Team Signatures
How to set dynamic social links for teammates?
Social icons in a SyncSignature template are toggled one at a time. Leave an icon static and every teammate links to the same company account. Turn its dynamic toggle on and that icon becomes a per teammate field, so each person links to their own profile.
Because the toggle is per icon, a single row can mix both. The company Instagram can point at the brand account while the LinkedIn icon next to it points at each teammate's personal profile.
Static icons and dynamic icons
| Toggle | Where the link comes from | Renders as |
|---|---|---|
| Off, static | A URL you type into the template once | The same destination in every signature in every group using that template |
| On, dynamic | The social field on each teammate's record | A different destination per person, filled by you or by them |
A static icon is a company asset. A dynamic icon is a personal one. If you would not hand the login for that account to a new hire, the icon should probably be static.
Before you start
| Requirement | Where it lives | Notes |
|---|---|---|
| Owner or Manager role | Your workspace | A Teammate cannot edit a template, only their own details |
| A template with social icons on it | TEMPLATES | Add the icons first, then decide which ones are dynamic |
| A group with that template assigned | GROUPS | A template generates nothing until a group points at it |
| The per person profile URLs | TEAMMATES | Collect them first, or invite teammates to add their own |
If your template has no social row yet, build it before you start toggling. Creating an email signature with social media icons covers adding the icons, and uploading custom social icons covers using your own artwork.
Turn on dynamic social links in a template
- Open the template. Go to TEMPLATES and open the template you want to change. Editing a personal signature in MY SIGNATURES affects that one person only.
- Find the socials section. Click into the social row to see every icon currently on the template, each with its own toggle.
- Turn the dynamic toggle on for the personal icons. Leave company icons off.
- Paste the company URLs into the icons you left static. An icon that is static with an empty text box has nowhere to send a click.
- Save the template. Every signature in every group linked to that template rebuilds with the new fields.
Deciding which icons to open
A short rule covers most teams: professional network icons go dynamic, brand channel icons stay static.
| Icon | Usually | Why |
|---|---|---|
| Dynamic | A recipient looking someone up wants that person, not the company page | |
| Company X, Facebook, or Instagram | Static | One brand account, managed by marketing, identical for everyone |
| WhatsApp or a direct contact icon | Dynamic | The number differs per person, and a shared one defeats the purpose |
| A careers or community channel | Static | Campaign owned, and you want to change it in one place |
Mixing the two in one row is normal and is the point of a per icon toggle. Recruiters often run the opposite mix, with a dynamic personal LinkedIn next to a static careers page.
Where teammate profiles come from
Once an icon is dynamic, it shows up as an extra field on the teammate record. You have two ways to fill it.
- You add the links. Open TEAMMATES, open each person, and paste their profile URL. Faster to complete, and you get to check every link before it ships.
- They add their own. Invite the teammate, and they complete the open field after logging in. Better for profiles you do not have on hand.
Note what happens to an empty dynamic icon: there is nothing personal to link to, so decide in advance whether a teammate without a profile should be chased for one or whether that icon belongs on a different template.
What happens after you save
- Every linked signature updates, in every group pointing at that template.
- Publishing takes 5 to 10 minutes on the SyncSignature side.
- Google Workspace users need the signature installed again, unless Auto install is on. Auto install sits on the Google Workspace connection under Integrations, is set once for the whole integration, and is off by default. With it on, the updated icons reach Gmail on their own. With it off, open the group, select the users, and click Install signature.
- Microsoft 365 users need no reinstall. The Outlook add-in stamps the signature client-side at compose time, so the next new message carries the updated icons.
- Teammates who copy their signature manually need the new version sent to them.
- Icon styling stays central. Color, shape, and size are template level settings, so opening a link for editing does not let anyone change how the icon looks.
Common issues and fixes
| Issue | Cause | Fix |
|---|---|---|
| Every teammate links to the company profile | That icon's dynamic toggle is off | Open the template, turn the toggle on for that icon, save |
| A teammate has no field for their profile | The template was not saved after the toggle change | Reopen the template, confirm the toggle, save again |
| One icon links nowhere | The dynamic field is empty on that teammate's record | Fill it in TEAMMATES, or ask the teammate to complete it |
| A static icon links nowhere | The toggle is off and the text box is empty | Paste the company URL into the template and save |
| Personal profiles showing where brand accounts should be | The wrong icon was set to dynamic | Turn that icon back to static and add the company URL |
| Updated links are not visible in Gmail | Auto install is off for the Google Workspace integration, so the edit was never pushed | Open the group, select all users, click Install signature, or turn Auto install on under Integrations so later edits push themselves |
Related articles
- What are dynamic variables explains static and dynamic fields across the whole template.
- Set dynamic CTA buttons for teammates applies the same idea to the button Title and URL.
- Change the color, shape, and size of social icons covers the styling that stays template level.
- Import and manage teammates covers filling teammate records at scale.
- Fully automate email signatures covers turning on Auto install so icon changes reach Gmail without a manual push.
Still stuck? Email support@syncsignature.com and include the template name and which social icon is behaving wrong.