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Team Signatures

How to Install Email Signatures directly into Google Workspace?

SyncSignature installs signatures directly into your teammates' Gmail accounts. You connect the Google Workspace Marketplace app as a super admin, import your users, assign them to a group that points at a template, then select those users and click Install signature. Nobody on your team has to copy, paste, or open Gmail settings.

The whole flow runs from the admin side. A new hire can have the right signature before they send their first email.

Before you start

Requirement Where it lives Notes
Google Workspace super admin Google Admin console A delegated admin cannot grant the scopes
Marketplace app installed Google Workspace Marketplace Install for the whole organization, or for the OUs you plan to cover
Owner or Manager role Your SyncSignature workspace A Teammate cannot connect an integration or install signatures
At least one saved template TEMPLATES A group with no template produces no signatures

The super admin requirement applies once, at connection time. After that, a Manager can import users, build templates, and install signatures without super admin rights.

What scopes SyncSignature requests

Google shows a consent screen listing the permissions. Here is what each is for:

Scope What it covers Why it is needed
Admin SDK Directory API, read only Users, organizational units, groups, and profile fields Imports teammates and fills merge tags like {{name}}, {{title}}, {{department}}, and {{phone}}
Gmail sendAs, write The signature field on a user's send-as addresses Writes the generated signature into Gmail so it appears automatically

SyncSignature does not request mailbox read or send scopes. It cannot read or send your email and never sees message content. The sendAs scope reaches the signature setting on an address, not the messages in the mailbox.

It also does not sit in your mail flow: no transport rules, no routing changes, no MX record edits. Mail never passes through SyncSignature, so once a signature is saved in Gmail it keeps sending normally.

Connect SyncSignature to Google Workspace

  1. Install the Marketplace app while signed in as a super admin, and install it for your organization.
  2. Open the Integrations tab in your SyncSignature dashboard and choose Google Workspace.
  3. Authenticate as the super admin. Sign in with the Google account that holds super admin rights and review the consent screen.
  4. Approve the scopes. Once granted, SyncSignature can see your domains, domain aliases, users, and their aliases.

If the consent screen shows a policy error instead of an approve button, your Marketplace settings are blocking third party apps. See troubleshoot Google Workspace signature installation.

Import your users

Open TEAMMATES and import from your Google Directory. Pull in everyone, or scope the import to the organizational units and groups you already maintain in Google Admin.

Two things worth knowing:

  • Assign a role as you import. Manager or Teammate. Most people should be a Teammate, which lets them edit their own details and copy their own signature, nothing else.
  • Aliases come through as separate entries. Each alias is treated as an additional teammate, so it can carry its own signature.

Build a template and assign it to a group

  1. Create the template. In TEMPLATES, start from one of the 100 available templates or save an existing signature as one. Lock the fields that must stay identical company wide, and leave fields like title and phone dynamic so directory data fills them.
  2. Create a group. In GROUPS, name it after how your signatures actually differ: by department, office, or brand. Departments with the same layout share one group.
  3. Assign the template to the group. This link is what generates signatures.
  4. Add teammates to the group. Signatures generate automatically as each person is added. A teammate belongs to one group at a time, so there is no ambiguity about which template won.

Install signatures from inside the group

Installation is triggered from the group, not from an individual signature.

  1. Open the group in GROUPS.
  2. Select the users you want to deploy to, or select all of them.
  3. Click Install signature.

SyncSignature writes each generated signature into that user's Gmail signature field. It appears in Gmail on the web, iOS, and Android. Changes land within 5 to 10 minutes on the SyncSignature side, and Google adds its own delay.

Your teammates do not need to do anything: no SyncSignature login, no prompt to approve, no Gmail settings to touch. The next email they compose already has the signature.

Turn on Auto install to stop doing this by hand

The steps above are the manual path, which is what you get by default. There is a better option once your setup settles.

Turn on Auto install for the Google Workspace connection under Integrations. It is set once per integration and it covers both halves of the job:

  • Template edits install themselves. Change a logo or a phone number, and the new signature reaches Gmail without anyone opening a group.
  • Newly synced users install themselves. A new hire picked up from your directory gets their signature without a manual push.

With Auto install off, remember that editing a template updates every signature in every group linked to it, but those changes reach Gmail only when you install again. After any template edit, open the group, select all users, and click Install signature.

For the full hands-off setup, including directory sync and scheduled banners, see how to fully automate email signatures.

Common issues and fixes

Issue Cause Fix
Cannot connect under Integrations Signed in as a delegated admin, not a super admin Reconnect using a Google account with super admin rights
Consent screen shows a policy error Marketplace settings block third party apps In Google Admin, allow the SyncSignature app, then reconnect
Users missing from the import The import was scoped to specific OUs or groups Re-run the import and widen the OU or group selection
Template edit not showing in Gmail Signatures were regenerated but not reinstalled Open the group, select all users, click Install signature
Signature missing for an alias The alias is not set up as a send-as address in Gmail Add the alias under Send mail as, then reinstall

Still stuck? Email support@syncsignature.com and include your Google Workspace primary domain and the name of the group you tried to install from.