Signatures decay slowly
People copy a colleague's signature, everyone changes it a little, and a year later no two match.
Data goes stale
A new title, a new number or a moved office stays in the signature until someone remembers.
Campaigns can't be added
A banner for a trade fair or a new service should be in every signature overnight, not after asking each person.
One change, every signature
Pick a change and watch what happens to twelve signatures. Then switch to editing by hand, as most companies do today.
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Directory data, a template, delivery to the mailbox
1. Connect the directory
Read data from Microsoft Entra ID or Google Workspace. Nobody types data a second time.
2. Design the signature
Edit the template and set the rules in the web portal. The preview shows the result for any real person.
3. The signature arrives by itself
It is added to new messages and replies. Employees do nothing.
A portal where you manage everything
You edit signatures, rules and campaigns in a web portal. Every change has a preview for a chosen person, and every publish is a version you can return to.
All of the organisation's signatures in one place, with the live version and unpublished changes.
Pick a layout and set colours, logo and details with a few clicks — or edit visually or in code. Live preview for anyone in the directory.
Rules by priority, groups, departments and date ranges. The first match decides the signature.
Everything a group of companies needs for a consistent look
Data from the directory
Name, title, department, company, office and phones come from the directory. A change there shows in the signature.
Designer, visual editor or code
Start from a ready layout and adjust it with clicks, edit freely in the visual editor, or write HTML and Liquid. The preview shows the signature for anyone in the directory.
Organizations with inheritance
Arrange group, company and division as a tree. Logo, address and colour are inherited and changed only where they differ.
Rules
Decide who gets which signature: everyone, groups, people, company or department. A check shows the result for each person before you change anything.
Signatures with a start and an end
A rule can have a start and an end date. At the end it switches itself off, people get the next matching signature, and the audit log keeps a record.
Banner campaigns
Add a banner for chosen people and a chosen period. Statistics count insertions and clicks, with no tracking of recipients.
Versions and approvals
Editors prepare a draft, administrators publish. Every publication is a version you can inspect and return to.
Several editors, clear roles
View, edit, publish and owner. Roles apply to a whole organization or to a single signature, and editors send drafts for review.
Audit trail
Every change is recorded: who, when and what. The records stay available for review.
Signatures keep working
If the license expires, only changes in the portal are locked. Published signatures stay in use.
Move from Signature 365 or CodeTwo
Paste your existing signature: other tools' placeholders ({{City}}, {Title}, %%DisplayName%%) are converted, and the guide gives a switch-over order without double signatures.
Rollout overview
How many people get a signature, through the add-in or the agent, and who has not received it in the last 30 days. The logo is embedded so recipients see it right away, and a vCard is one link away.
The template is code, if you want it to be
Liquid adds conditions and loops, so the signature adapts to the person: whoever has no phone does not get that line.
The signature on every device where people write mail
SignetMail is not in the mail path. The signature is added in the client or in the mailbox settings, so mail does not flow through a third service.
| Channel | Where it works | Note |
|---|---|---|
| Outlook dodatek | New Outlook, Outlook on the web, Mac, iOS and Android | The signature is inserted when the message is composed. |
| Windows agent | Classic Outlook for Windows | Updates signatures in the domain, signs in with Kerberos. |
| Exchange rule | Apps without add-ins | A safety net for apps without add-ins, such as the built-in Mail app on iPhone. Exchange adds the signature as the mail leaves. |
| Gmail | Google Workspace | The signature is set directly in each user's settings. |
Standardise and control e-mail signatures in Google Workspace
If your company uses Gmail, SignetMail writes the signature straight into each user's settings. Nothing is installed on employees' computers.
No add-in and no installation
The server writes the signature into each user's Gmail settings. A change shows up within minutes.
Directory from Google Workspace
Users, groups and departments come from the Admin SDK. Rules and campaigns work the same as with Microsoft 365.
It cannot read mail
The delegated gmail.settings.basic permission only changes settings and does not allow reading messages. Admins sign in to the portal with a Google account of your domain.
One installation uses one directory: Google Workspace or Microsoft 365. Google Workspace guide
We host it, or you run it yourselves
Each company has its own installation. You choose where it runs.
On your side
You run the server in your own network or cloud, as a Docker container. The data stays with you, and the license key is checked offline, without contacting us.
