Guide

How can you get the IT team on board with managing email signatures?

It's very simple, here are our tips for 2025!

Guide

How can you get the IT team on board with managing email signatures?

It's very simple, here are our tips for 2025!

1. Choose and edit your template

Sigilium offers various email signature templates. They are all dynamic (they integrate powerful logic) and customizable. Choose the one that suits you. Preview the rendering. Apply it to the signatures.

Customize the fields:

Define the logo and the colors used
Define the sites and networks associated with each entity
Allow adding portraits
Add direct appointment scheduling

Benefit from our HTML editor

Make the most of your skills and creativity. If you want to modify variables from an existing template or code your own template, it's possible! Sigilium allows you to test and preview your work before applying it to all or part of the users.

Or opt for custom integration

You have built an email signature template internally or with your agency? We can integrate it. Preparing a functional email signature requires validating a certain number of constraints.

Here is an article / a check-list that will help you check that everything is OK for the integration!

1. Choose and edit your template

Customize the fields:

Define the logo and the colors used
Define the sites and networks associated with each entity
Allow adding portraits
Add direct appointment scheduling

Benefit from our HTML editor

Or opt for custom integration

You have built an email signature template internally or with your agency? We can integrate it. Preparing a functional email signature requires validating a certain number of constraints.

Here is an article / a check-list that will help you check that everything is OK for the integration!

2. Manage the brand image of various entities

You have multiple brands or entities within your company? From the same account, you can manage the brand image of each one.

Define a common template with variations for each brand, or define a template for each brand.

In a few minutes, configure the elements of each brand/entity: logo, website, social networks, contact information...

2. Manage the brand image of various entities

You have multiple brands or entities within your company? From the same account, you can manage the brand image of each one.

Define a common template with variations for each brand, or define a template for each brand.

In a few minutes, configure the elements of each brand/entity: logo, website, social networks, contact information...

3. Deploy a change of identity

Close to 40% of the companies using Sigilium to centralize the management of their email signatures have evolved their identity over the past four years.

The power of centralized management allows you to make a change and deploy it to all concerned users, in less than 3 minutes.

Customer Cases
Changes in identity, email nomenclature, franchise management, acquisitions/mergers of multiple brands:
Discover some customer cases and how they have managed and deployed these changes, very simply.

Discover customer cases

3. Deploy a change of identity

Close to 40% of the companies using Sigilium to centralize the management of their email signatures have evolved their identity over the past four years.

The power of centralized management allows you to make a change and deploy it to all concerned users, in less than 3 minutes.

Discover customer cases

1. Choose and edit your template

Customize the fields:

Define the logo and the colors used
Define the sites and networks associated with each entity
Allow adding portraits
Add direct appointment scheduling

Benefit from our HTML editor

Or opt for custom integration

You have built an email signature template internally or with your agency? We can integrate it. Preparing a functional email signature requires validating a certain number of constraints.

Here is an article / a check-list that will help you check that everything is OK for the integration!

2. Manage the brand image of various entities

You have multiple brands or entities within your company? From the same account, you can manage the brand image of each one.

Define a common template with variations for each brand, or define a template for each brand.

In a few minutes, configure the elements of each brand/entity: logo, website, social networks, contact information...

3. Deploy a change of identity

Close to 40% of the companies using Sigilium to centralize the management of their email signatures have evolved their identity over the past four years.

The power of centralized management allows you to make a change and deploy it to all concerned users, in less than 3 minutes.

Discover customer cases

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About

If you are reading this article, it means you are not the sole decision-maker in the centralized email signature management project. And if you need to add a technical contact to the loop, the best approach is to speak their language so that they understand what you expect from them.

Here is an updated checklist as of September 2025 to guide you.

About

Here is an updated checklist as of September 2025 to guide you.

The 2025 checklist:

Do I need my CTO or IT Manager?
What should I ask my IT manager?
What are the benefits of Sigilium for IT?
In what order should synchronizations be done?
The answers to commonly asked questions.

The 2025 checklist:

Do I need my CTO or IT Manager?
What should I ask my IT manager?
What are the benefits of Sigilium for IT?
In what order should synchronizations be done?
The answers to commonly asked questions.

They did it before you ; )

Every month we receive numerous feedback from the marketing and communication teams about the success of the project.
And because at Sigilium we built the product entirely by ourselves, we can speak about it technically, in a precise manner. And in the same language as your IT manager.
Here is an example of feedback:

They did it before you ; )

"A seamless integration with Google Workspace. Excellent customer service. It is the most secure solution we have been able to find, which does not require access to our email exchanges. And the ongoing management is a breeze."

Barry Heckart,
Technology Manager at TIME

Barry Heckart,
Technology Manager at TIME

What are the benefits of Sigilium for IT?

