Multi-office email signatures
One brand across every office. Each location's own details.
Set the logo, colors and required wording once. Each office adds its own address and phone, each person their own name and photo, and every change reaches every inbox on its own.
How multi-office signatures work
Signatures drift as soon as there is more than one office: one office updates its logo, another keeps an old phone number, a new hire copies a colleague's signature with the wrong address. The fix is structure. The organization sets the brand, each office overrides only what is truly local, and each person fills in their own details. A signature tool applies that structure to every mailbox, so nothing depends on people editing their own.
What gets set at each level
| Level | What it sets | For example |
|---|---|---|
| The organization | Logo, brand colors, font, layout, required lines (license numbers, disclosures, disclaimers), and which parts people may change. | Locked for everyone, so it can't drift. |
| An office | Its own address and phone number, and (on the plan with office templates) its own logo, colors or layout. | The Estero office shows the Estero address; the Bonita Springs office shows its own. |
| A team | A team name or banner, where a group inside an office needs one. | A team inside an office carries its name; everything else follows the office. |
| A person | Name, title, direct phone and photo, plus whatever personal touches you allow. | Each person edits only what you've switched on for them. |
Your real structure, not a flat list
- Every person belongs to an office and, if you use them, a team.
- An office carries its own address and phone; people in it get them automatically.
- Office-scoped administrators manage only their own office.
- See who is connected, who isn't, and when each signature last updated, across every office.
Works with Microsoft 365 and Google Workspace. Real estate? See the brokerage page.
How to set it up
Set the brand once
Add your logo and colors (or pull them from your website), pick a layout, and enter the wording every signature must carry.
Add your offices and teams
Give each office its address and phone, and add teams where you use them.
Add your people
Pick them from your Google Workspace or Microsoft 365 directory, import a CSV, or add them one at a time, and put each in the right office.
Connect and go
Each person connects Gmail in one click, or your Microsoft 365 admin installs the Outlook add-in once. You see who is connected and who still needs a nudge.
Questions about multi-office email signatures
How do I manage email signatures across multiple offices?
Set one brand template centrally, let each office supply its own address and phone, and give each person their own name and details. Use a tool that writes the result into every mailbox, so a change reaches everyone without anyone editing a signature by hand.
Can each office have a different address and phone number in the same signature design?
Yes. The design is shared; each office has its own address and phone, and every person in that office gets them automatically. A person who moves offices picks up the new office's details.
Can offices have different logos or layouts?
Yes, on the plan with per-office and per-team templates. An office or team can look different from the rest while still inheriting everything it doesn't override.
Who can change what?
A permissions screen decides which parts of a signature each person can edit: contact details, photo, social links and personal touches are switches. Names, license numbers, designations and required notices are set by the organization and can't be changed by the person.
Does it work if some offices use Microsoft 365 and others Google Workspace?
Yes. Each person's signature reaches their own mailbox: written into Gmail, or inserted in Outlook by an add-in your Microsoft 365 admin installs once. Both read from the same organization template.
Can an office manager control only their own office?
Yes. An office-scoped administrator manages the people in their own office and nobody else's.
How do I add everyone quickly?
Pick people from your Google Workspace or Microsoft 365 directory and invite them in bulk, or import a CSV. Each person then connects their own mailbox with their own link.
Read more in our guide to multi-office email signature management.
See it with your offices
Bring your logo and your office list, and we'll show you how it looks across every location.