammate to a group. Organizational unit to group sync is Google Workspace only. See centralized email signature management.

Deploy the signatures

Generating a signature and getting it into a mail client are two different steps, and how you finish depends on the platform.

Google Workspace

Install the SyncSignature app from the Google Workspace Marketplace and authorize it under Integrations as a super admin. The scopes are Admin SDK Directory read access for users, organizational units, groups, and profile fields, plus write access to Gmail's sendAs resource. SyncSignature does not request mailbox read or send scopes and never sees message content.

To deploy, open the group, select the users you want, and click Install signature. The signature applies to Gmail on web, iOS, and Android. That manual install is the default path, so repeat it after any template edit: with Auto install off, signature changes do not reinstall themselves. Turning Auto install on removes the step entirely, as described below. More detail is in install email signatures to Google Workspace and on Google Workspace signature management.

Microsoft 365

Microsoft 365 takes two separate grants:

Microsoft Graph consent for exactly four permissions: User.Read.All, Directory.Read.All, User.Read, and offline_access. This is server to server and reads Entra ID users, groups, and profile fields. Directory data is available immediately.
The SyncSignature Outlook add-in, approved in the Microsoft 365 admin center through Centralized Deployment and targeted at all users or a specific Entra ID group.

Microsoft pushes the add-in to targeted Outlook installs within 6 to 12 hours. That window belongs to Microsoft, not to SyncSignature, so plan your rollout day around it. Once it lands, signatures are stamped client-side at compose time and render in Outlook on Windows, Mac, web, iOS, and Android. There are no transport rules, no mail flow connectors, and no MX changes, because mail is never rerouted.

Microsoft 365 never needed a per user reinstall after a template edit. The add-in reads the current signature at compose time, so an edited template is already what gets stamped on the next email. What still has to happen is the install for newly synced users, and Auto install covers that.

Turn on Auto install to drop the manual step

Auto install is an option on the integration itself, under Integrations. You set it once per integration, and it is off by default, so everything above describes a workspace that has not opted in yet.

Turn it on and it covers both halves of the job:

Template edits install themselves. Change a logo or a phone number and the new signature reaches the mailbox without anyone opening a group.
Newly synced users install themselves. Once a new teammate is in a group, they get their signature without a manual push.

It is available on both Google Workspace and Microsoft 365, but it automates the install, not the grouping. On Google Workspace that is the whole job: organizational units sync as groups, so a new hire lands in a group on their own and Auto install finishes the rest. On Microsoft 365 an admin still assigns each new teammate to a group in GROUPS first, because organizational unit to group sync is Google Workspace only. For the rest of the hands-off setup, including directory sync and scheduled banner campaigns, see how to fully automate email signatures.

Teammates who install their own

If you are not on either platform, send each teammate their signature from inside the group. Invite them by email so they can sign in, complete any dynamic fields you left open, and copy the current version themselves.

Common issues and fixes

Issue	Cause	Fix
A teammate has no signature	They are in the workspace but not in a group	Add them to a group. The signature generates on assignment
You cannot send a teammate an invite	No group is assigned to them yet	Assign the group first, then send the invite
Signatures generated but nothing changed in Gmail	Install signature has not been run since the change	Open the group, select all users, click Install signature. Turn on Auto install to stop repeating this
Nothing installs on its own after a template edit	Auto install is off on that integration, which is the default	Turn on Auto install under Integrations, or keep installing from the group by hand
A new hire on Microsoft 365 has no signature	Organizational unit to group sync is Google Workspace only, so Entra ID users need a group assigned	Add them to a group in GROUPS. The signature generates on assignment
Outlook shows nothing after setup	The add-in is still being pushed by Microsoft	Allow 6 to 12 hours from Centralized Deployment approval, then recheck
Imported teammates are missing titles or photos	Those fields are empty in your directory	Fill them in the directory, or set the values in TEAMMATES

What are groups explains what a group controls and why membership is exclusive.
Create templates for company signatures covers building the template this flow starts with.
Import and manage teammates goes deeper on getting people into the workspace.
Create multiple signatures for teams covers running more than one template at once.

Still stuck? Email support@syncsignature.com and include the group name and the email address of one teammate who is affected.