How to Modify User Information in the Google Admin Console for Accurate Gmail Signatures

How to Modify User Information in the Google Admin Console for Accurate Gmail Signatures

October 22, 2025
Anna GutierrezAnna Gutierrez

Keeping employee information accurate in Google Workspace is essential not only for user management, but also for ensuring professional, consistent Gmail signatures across your organization. When you modify user information in the Google Admin Console for Gmail signatures, it ensures that every email reflects the right information. Since Signature Manager for Gmail pulls data directly from the Admin Console, updating user details there ensures accuracy.

In this guide, we’ll walk you through how to modify user info directly in the Google Admin Console.

Why Accurate User Info Matters for Signatures

When Gmail signatures are generated, they use the data available in each user’s Google Workspace profile. That includes details like:

  • Full name
  • Employee ID
  • Profile picture
  • Other directory fields (such as job title, department, or phone number)

If this information is outdated or inconsistent, signatures won’t reflect the correct branding or employee details. That’s why maintaining accurate data in the Admin Console is a key step in email signature management.

What You’ll Need

To perform these updates, you must have one of the following roles:

  • User Management Admin
  • Super Admin

If you need to update multiple users at once, bulk options are available. 

Step-by-Step: Updating User Information

  1. Access the Admin Console
  1. Find the User
    • Use the search bar at the top to type the user’s first name, last name, or email address.
    • Alternatively, navigate to Directory > Users to see the full user list.
  2. Open User Profile
    • Click on the username to open their profile page.
  3. Update Name Information
    • Click Update User to modify first name and last name.
    • Save your changes by clicking Update User again.
  4. Change Profile Picture
    • Click the profile icon next to the username.
    • Select a file from your local drive and upload it.
  5. Edit Other User Details
    • Go to the User Info section.
    • Hover over the field you’d like to update (e.g., Employee ID).
    • Click on it, edit the field, and then click Save Changes.

Once saved, this updated information will be used the next time a signature template is applied to that user in Signature Manager for Gmail.

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

Modifying user information in the Admin Console is a quick but important step in maintaining consistency across your company’s Gmail signatures. Whether you’re updating a single user or preparing for a company wide signature rollout, ensuring accuracy in the Admin Console will save you time and guarantee professional results.