The advantages of Sigilium for technical teams are numerous.
Here are some of the most direct ones, categorized by subject:

Time: A time saving, as the management of this subject is directly transferred to the marketing teams
Time: A decrease in the number of support tickets for the IT teams
HR: An automated onboarding of new staff
HR: An automated offboarding as accounts are deactivated
Personal victory: The satisfaction of making the marketing and communication teams autonomous
Tech: Assurance that it works correctly on all devices, especially mobile
Tech: An improvement in company processes thanks to automation
Tech: Better email deliverability
Tech: An optimized size of images in email signatures
Data: An opportunity to verify the quality of the directory data (AD or HRIS)
Data: The possibility of retrieving clean data to update the directory data.
Security: The guarantee of using a certified ISO service rather than an in-house service
Security: An optimized management of access to manage signatures

What are the benefits of Sigilium for IT?

The advantages of Sigilium for technical teams are numerous.
Here are some of the most direct ones, categorized by subject:

Time: A time saving, as the management of this subject is directly transferred to the marketing teams
Time: A decrease in the number of support tickets for the IT teams
HR: An automated onboarding of new staff
HR: An automated offboarding as accounts are deactivated
Personal victory: The satisfaction of making the marketing and communication teams autonomous
Tech: Assurance that it works correctly on all devices, especially mobile
Tech: An improvement in company processes thanks to automation
Tech: Better email deliverability
Tech: An optimized size of images in email signatures
Data: An opportunity to verify the quality of the directory data (AD or HRIS)
Data: The possibility of retrieving clean data to update the directory data.
Security: The guarantee of using a certified ISO service rather than an in-house service
Security: An optimized management of access to manage signatures

They use the service daily :

Guide to Technical Benefits

We have prepared a dedicated article on all the technical advantages of centralized email signature management with Sigilium.

Here is the link to the article, to access it.

Self-assessment & steps

First: do I need my CTO or IT manager?

To answer this question, it's very simple: check if you have admin access to the company's Microsoft 365 or Google Workspace account.

If yes, that's great, you're autonomous, go directly to manage your account.
If no, move on to the next question.

First: do I need my CTO or IT manager?

To answer this question, it's very simple: check if you have administrator access to the company's Microsoft 365 or Google Workspace account.

If yes, that's great, you are self-sufficient, go directly manage your account.
If not, move on to the next question.

What to ask my CTO or my IT manager?

To launch your project and become autonomous in managing email signatures, you simply need to connect Sigilium with your messaging service. Other synchronizations are possible and available. Each one is independent. They can be done (or not) and in the order of your choice.

Mandatory step: Activate synchronization between Sigilium and the messaging service.
Here’s how to do it:
- on Outlook / M.365
- on Gmail / Workspace

What to ask my CTO or my IT manager?

To launch your project and become autonomous in managing email signatures, you simply need to connect Sigilium with your email. Other synchronizations are possible and available. Each is independent. They can be done (or not) and in the order of your choice.

Activate the synchronization between Sigilium and my email.
Here's how to do it:
- on Outlook / M.365
- on Gmail / Workspace
Optional: activate synchronization with your directory cf dedicated article. Here’s how to do it.
Optional: activate synchronization with your CRM.

Independently and optionally, you can also :

enable synchronization with your directory see dedicated article. Here is how to do it.
enable synchronization with your CRM.

Independently and optionally, you can also :

enable synchronization with your directory see dedicated article. Here is how to do it.
enable synchronization with your CRM.

Schema de repartition des roles dans la mise en place de Sigilium pour gérer les signatures email de manière centralisée, qui fait quoi entre équipe marketing et responsable technique

In what order should the synchronizations be done?

The order does not matter. You can first import your user base or synchronize your directory, then enable synchronization with the messaging service to deploy everything once the account is set up.
You can also directly enable synchronization with Gmail or Outlook and gradually add users, or change your design and your campaigns. As changes are synchronized directly, modifying and iterating on your email signatures is a breeze.

In what order should the synchronizations be done?

The order does not matter. You can either import your user database first or synchronize your directory, and then enable the sync with the messaging service to deploy everything once the account is set up.
You can also directly enable the sync with Gmail or Outlook and gradually add users or change your designs and campaigns. Since changes are synchronized immediately, modifying and iterating on your email signatures is a piece of cake.

Technical FAQ:
anticipate possible questions

Is it secure?

Short answer: Yes, Sigilium is a secure service, it has been ISO 27001 certified since March 2024. The Sigilium service is used daily by numerous companies and large international groups.
To go into more detail, a dedicated page on ISO 27001 is available, you can also contact us to learn more about our general information system security policy (PGSSI).

Is it secure?

Short answer: Yes, Sigilium is a secure service; it has been ISO 27001 certified since March 2024. The Sigilium service is used daily by many companies and large international groups.
For more details, a dedicated page on ISO 27001 is available, and you can also contact us to learn more about our general information system security policy (PGSSI).

