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Team Signatures

How to troubleshoot Google Workspace signature installation?

Most Google Workspace installation problems come down to four things: the wrong kind of admin connected the integration, the users were never imported, the group was never reinstalled after a template edit, or someone overwrote the deployed signature.

Before you start, confirm the basics: you connected as a super admin under Integrations, the teammate is in a group, and that group has a template assigned.

How installation works, so you know what to check

SyncSignature writes the generated signature into the Gmail signature field on a user's send-as address. It does not stamp signatures at send time, and mail is never routed through SyncSignature. Two consequences explain most symptoms:

  • The signature lives in Gmail after install. If a user edits it there, their edit wins until you install again.
  • Installation is a push, not a live sync. Regenerating a signature updates it in SyncSignature, but reaching Gmail requires clicking Install signature again. Allow 5 to 10 minutes, plus Google's own delay.

Signatures not appearing after install

Check these in order:

  1. Confirm the install ran. Open the group, select the user, and click Install signature again. Installation is triggered from inside a group, never from an individual signature.
  2. Check there is a signature to install. A teammate in the workspace but not in a group has no generated signature. Add them to a group.
  3. Look at Gmail settings directly. Open See all settings and scroll to Signature. If it is there but not on outgoing mail, the signature defaults are set to No signature.
  4. Confirm the address matches. If the user sends from an alias rather than their primary address, the signature must be installed against that alias.

Admin policy or permission errors when connecting

The connection under Integrations must be made by a Google Workspace super admin. A delegated admin cannot grant the scopes SyncSignature needs.

If the Google consent screen shows a policy error instead of an approve button, third party app access is restricted in Google Admin. Allow the SyncSignature Marketplace app for your organization, then reconnect. If the app was installed for a single organizational unit, users outside that OU fail to install even though the connection itself looks healthy.

Users missing from the import

If people are absent from TEAMMATES after a Google Directory import, the usual cause is a scoped import. Re-run it and widen the organizational unit or group selection. Other causes:

  • The user was created after your last import. Import again to pick them up.
  • The account is suspended or archived. Restore it in Google Admin first.
  • The address is a group or shared mailbox. Those do not import as teammates.
  • The Marketplace app was installed for a limited set of OUs. Widen the install scope in Google Admin.

Signature on desktop but not mobile

The signature applies in Gmail on the web, iOS, and Android. When it shows on desktop but not on a phone, the Gmail mobile app almost always has its own mobile signature set on that device, which overrides the account signature there.

Ask the user to open the Gmail app, go to Settings, choose the account, and clear the mobile signature. Once it is empty, the installed signature applies. This is a per device setting, so a phone and a tablet may need clearing separately.

A teammate's manual edit overwrote the deployed signature

Once installed, the signature sits in that user's Gmail settings, and SyncSignature does not lock the Gmail signature field.

To restore it, open the group, select that user, and click Install signature. The deployed version replaces whatever is there. If the same person keeps overwriting it, move them to a group whose template matches the layout they actually need.

Alias signatures not applying

Each alias is treated as an additional teammate. Two things must be true before an alias signature applies: the alias must be added in Gmail under Send mail as, and SMTP relay must be configured in Google Admin under Apps > Google Workspace > Gmail > Routing.

If an alias signature is missing or the wrong one applies, work through email signatures for aliases in Google Workspace.

Common issues and fixes

Issue Cause Fix
Signature not appearing after install The teammate is not in a group, so no signature was generated Add them to a group with a template, then click Install signature
Saved in Gmail but not on outgoing mail Gmail signature defaults are set to No signature In Gmail settings, set the defaults for new messages and replies
Policy error on the consent screen Third party app access is restricted in Google Admin Allow the SyncSignature Marketplace app, then reconnect
Cannot connect under Integrations Connected as a delegated admin, not a super admin Reconnect with an account that has super admin rights
Users missing after import The import or Marketplace install was scoped to specific OUs Re-run the import and widen the OU or group selection
Works on desktop, missing on phone A device level mobile signature is set in the Gmail app Clear the mobile signature in the Gmail app on that device
Manual edit replaced the signature The Gmail signature field stays editable by the user Reopen the group, select the user, click Install signature
Template edit not visible in Gmail Signatures regenerated but were never reinstalled Open the group, select all users, click Install signature
Alias signature not applying The alias is not a send-as address, or SMTP relay is not configured Follow the alias setup steps linked below

Still stuck? Email support@syncsignature.com and include your Google Workspace primary domain, the affected user's email address, and the group you installed from.