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Team Signatures

How to Import and Manage Teammates?

Teammates are the people whose signatures you manage. You get them into a workspace one of three ways: add them by hand, upload a CSV, or import them from a connected Google Workspace or Microsoft 365 directory. Once they are in, you put each person in a group, and their signature is generated from that group's template automatically.

The order matters. Add, group, then invite. A teammate with no group has no signature, and SyncSignature will not let you send them an invite.

What a teammate record holds

A teammate record is a person plus the details that fill their signature: name, job title, department, phone, and photo. Template fields are either static, locked to one value for everyone, or dynamic, filled from each teammate's record through merge tags such as {{name}}, {{title}}, {{department}}, {{phone}}, and {{photo}}.

A teammate belongs to one group at a time, which guarantees each person has exactly one current signature.

Google Workspace aliases are the exception worth knowing. Each alias counts as an additional teammate, so sales@ and support@ can carry different signatures from the same person's mailbox.

Before you start

Requirement Where it lives Notes
Owner or Manager role Your workspace Teammates cannot add, edit, or invite other teammates
At least one saved template TEMPLATES 100 templates to start from, or save an existing signature as a template
A group to put people in GROUPS The group is what links a teammate to a template
A connected directory, optional Integrations Only needed for Google Workspace or Microsoft 365 import

Three ways to add teammates

Add teammates manually

In TEAMMATES, add the person and fill in their details. Email identifies the person, and everything else feeds the dynamic fields in your template. This is the fastest path for one or two additions, and for addresses that are not directory users, such as a shared hello@ mailbox.

Import a CSV

Upload a spreadsheet of people in one pass. Email is the essential column, the rest map to signature fields. See bulk import teammates by CSV for the column list and failed rows.

Import from Google Workspace or Microsoft 365

Connect the integration under Integrations, then import users straight from your directory. For Google Workspace, install the SyncSignature app from the Marketplace and connect it as a super admin. For Microsoft 365, grant Microsoft Graph consent to read your Entra ID users, groups, and profile fields. SyncSignature asks for exactly four read-only permissions there: User.Read.All, Directory.Read.All, User.Read, and offline_access.

Microsoft 365 needs a second, separate grant. The Graph consent covers directory import only. Getting signatures into Outlook also takes the SyncSignature Outlook add-in, approved in the Microsoft 365 admin center through Centralized Deployment. Microsoft then pushes the add-in to targeted Outlook installs within 6 to 12 hours, and that window is Microsoft's, not SyncSignature's. Directory data arrives immediately, so you can import and group people while the push runs.

Directory import is the option that keeps working after setup day. Names, titles, departments, phones, and photos come from the record your HR or IT process already maintains, so a promotion reaches the signature without anyone editing it. See directory sync for email signatures to compare it with CSV.

On Google Workspace it also covers new hires. Your organizational units sync as groups in SyncSignature, so a person created in Google Workspace is picked up on the next sync and lands in the group matching their OU. If their OU is not one you selected, they fall into the default group. Either way a signature is generated for them, with no second import and no manual group add. It is still a directory read rather than SCIM provisioning, so it creates the signature, not a login.

Microsoft 365 does not work the same way. OU to group sync is Google Workspace only, so on Entra ID an admin still assigns each new teammate to a group before a signature exists.

Organize teammates into groups

Groups are where the work happens. A group holds teammates and points at one template, so editing that template updates every signature in it.

  1. Create the group. In GROUPS, add a group named after how your signatures genuinely differ: by department, office, or client brand. If Sales and Support share a layout, they do not need separate groups.
  2. Assign a template to the group. A group with no template produces no signatures.
  3. Add teammates to the group. Signatures are generated as each person is added.

Groups explained in full covers the model.

Invite teammates and assign roles

An invite gives a teammate their own login so they can update their details and copy their signature. It is not required for signatures to exist.

  1. Open TEAMMATES. Select the people you want to invite.
  2. Check the group assignment. Invites cannot be sent without one.
  3. Send the invitation. They get an email with a join link.
  4. Set the role. A Manager runs templates, groups, and teammates in that workspace. A Teammate edits only their own details and copies their own signature.

With the Google Workspace or Microsoft 365 integration you can skip invites entirely, because nobody has to log in to get a signature. On Google Workspace, select the users inside a group and click Install signature. On Microsoft 365, the Outlook add-in stamps the signature at compose time once it has been deployed, so there is no per person install step.

That manual push is only the default. Turn on Auto install for the Google Workspace connection under Integrations and both halves stop being manual: template edits install themselves, and newly synced users install themselves. Auto install is available on the Microsoft 365 connection too, where it covers the install of newly synced users. It is off until you turn it on, and it is set once per integration, not per group. See how to fully automate email signatures for the whole hands-off setup.

Move teammates between groups

People change departments. Open the teammate, change their group, and the signature regenerates from the new group's template. The old one is replaced, not duplicated.

After a move:

  • Google Workspace users need the signature installed again, unless Auto install is on. With Auto install off, which is the default, open the new group, select the moved users, and click Install signature. With it on for the Google Workspace connection under Integrations, the signature from the new group reaches Gmail on its own.
  • Microsoft 365 users never need a reinstall. The Outlook add-in stamps client side at compose time, so it always picks up the current signature.
  • Teammates who copy signatures by hand need to be told. Send them the updated signature or ask them to log in and copy it.

Changes reach signatures within 5 to 10 minutes on the SyncSignature side, plus your provider's own sync delay if the change came from the directory.

Common issues and fixes

Issue Cause Fix
Invite button does nothing The teammate has no group assigned Assign a group in TEAMMATES, then send the invite
Imported teammate has no signature They are in the workspace but not in a group Add them to a group. The signature generates on assignment
The same person appears twice They were added manually and then imported from the directory Delete the manual record and keep the directory one
Directory change has not reached the signature Provider sync delay on top of the 5 to 10 minute SyncSignature window Wait one cycle, then reinstall from inside the group
Alias has no signature of its own Each alias is a separate teammate Add the alias as a teammate and put it in a group
A new hire on Microsoft 365 has no signature OU to group sync is Google Workspace only Assign them to a group in TEAMMATES. The signature generates on assignment

Still stuck? Email support@syncsignature.com and include your workspace name, how you added the teammate, and the group they belong to.