Corporate Signature Design

As a team admin, you can create corporate signatures that your team members use across the organization. This guide covers creating shared signatures, the variable system, field locking, and multi-brand support.

Creating a Corporate Signature

1
Switch to your team workspace using the tenant switcher.
2
From the Signatures home page, click New Signature.
3
The editor opens with your team's brand settings applied by default (template, colors, fonts from Team > Settings > Brand).
4
Configure each field using the variable system and field locking described below.

The Variable System

The variable system is what makes corporate signatures powerful. Instead of typing static text, you can bind fields to user profile or company profile data. When a team member views the signature, the variables are replaced with their personal information.

How Variables Work Admin Creates Template Name: {user.firstName} {user.lastName} Title: {user.title} Company: {company.name} resolves Jane (Member) Sees Jane Smith Marketing Director Acme Corporation Bob (Member) Sees Bob Johnson VP of Engineering Acme Corporation One template, personalized for every team member

Field Modes

Each field in a corporate signature has a mode, controlled by the mode selector pills that appear next to fields in the editor:

Free Text

Static text that you type directly. Same for all members (unless member customization is enabled).

User Variable

Pulls data from each member's personal profile (name, title, phone, email, social links, etc.).

Company Variable

Pulls data from your organization's company profile (company name, address, phone, website, social links, etc.).

To set a field's mode, click the mode selector pills (Text / Profile / Company) next to the field in the editor.

i
Best practice Use User Variables for personal fields (name, title, email, phone) and Company Variables for shared fields (company name, address, website, disclaimer). Use Free Text for one-off content specific to this signature.

Field Locking

When a field is in Free Text mode and has a value, you can lock it to prevent members from changing it — even if member customization is enabled. This is useful for enforcing consistent content across the team.

There are three states for a free text field:

Empty (no value)

Members see an empty field and can fill in their own content.

Pre-filled, Unlocked

Admin has entered a default value, but members can overwrite it with their own.

Locked (with value)

Admin has entered a value and locked it. Members see it as read-only with a lock icon.

Enabling Member Customization

By default, members can only view and copy corporate signatures — they can't edit them. To let members personalize certain fields:

1
Open the corporate signature in the editor.
2
Toggle Allow Member Customization in the toolbar.
3
Members will now see a Customize button on this signature. They can edit unlocked free-text fields while variable-bound and locked fields remain read-only.
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Override management Member customizations are stored as overrides — the admin's original signature is always preserved. If you later change the corporate signature, member overrides for modified fields may need to be reset.

Multi-Brand Signatures

If your organization has multiple domains (e.g., acme.com and acme-labs.com), you can create signatures linked to specific domains:

1
In the signature editor, use the domain selector in the toolbar to choose which domain/brand the signature belongs to.
2
The signature automatically inherits that domain's brand overrides (colors, template, font, logo, banner) if configured.
3
User variables for that signature resolve from the member's brand-specific profile for that domain (if they have one).

Select "Default brand" in the domain selector for signatures that should use the organization's primary branding.

Managing Corporate Signatures

From the Signatures home page (in team workspace context):

  • Create — Click "New Signature" to create a new corporate signature.
  • Edit — Click a signature to open it in the editor with full access to all settings.
  • Clone — Duplicate a signature as a starting point for a variation.
  • Delete — Remove a signature (with confirmation). Member overrides for that signature are also deleted.
  • Set as Default — Mark one signature as the team's default.
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