Creating Signatures

Signatures are individual instances created by applying a template to a specific person. This guide covers creating and managing signatures for your team.

Prerequisites

Before creating signatures, you need:

• At least one template created
• User information (name, title, contact details)

Creating a Single Signature

Step 1: Navigate to Signatures

1. Click Signatures in the sidebar
2. Click the Add Signature button

This takes you to the signature creation page.

Step 2: Enter Details

Fill in the user's information:

• Name: Full name as it should appear
• Title: Job title or role
• Email: Professional email address
• Phone: Direct or office number
• Any additional fields defined in your template

Step 3: Select Template

Choose which template to apply:

1. Browse available templates in the dropdown
2. Select the appropriate template
3. Preview updates automatically

Step 4: Review and Create

1. Review the preview to verify everything looks correct
2. Click Create to finalize

The signature is now ready for deployment.

Assigning to Groups

Organize signatures by assigning them to groups:

1. When creating or editing a signature, find the Group field
2. Select one or more groups
3. Save the signature

Groups help you:

• Apply campaigns to specific teams
• Organize by department or location
• Manage signatures in bulk

See Creating Groups for more on group management.

Sending Install Instructions

Help team members set up their signatures:

1. Open a signature
2. Click Send Instructions
3. The signature owner receives an email with:

• Their signature HTML
• Step-by-step setup guides for Gmail and Outlook
• Copy buttons for easy installation

Importing Multiple Signatures

For larger teams, use CSV import to create many signatures at once.

Step 1: Start Import

1. Go to Signatures in the sidebar
2. Click the Import CSV button

Step 2: Prepare Your CSV

Your CSV file should include columns for:

• Name (required)
• Email (required)
• Title
• Phone
• Any custom fields

Example format:

name,email,title,phone
John Smith,john@company.com,Marketing Manager,555-0101
Jane Doe,jane@company.com,Sales Director,555-0102

Step 3: Upload and Map

1. Upload your CSV file
2. Map CSV columns to signature fields
3. Select which template to use
4. Review the preview

Step 4: Complete Import

Click Import to create all signatures. They appear in your signatures list ready for deployment.

Managing Signatures

Viewing Signatures

On the Signatures page, you'll see three tabs:

• All: Every signature in your organization
• Active: Signatures marked as active
• Inactive: Signatures marked as inactive

Editing a Signature

1. Click on a signature in the list
2. This opens the signature editor at /signatures/[id]/edit
3. Make your changes
4. Click Save

Changing Status

Toggle signatures between active and inactive:

• Active: Ready for use
• Inactive: Hidden from active deployments

Deleting Signatures

1. Find the signature in the list
2. Click the delete option
3. Confirm deletion

Signature Fields

Required Fields

• Name: User's display name
• Email: Professional email address

Common Fields

• Title: Job title or role
• Phone: Direct or office number
• Company: Organization name

Custom Fields

Your organization may have additional fields depending on template configuration.

Best Practices

Verify Information

• Double-check spelling of names
• Verify job titles are current
• Confirm contact information is correct

Keep Consistent

• Use the same template style within departments
• Apply naming conventions consistently
• Update information promptly when it changes

Plan for Changes

• Create signatures during onboarding
• Update signatures when roles change
• Remove signatures during offboarding

Troubleshooting

Template Not Available

• Check you have at least one template created
• The Add Signature button is disabled if no templates exist

Information Not Showing

• Verify all required fields are filled
• Check the template includes those fields
• Review the preview before saving

Import Failing

• Verify CSV format matches expected columns
• Check for special characters in data
• Ensure email addresses are valid

Next Steps

After creating signatures:

• Deploy to Gmail
• Deploy to Outlook
• View analytics to track performance

Need Help?

Contact support@signkit.io if you're having trouble creating signatures.