Team Signatures
What are Workspace Templates?
A workspace template is the master signature layout that every teammate's signature is built from. You design it once, lock the parts that should never change, leave the personal parts open, then attach it to a group. Every teammate in that group gets a signature generated from that template, carrying their own name, title, and contact details.
A template is not a signature. It is the mold a signature is stamped from, which is why one edit to a template changes signatures across your whole team at once.
Template vs signature
The two look almost identical in the editor, so it is worth being precise.
| Signature | Template | |
|---|---|---|
| What it is | One finished signature for one person | A layout that other signatures are generated from |
| Where it lives | MY SIGNATURES | TEMPLATES |
| Who it belongs to | A single teammate | The workspace |
| Who can edit it | The teammate, plus an Owner or Manager | Owner or Manager only |
| What an edit affects | That one signature | Every signature in every group linked to the template |
MY SIGNATURES is where you experiment, TEMPLATES is where you commit. Many teams build version one as a personal signature, check it in a real inbox, then save it as a template.
Before you start
| Requirement | Where it lives | Notes |
|---|---|---|
| Owner or Manager role | Your workspace | A Teammate can edit only their own details and copy their own signature |
| A starting layout | TEMPLATES or MY SIGNATURES | SyncSignature ships with 100 templates, or you can save a signature you already built |
| A group to attach it to | GROUPS | A template on its own generates nothing until a group points at it |
| Teammates in the workspace | TEAMMATES | Added manually, by CSV, or imported from your directory |
Static fields and dynamic fields
Every field in a template is either static or dynamic. That one choice separates a brand asset you control from a form your team has to fill in correctly.
| Field type | Who sets the value | Typical use |
|---|---|---|
| Static | Locked in the template by an Owner or Manager | Logo, brand colors, font, layout, legal disclaimer, company address, main office phone |
| Dynamic | Filled per teammate, by you or by them | Name, job title, department, mobile phone, headshot |
Dynamic fields are written as merge tags, and each tag maps to a field on the teammate record: {{name}}, {{title}}, {{department}}, {{phone}}, and {{photo}}. When you connect Google Workspace or Microsoft 365 under Integrations, those values are read from your directory, so a job title that is right in the directory is right in the signature. That is the idea behind directory sync for email signatures.
Two field types have their own toggles in the template editor:
- Dynamic CTA buttons. You can open the button Title, the URL, or both. Lock the URL and open the title when everyone points at the same booking page. Open both when each rep needs their own meeting link.
- Dynamic social links. Each social icon is toggled individually. The company LinkedIn page can stay static while a personal LinkedIn profile stays dynamic.
When signatures are generated, you can leave dynamic fields open for teammates to fill in, or complete them yourself. Open fields are faster for you and slower to get complete data.
How a template connects to a group
The chain is short: a template is assigned to a group, and teammates added to that group get signatures generated from it automatically. The group is the link, not the template. A template sitting in TEMPLATES with no group attached does nothing at all.
One template can be assigned to more than one group, useful when Sales and Customer Success share a layout but you install for them separately. A teammate, on the other hand, belongs to one group at a time. That limit guarantees each person has exactly one current signature, with no ambiguity about which template won. Groups covers that side of the pairing in detail.
What changes when you edit a template
Because a template feeds many signatures, a small edit has a wide reach. Three things are worth knowing before you touch a live one:
- Every linked signature updates, in every group. There is no per teammate step and no way to update half a group.
- Publishing takes 5 to 10 minutes on the SyncSignature side. If a directory change triggered the edit, your provider adds its own delay on top of that.
- Google Workspace signatures need to be installed again, unless Auto install is on. With Auto install off, which is the default, open the group, select the users, and click Install signature. Teammates who copy their signature by hand still need to be sent the new version.
Auto install is an option on the integration under Integrations. It is set once per integration, not per group, it is off until you turn it on, and it is available on both Google Workspace and Microsoft 365. With it on, template edits install themselves and newly synced users install themselves, so the reinstall step above disappears. How to fully automate email signatures covers the full hands-off setup.
If a change suits only part of a group, build a second template and move those people to their own group instead.
Common issues and fixes
| Issue | Cause | Fix |
|---|---|---|
| Teammates can change something that should be locked | The field was left dynamic | Open the template, set that field to static, save. Signatures rebuild with the locked value |
| A signature renders with a blank job title | The dynamic field is empty on the teammate record | Fill it in TEAMMATES, or import the title from your connected directory |
| Two teams need different logos | A single template holds one logo | Create a second template and give those teammates their own group |
| Template edits are not showing in Gmail | Google Workspace signatures were not reinstalled | Open the group, select all users, click Install signature. Turn on Auto install under Integrations so later edits install themselves |
| An edit still has not appeared | Publishing has not finished | Allow 5 to 10 minutes, then check again. Directory changes take longer on the provider side |
Related articles
- Create templates for company signatures is the step by step build in TEMPLATES.
- What are groups explains how a template reaches actual teammates.
- Set dynamic CTA buttons for teammates covers per person buttons and links.
- Choose a template for your signature helps you pick a starting layout.
Still stuck? Email support@syncsignature.com and include the template name and the group it is assigned to.