Automate Signatures from Onboarding to Offboarding

Start by connecting your Google Workspace or Microsoft Entra ID directory from Settings, then Sync & Automations. From there, configure your new-hire defaults (initial status, default group, invite email, Auto Inject), turn on daily sync, and, if your plan includes it, build server-side signature rules to assign signatures by condition.

Yes. IT completes a one-time directory connection and, on eligible plans, sets up server-side signature rules; from that point, marketing manages groups, templates, and default assignments without filing new tickets for every hire, move, or departure. Directory sync settings are not available on WiseStamp’s Basic or Pro+ plans, and server-side signature rules require a Platform or Enterprise plan.

Yes. WiseStamp automates signature sync and deployment for both platforms:

• Google Workspace, with directory sync and Auto Inject to Gmail
• Microsoft 365 and Microsoft Entra ID, with directory sync and Microsoft Security Group synchronization on Enterprise plans
• Microsoft Exchange and Exchange Online, through server-side deployment

All three route email through WiseStamp’s server-side host, so signatures apply consistently regardless of which platform an employee sends from.

Connecting your directory takes minutes, since WiseStamp authorizes with Google Workspace or Microsoft Entra ID directly. Configuring new-hire defaults and signature rules is a one-time setup in Sync & Automations, and once daily sync is turned on, new hires, moves, and departures are handled automatically going forward.

Yes. WiseStamp holds SOC 2, ISO 27001, GDPR, and HIPAA-aligned certifications and standards. Directory sync only reads the employee fields needed for signatures, such as name, title, phone, and department, and Microsoft Security Group synchronization requires an explicit, IT-granted permission scoped to group membership.

A new employee’s signature can activate automatically the moment they appear in your synced directory. WiseStamp can also assign them to a default group, send them an automatic invite email to review their details, and, for Google Workspace, inject the signature directly into Gmail on activation, all without manual setup per hire.

WiseStamp automatically deletes an employee’s information from the platform once they are removed from a connected directory such as Google Workspace or Microsoft Entra ID. Administrators can also archive an employee manually to deactivate their signature without deleting their data or consuming a subscription seat; archived employees don’t count against your seat total.

Yes. WiseStamp’s server-side signature rules assign signatures automatically based on:

• Sender (all employees, specific groups, or specific individuals)
• Email type (new message or reply)
• Recipient (internal, external, or a mix)

Each rule carries a priority, so when more than one rule applies to the same email, WiseStamp uses the rule with the higher priority. This feature is available on WiseStamp’s Platform and Enterprise plans.

Yes. WiseStamp lets you choose “Sync specific” instead of syncing your entire directory, then select the departments, organizational units, or cost centers you want imported. Employees outside the selected groups are excluded from sync, and WiseStamp prompts you before removing anyone already in the system who falls outside your new selection.

Yes. WiseStamp routes email sent from connected CRM platforms, including Salesforce, HubSpot, Marketo, Salesloft, Pipedrive, and NetSuite, through the same server-side signature path used for regular email. The message passes from the CRM to your organization’s email server, then to WiseStamp’s server-side host for signature injection, then on to the recipient, with no manual tagging per CRM message.

Yes. WiseStamp supports directory sync at scale, Groups for organizing employees by department or location, and, on Enterprise plans, Microsoft Security Group synchronization to scope automation to a specific named group of employees. 

Yes, with some features tiered by plan. Directory sync and new-hire automation are available above WiseStamp’s entry tier, while server-side signature rules require a Platform or Enterprise plan and Microsoft Security Group synchronization is Enterprise-only. Small teams still get automatic new-hire provisioning and offboarding without the more advanced rule-based or security-group features.

WiseStamp is built specifically to remove manual signature administration, tying directory sync, new-hire provisioning, offboarding, and conditional signature rules into one automated system rather than a manual per-employee process.

Manually managing signatures means every hire, promotion, department change, and departure requires someone to update a signature by hand, typically through a support ticket. Native Outlook and Gmail signature settings have no directory sync, no automatic provisioning, and no conditional rules, so consistency depends entirely on individual employees remembering to update their own signature. WiseStamp replaces that manual process with directory-driven automation that runs without repeated intervention.

Yes. Because WiseStamp applies signatures server-side, after the email is sent rather than on the device itself, automated signatures appear consistently on mobile apps, webmail, and desktop clients alike, with no separate mobile configuration required.

Yes. Synced fields such as name, title, phone, and department populate automatically from the directory, and administrators can override the default mapping with custom field mapping when directory data doesn’t match WiseStamp’s pattern. Employees who receive an automatic invite email on activation can review and personalize their own signature details unless the administrator restricts editing.