Does it change anything for Sigilium?

Yes, obviously, and for everyone in the company.

For your brand image on a daily basis, you will finally relay a unified and updated brand image in all email exchanges.
To avoid personal friction and being dependent on the goodwill of each collaborator.
To relay communications and up-to-date information.
For reduced support on non-strategic topics for IT but essential ones.
For the ease of delivering content to your interlocutors.
To measure this communication channel.

Find all our guides and client cases on the Sigilium blog.

Does it change anything for Sigilium?

Yes, of course, and for everyone in the company.

For your brand image on a daily basis, you will finally convey a unified and up-to-date brand image in all email exchanges.
To avoid personal friction and being dependent on the goodwill of each collaborator.
To relay up-to-date communications and information.
To reduce support on non-strategic topics for IT but essential ones.
For the ease of delivering content to your contacts.
To measure this communication channel.

Find all our guides and customer cases on the Sigilium blog.

Can't we do it ourselves?

If you have no communication ambition with your interlocutors, nor a budget, one possibility for your company is to continue copying and pasting your signature, each in their own corner. Or to create a sort of routine internally (it takes quite a bit of time to do that, huh…), if you just want to display a block of contact information.
But if you expect signatures to be a marketing tool and an effective media, experience has shown us that it takes years with several full-time employees to provide a service worthy of the name. So it is in your best interest to take advantage of it at a lower cost.
The real question is: should the time of several people from the technical team be devoted to managing email signatures? Short answer: no, there is little chance. So opt for Sigilium, and save time and money.

Can't we do it ourselves?

Of course, one possibility is to create an internal routine (it takes a bit of time to do, you know), if you just want to display a block of coordinates.
But if you expect signatures that make it both a marketing tool and an effective medium, experience has shown us that it takes years with several full-time employees to demonstrate a service worthy of the name. It's up to you to choose where to allocate your technical resources; )

Do we need an up-to-date AD to get started?

First, what is an "AD"? AD stands for Active Directory, to simplify it, it is a directory, a database, containing notably the contact details of employees (name, first name, email…). The problem is that this file is often built gradually, and the data is not always up to date, or varies between employees. One of the topics for IT teams is to wonder if synchronizing an outdated source of contact details with email signatures is a good idea.

The answer is simple, no, there is no need.
Here’s why:

1. You can import a snapshot of your directory into Sigilium. Upon launch, employees will be able to check their signature and edit it if necessary.
2. Implementing Sigilium is a great opportunity to gather up-to-date information from employees, to then clean and update your AD.
3. Synchronization with the AD is not mandatory.
4. If you do it, you can choose to synchronize only certain fields.

Do we need an up-to-date AD to get started?

First, what is an "AD"? AD stands for Active Directory, to simplify, it is a directory, a database, containing notably the contact details of employees (last name, first name, email…). The problem is that this file is often built gradually, and the data is not always up-to-date, or varies among collaborators. One of the issues for the IT teams is to consider whether synchronizing an out-of-date source of contact details with email signatures is a good idea.

The answer is simple, no need.
Here’s why:

1. You can get a snapshot in Sigilium and employees will be able to check their signature and edit it if needed.
2. It’s a perfect opportunity to gather up-to-date information, and then clean your AD.
3. Synchronization with the AD is not mandatory.
4. If you do it, you can choose to synchronize only certain fields.

Will it take time for my tech team?

No. Clockwise, the synchronization between Sigilium and your messaging takes 5 minutes for an admin from your company's Microsoft or Google account.
What may take one to two hours is choosing how to precisely synchronize your directory with Sigilium, depending on your environment and the quality of your data. In short, it's quick. And once this task is completed, the technical teams have nothing more to do. The marketing and communication team becomes autonomous: magic!

Is it going to take time for my tech team?

No. Timed with a stopwatch, the synchronization between Sigilium and your messaging takes 5 minutes for an admin of your Microsoft or Google account.
What can take one to two hours is choosing how to precisely synchronize your directory with Sigilium, depending on your environment and the quality of your data. In short, it's quick. And once this task is done, the tech teams have nothing more to do. The marketing and communication team becomes autonomous. Magic!

Are we accompanied by Sigilium?

Of course, yes, our clients are supported throughout the implementation and use of the service. This is, by the way, one of the major differentiators of our service. And an aspect recognized in customer reviews.
It's no surprise that the Sigilium team has received several accolades for the quality of its support and customer assistance.

Are we accompanied by Sigilium?

Of course, yes, our clients are supported throughout the setup and use of the service. This is, in fact, one of the major differentiators of our service. And an aspect recognized in customer reviews.
It is not surprising that the Sigilium team has received several awards for the quality of its support and customer assistance.