How to Invite a Teammate?

To invite a teammate, open TEAMMATES, select the people you want to invite, and send the invitation. They get an email with a join link, and once they accept they can update their own details and copy their signature.

One rule catches most people out: a teammate needs a group assigned before an invite can be sent. The group is what links them to a template, so without it there is no signature for them to log in and collect.

What an invite does, and what it does not

An invite is about account access, not about signatures. Signatures are generated the moment a teammate is added to a group, whether or not that person ever logs in.

Invite does	Invite does not
Give the person a login	Create their signature
Let them edit their own details	Change which template applies to them
Let them copy their signature from MY SIGNATURES	Install the signature into their mail client
Carry the role you assign them	Grant template or group access to a Teammate

If you run Google Workspace or Microsoft 365 through Integrations, you can skip invites entirely for most of the company. On Google Workspace, open the group, select the users, and click Install signature. Turn on Auto install for that connection under Integrations, which is off until you switch it on, and even that step goes away: template edits install themselves and newly synced users install themselves. On Microsoft 365, the Outlook add-in stamps the signature at compose time once it is deployed, and Auto install there covers the install of newly synced users.

Either way the signature reaches people without them touching SyncSignature. Invite people only when you want them to maintain their own details or act as a Manager. See how to fully automate email signatures for the full hands-off setup.

Before you start

Requirement	Where it lives	Notes
Owner or Manager role	Your workspace	Teammates cannot invite other teammates
The teammate in the workspace	TEAMMATES	Added manually, by CSV, or from your directory
A group assigned to them	GROUPS	The invite cannot be sent without one
A template on that group	TEMPLATES	A group with no template produces no signature
A working email address	The teammate record	The invite goes to the address on the record

How to invite a teammate

Open the right workspace. On the Agency plan each client is a separate workspace, so confirm which one is open before you send anything.
Go to TEAMMATES. Everyone in the workspace is listed here, along with their group and role.
Confirm each person has a group. Anyone without one needs to be assigned to a group first. This is the single most common reason an invite will not send.
Select the teammates to invite. You can select several at once instead of sending one at a time.
Send the invitation. Each person receives an email with a link to join the workspace.
Set the role. Choose Manager for someone who will run templates, groups, and other teammates, or Teammate for someone who should only manage their own details.
Check who has accepted. TEAMMATES shows invite status, so you can follow up with anyone still pending.

What the teammate sees after accepting

They click the link in the email, set up their login, and land in a workspace scoped to them. From there they can:

Edit their own details: name, job title, department, phone, and photo.
View and copy their signature from MY SIGNATURES.
Install it in their own mail client by pasting it into their signature settings.

They cannot open TEMPLATES, create groups, or see anyone else's record. Anything they update in their own details flows into the dynamic fields of the template, usually showing up within 5 to 10 minutes.

Inviting several people at once

If you are onboarding a whole team rather than one new hire, work in this order:

Get everyone into the workspace. Upload a CSV or import from your connected directory. Bulk import teammates by CSV covers the file format.
Assign groups in bulk. Put people in groups by department, office, or brand before you think about invites.
Select and invite. Multi select in TEAMMATES and send the batch.

For Google Workspace companies, importing from the directory first means the name, title, department, and photo are already correct when the invite lands, so there is less for the teammate to fill in. Invite a teammate using Google Directory covers that path specifically.

After that first import, a Google Workspace new hire needs neither an invite nor a re-import to get a signature. Your organizational units sync as groups, so they land in the group matching their OU, or in the default group if that OU is not one you selected, and the signature is generated there. On Microsoft 365 that part stays manual, because an admin still assigns the new teammate to a group.

Common issues and fixes

Issue	Cause	Fix
The invite will not send	The teammate has no group assigned	Assign a group in TEAMMATES, then send the invite
The teammate never received the email	It was filtered, or the address on the record is wrong	Check spam, confirm the address, then resend
They accepted but see no signature	Their group has no template assigned	Assign a template to the group in GROUPS
They logged in but cannot edit the layout	Teammates cannot open templates by design	Edit the template yourself, every linked signature updates
You invited the wrong person	The invite went to the address on the teammate record	Remove that teammate from the workspace and add the correct address
A new hire needs signing off before they log in	They do not need an invite to have a signature	Add them to a group and install from the group instead, or let Auto install place it for you
A teammate needs to manage others	They were invited as a Teammate	Change their role to Manager in TEAMMATES

Import and manage teammates covers getting people into the workspace first.
Owner, Manager, and Teammate permissions explains which role to pick at invite time.
What are groups explains the group requirement behind every invite.
Invite teammates by email covers the email invite flow on its own.

Still stuck? Email support@syncsignature.com and include your workspace name, the teammate's email address, and the group they are assigned to.