This document sets out what's included in our Email Signature Management solution.
Our Email Signature Management service ensures professional, consistent, and compliant email signatures across the organisation. It simplifies management, integrates seamlessly with major email platforms, and offers the following feature set:
Centralised management of email signatures for all users, ensuring branding consistency
Customisable templates to include dynamic elements like user names, job titles, and departments
Integration of marketing banners, event promotions, or disclaimers into email signatures
Automated deployment and real-time updates for organisation-wide signature changes
Compliance-ready signatures with legal disclaimers and regulatory information included
The solution is fully managed by our in-house team, providing a hassle-free experience for IT and marketing departments. During onboarding, templates and configurations are customised to align with the customer's branding needs. Training can also be provided to an in-house team, should they wish to manage this themselves.
Customers can contact our dedicated support team for assistance with queries or changes. Typical requests include:
Updating email signature templates to reflect new branding, campaigns, or policies
Adding or modifying dynamic fields in email signatures (e.g. phone numbers, job titles)
Resolving issues with missing or incorrectly displayed signatures
Assigning specific signature templates to departments or user groups
Service coverage is provided in line with the customer's existing Managed IT Service support contract.
Our team monitors the Email Signature Management platform for the following events:
System updates or scheduled maintenance affecting signature functionality
Service disruptions, including connectivity issues with the email platform
Critical incidents, such as errors in template updates or synchronisation failures
Upon receiving alerts, our team conducts a review and communicates with customers if any action or downtime is expected.
Our team works closely with our preferred partner for the email signature management solution, escalating incidents when required. All initial troubleshooting and analysis are conducted internally before vendor escalation for platform-specific or advanced support needs. This process is fully managed by our team, with no additional cost to the customer.
When new features are introduced to the platform that could benefit the customer, our team reviews their suitability and communicates any necessary changes. If these features require adjustments to existing functionality or service disruption, customers are informed and a collaborative plan is developed.
For additional customisation or integration requiring significant effort, these items will be scoped and discussed independently with the customer.
Initial requirements assessment
Identify branding guidelines, legal disclaimers, and marketing objectives
Review the customer's email platforms and user groups
Template design
Create branded email signature templates based on organisational needs
Include placeholders for dynamic fields (e.g. name, department)
Platform setup
Configure the email signature management platform
Connect the solution to the customer's email service (Microsoft 365, Google Workspace, etc.)
Sync users from the customer tenant
Policy configuration
Assign templates to specific departments, teams, or user groups
Define policies for applying signatures
Set up automatic disclaimers for emails
Testing
Perform a pilot deployment with a small user group
Collect feedback and fine-tune templates and settings as needed
Training (if required)
Train marketing (or other team) on creating and deploying signatures via the platform
Rollout
Deploy the signatures across the organisation