Employee Information Powering Email Signatures Made Easy

When setting up professional email signatures across your organization, accuracy and consistency matter. Employee Information Powering Email Signatures in Signature Manager is a crucial aspect of ensuring that. Signature Manager for Gmail makes this easy by pulling user data directly from your Google Workspace Directory. This is done through a system of placeholders (also known as merge tags), which automatically map employee details into your email signature templates.

What Are Placeholders?

Placeholders act as smart tags within your email signature templates. Instead of manually typing each employee’s name, title, or phone number, you simply insert a placeholder such as:

Employee Name: employee_name
Job Title: employee_title
Work Phone: employee_W_phone
Mobile Phone: employee_mobile

When the template is applied, these placeholders are replaced with real user information stored in your Google Workspace Admin console.

Where Does the Data Come From?

The data is pulled directly from your Google Workspace Directory:

In the Google Admin console, go to Directory → Users.
Click on a user account to view their User Information details.
Signature Manager fetches that information and automatically fills it into the email signature.

This includes employee-specific details like:

Full name
Job title
Work phone number
Profile photo
And other directory fields!

Additionally, company wide details (such as organization name, logo, or address) can be set up once and applied across all signatures.

Why Complete Directory Data Matters

For placeholders to work correctly, your Google Workspace Directory must be up to date. Missing or incomplete information in the Admin console means certain placeholders may appear blank in employee signatures.

That’s why it’s important to:

Keep user profiles updated for all employees.
Bulk update directory information if needed (by downloading user info into a CSV, filling in missing details, and re-uploading).
Maintain consistency by ensuring new hires’ profiles are completed during onboarding.

Example in Action

Imagine you’re building a signature template with placeholders like Work Phone (employee_W_phone) or Job Title (employee_title). Once assigned to a user, Signature Manager automatically inserts their actual details from the Admin console, generating a polished and professional email signature without manual input.

With Signature Manager, employee name and email address are always included since they’re required when creating a user, but other placeholders such as phone numbers or employee IDs are optional.

One-Time Company Information Setup

Along with user-specific details, Signature Manager also pulls company wide information (like organization name or address) during the initial setup. Unlike employee details, this information is not automatically updated: if changes occur in your Workspace account, you’ll need to update them manually in Signature Manager.

Watch the Video

Prefer a visual walkthrough? Watch our step-by-step video on how placeholders work in Signature Manager and how employee details are pulled from the Google Workspace Directory:

Final Thoughts

Signature Manager for Gmail simplifies signature management by using Google Workspace Directory data to ensure every employee has a consistent, professional signature. With placeholders acting as merge tags, templates can be applied across your organization with just a few clicks.

By keeping your Google Workspace Directory accurate and complete, you can avoid missing fields, save time, and maintain brand consistency in every email sent by your team.