Email Signatures
Create and manage email signatures
Email Signatures
Design once, deploy everywhere. Lastline signatures are smart templates that automatically populate with each employee's information—name, title, phone, and more—ensuring brand consistency across your entire organization.
Overview
| Feature | Description |
|---|---|
| Dynamic Placeholders | Employee data auto-populates (name, title, email, phone, department) |
| Brand Consistency | One design works for everyone with your logo, colors, and styling |
| Multiple Formats | Works with Gmail (auto-deploy), Outlook, Apple Mail, and others |
| Easy Updates | Change the template once, redeploy to all employees |
Creating Signatures
Creation Methods
| Method | Best For | Description |
|---|---|---|
| Templates | Quick start | Pre-designed templates by category (Minimalist, Corporate, Professional, Creative, Classic) |
| Layouts | Structured customization | Start with a layout foundation, customize colors/logo/placeholders |
| Blank Canvas | Full control | Direct HTML editing for precise control or importing existing signatures |
| AI Assistant | Guided creation | Describe what you want, AI generates a design (plan-dependent) |
Go to Signatures → Create New Signature to get started.
Customization Options
Add your logo, set brand colors, configure placeholders, include social media links (LinkedIn, Instagram, Facebook), and add your legal disclaimer—all pulled from organization settings.
Placeholders
| Placeholder | Shows | Placeholder | Shows |
|---|---|---|---|
{{firstName}} | First name | {{mobile}} | Mobile phone |
{{lastName}} | Last name | {{telephone}} | Work phone |
{{fullName}} | Full name | {{company}} | Organization |
{{email}} | Email address | {{website}} | Company website |
{{position}} | Job title | {{address}} | Company address |
{{department}} | Department | {{title}} | Mr, Mrs, Dr, etc. |
Design Best Practices
Signature Components
| Priority | Elements |
|---|---|
| Essential | Full name, position/title, email, phone number |
| Recommended | Company logo, company name, website, social media icons |
| Optional | Profile photo (use sparingly), legal disclaimer, promotional banner |
Design Tips
| Guideline | Recommendation |
|---|---|
| Colors | 2-3 maximum, match brand palette |
| Content | 5-7 lines of information |
| Fonts | Web-safe (Arial, Helvetica, Georgia), 12-14px |
| Width | Under 600px for email client compatibility |
| Images | Compress to <50KB each, use HTTPS URLs |
| Mobile | Test on iOS/Android, make links tap-friendly |
Managing & Deploying
Management
| Action | How To |
|---|---|
| View all | Go to Signatures to see all templates with status, preview, and last updated |
| Edit | Click signature → Make changes → Save → Redeploy to employees |
| Duplicate | Open signature → Duplicate → Creates copy for variations |
| Delete | Open signature → Delete (reassign employees first if assigned) |
| Status | Toggle between Draft (saved, not deployed) and Active (ready for deployment) |
Deployment
| Scenario | Process |
|---|---|
| Google Workspace | Assign signature → Select employees → Actions → Sync Signatures → Deploys to Gmail automatically |
| Other clients | Assign signature → Actions → Send Signature Link → Employee receives email with copy instructions |
Troubleshooting & Help
Common Issues
| Issue | Solution |
|---|---|
| Signature not displaying (Gmail) | Clear cache, check Gmail settings → Signature, re-sync from Lastline |
| Signature not displaying (Outlook) | Check Signatures and Stationery settings, re-copy signature |
| Images not loading | Verify HTTPS URLs, keep files <50KB, check if blocked by client |
| Looks different across clients | Use table-based layouts, web-safe fonts, avoid complex CSS |
Placeholder showing {{firstName}} | Verify employee has field filled in, check placeholder syntax |
Help Resources
| Resource | Details |
|---|---|
| Getting Started | Setup Guide |
| Google Workspace | Integration Guide |
| Email Support | hello@lastline.app |
Still need help?
Our support team is here to assist you.