For teams

Professional Email Signatures for Teams

Standardise company email signatures, control shared branding and manage multiple employee signatures from one consistent business workflow.

Create my signature →View templates

Clear identity. Useful detail. Consistent delivery.

Create consistent company email signatures by defining shared logos, colours, company information and disclaimers once. Employee records keep personal details accurate, while central brand profiles make future updates easier to manage.

Choose what matters for the conversation, see the result instantly and copy email-safe HTML when it is ready. You stay in control of the content while SendSignatures handles the underlying layout.

Manage multiple employee signatures

Company administrators can import employee records from CSV and generate a brand-linked signature for each active employee without overwriting existing signatures.

Control branding and distribution

Private expiring installation links let employees preview and copy their assigned signature without needing a SendSignatures account. Administrators can monitor rollout status and revoke a link.

Update campaigns centrally

Stable campaign image URLs let Team administrators schedule, target, pause or replace a banner after each employee completes the one-time signature installation.

One brand, every employee

A shared company profile keeps the logo, colours, font, website, telephone, office address, social links, disclaimer, banner and layout consistent. Each employee still has their own name, title, department, email address, mobile and direct line. Administrators can review exceptions without asking every person to build a layout from scratch.

How team signature management works

Create a company brand profile
Add employees or import a CSV
Generate individual branded signatures
Send private installation links
Employees copy and install their signatures
Admin maintains company settings and coordinates future updates

Import employees in bulk

Upload a CSV with first_name, last_name and email. Optional columns include job_title, department, mobile and telephone. The importer checks missing names, email format, duplicate emails, field lengths and the 500-row limit. It reports rejected rows with line numbers, creates new employee records and updates existing records by email.

After import, select a template and generate signatures for active employees. The bulk action skips employee signatures already created in that run’s scope, so review the report and individual previews before distributing them.

Private installation links

An administrator can send an expiring private link for an employee’s assigned signature. The employee opens the link, checks the details, copies the signature and installs it in the email app they use. No SendSignatures account is needed for the employee. Admins can monitor delivery, opening and copying status, and revoke a link. The employee does not have to recreate the design manually.

Use the Outlook installation guide or Gmail installation guide when sharing the rollout instructions.

Update branding centrally

Company settings provide one place to change the logo, website, address, social links, disclaimer and brand colours for brand-linked signatures. A change to those settings does not automatically replace a signature already pasted into an employee’s Outlook or Gmail account. For those changes, render the updated signature and ask employees to copy and install it again.

Campaign banners use a stable image URL in supported team signatures. Admins can schedule, target, pause or replace a campaign image without asking employees to paste a new signature, provided that campaign image was included at installation. Test the message and destination link before rollout.

Who is team signature management for?

Small businesses

Give new hires a consistent signature without a design handover or HTML skills.

Sales teams

Keep direct numbers clear and coordinate one current campaign banner across representatives.

Law firms

Apply approved office details and disclaimer wording while preserving each lawyer’s role.

Accounting firms

Make qualifications and direct lines easy to find during client correspondence.

Real estate agencies

Keep agent contact details prominent while using the agency’s shared visual identity.

Medical practices

Show practitioner credentials and practice contact details with restrained imagery.

Consulting companies

Present specialist roles clearly across project teams and client accounts.

Agencies

Update a launch or event banner without redesigning every staff signature.

Corporate departments

Maintain a common brand profile while allowing department and direct contact differences.

Built for practical business rollout

SendSignatures shows plan pricing in Rand, which is useful for South African SMEs and professional service firms. The workflow also suits distributed teams and Microsoft 365 workplaces: administrators coordinate the design, while employees install it in the Outlook version they use. The same process works for international teams using supported email clients.

Frequently asked questions

What is email signature management?

It is the process of controlling shared branding and company details while maintaining accurate individual employee signatures.

How do I create signatures for all employees?

Create a brand profile, add or import employees, choose a template and generate each employee’s version.

Can each employee have different contact details?

Yes. Names, roles, departments, email addresses, mobile numbers and direct lines remain individual.

Can I import employees from a spreadsheet?

Yes. Export the spreadsheet as CSV and include first name, last name and email columns.

Can I update the company logo for all signatures?

Change the shared company setting, then arrange reinstallation where employees have already pasted the old signature into their email app.

How do employees install their signatures?

They open a private link, copy their assigned signature and paste it into their email client.

Does it work with Outlook and Microsoft 365?

Yes, through client-side installation in the relevant Outlook app. It does not inject signatures through Exchange.

Can a small business use it?

Yes. A small team can use the same brand profile and add staff as needed, subject to its plan.

Can I add promotional banners?

Yes. Team campaign tools support banners for launches, events and announcements in eligible signatures.