Team Signatures
Do my teammates need to install their own email signature?
Usually not. If you connect Google Workspace or Microsoft 365 and turn on Auto install, signatures are created and deployed centrally. Your teammates never sign in, never copy anything, and in most cases never learn the tool exists.
Without a connected integration, somebody does have to paste the signature into their own mail client once. That is the difference worth understanding before you plan a rollout.
The two rollout models
Central, with an integration. Connect Google Workspace or Microsoft 365 under Integrations, put your teammates in a group with a template, and install from there. With Auto install on, later template edits install themselves and newly added people are picked up too. This is the model for any team above a handful of people.
Manual, per person. Without an integration, each teammate receives their signature and pastes it into their mail client's signature settings. It works, but it repeats for every person, and it repeats again each time the template meaningfully changes.
What your teammates still might need to do
Even on the central model, two things stay with the individual:
- Phones. Mobile mail apps keep their own signature setting, so a central install does not cover mail sent from a phone. See do email signatures work on mobile.
- Their own details, if you want them to own them. You can maintain titles and phone numbers centrally, or invite people so they maintain their own. Inviting is optional and unrelated to whether they get a signature.
An invite is about giving someone a login, not about delivering a signature. Signatures are generated when a teammate is added to a group, whether or not that person ever logs in.
Auto install is off until you turn it on
Auto install is opt-in. It is set per integration under Integrations, and it is off by default, which surprises people who assume a connected integration is already hands-free.
With it off, a template edit updates the signatures but does not push them out: you open the group, select the users, and install. With it on, that step disappears. Installs are processed continuously in the background, so changes land within about a minute rather than on a nightly cycle.
Common issues and fixes
| Issue | Cause | Fix |
|---|---|---|
| You edited the template and nothing changed in Gmail | Auto install is off, so the new version was never pushed | Install from the group, or turn Auto install on |
| A new teammate has no signature | They are not in a group | Add them to a group. Signatures generate on assignment |
| Signatures are missing from phones | Mobile apps hold their own signature | Ask people to set it once on their device |
| A teammate says they never received a login | Invites are optional and separate from signatures | Only invite people who need to manage their own details |
Related articles
- How to fully automate email signatures is the full hands-off setup.
- How to invite a teammate covers logins, which are separate from signatures.
- Install email signatures to Google Workspace covers the Google rollout.
- Install email signatures to Microsoft 365 covers the Microsoft rollout.
Still stuck? Email support@syncsignature.com and tell us which integration you connected.