Download the installerWe host it (on request)
We handle installation, updates and backups. Your administrator only connects the directory and designs the signature. The server is in Germany (EU). Cloud hosting is not automatic: write to us and we set up your account and connect you.
Ask about hostingFor your own installation we help with the setup, and the documentation is public. Installation guide
It does not read your mail and does not mix customers' data
No access to mail
The server stores signatures and directory data. It does not see or store message content.
Customer data is separated
Each company has its own data, directory and license, separated at database level. Or run your own installation if you prefer.
Sign-in with MFA
Administrators sign in to the portal with a Microsoft or Google account, so your multi-factor rules apply.
Roles and audit
Access is divided by role and by part of the organization. Every change is recorded.
Encrypted backups
Database copies are encrypted before they leave the server. Traffic uses HTTPS.
No tracking of recipients
Campaign statistics count banner insertions and clicks and collect no data about recipients.
Free during the beta
SignetMail is in public beta. You use it for free with every feature now. Prices for after the beta will be announced in advance, and pilot companies get better terms.
Beta
- Every feature, no time limit.
- You run the server yourself: Docker or a Windows installer.
- Documentation, guides and help on the forum.
After the beta
- On your own server: free for smaller companies.
- Larger companies and IT partners: an annual license.
- In the cloud (we host it, server in the EU): a monthly subscription.
- Prices are announced in advance; no surprises.
Pilot program
- We set it up, connect your directory and create the first signature together.
- Help moving from Signature 365, CodeTwo or Exclaimer.
- Templates and rules tailored to your company.
- Direct contact with the developer; bugs are fixed quickly.
- In return: your feedback.
Comparison with CodeTwo, Exclaimer and Signature 365
During the beta the license agreement (EULA) applies: up to 50 active users without a license key; pilot companies with more users get a free key for the beta. Signatures always work.
Behind SignetMail is an engineer, not a sales team
I am Aljaž Eferl, a systems engineer from Maribor, Slovenia. I work with Microsoft 365, Entra ID and Intune every day. I built SignetMail because signature licences are too expensive for smaller companies for something this simple. The product is free; if you like, I set it up for you myself.
Aljaž Eferlsystems engineer, Maribor
- Server setup on your side or in the cloud, and directory connection.
- Migration of signatures and rules from Signature 365, CodeTwo or Exclaimer, without double signatures.
- Rollout of the add-in and the agent through Intune or Group Policy.
- The first signature in your brand.
Setup at a price agreed in advance. Support in Slovenian and English.
We are looking for the first companies to try SignetMail
We connect your directory, prepare the first signature together and you try it on a few employees. You tell us what is missing and we add it.
- Free during the beta, every feature.
- We do the installation and setup together with you.
- An active user is a person who received a signature in the last 30 days.
- Feedback from pilot companies steers development.
- You run the server yourselves; we help with installation.
Ideas, questions and bugs, in the open
SignetMail is shaped by what its users need. Suggest an improvement, vote on other people's ideas or report a bug. Everything is public, so you can see what has been suggested and what is in progress.
Ideas and voting
Missing something? Suggest a feature or vote for existing ideas. The most supported ones come first.
SuggestQuestions
Installation, Entra, Exchange, Google Workspace. The answer helps you and everyone with the same question.
AskReport a bug
Something not working? Describe the steps and version. Bugs are fixed in the next release.
Report a bugWhat's new
The changes in every release. Watch the repository on GitHub to be notified of new releases.
ReleasesYou need a GitHub account to take part. Do not post confidential data; for security issues and confidential matters, e-mail info@signetmail.si.
Frequently asked questions
Is SignetMail ready to use?
SignetMail is in public beta. The portal, signature designer, rules, campaigns, the Outlook add-in on the computer, in the browser and on phones, the agent for classic Outlook and Gmail all work. We help pilot companies with the setup and fix bugs as we go.
Does it work with Microsoft 365 and Google Workspace at the same time?
One installation uses one directory: Entra ID or Google Workspace. A company that uses both needs two installations.
What happens when the license expires?
Published signatures keep working. Only changes in the portal are locked until you enter a new key.
Do employees have to install anything?
For Outlook with the add-in, the administrator deploys it centrally through Microsoft 365. Gmail needs no installation. Classic Outlook for Windows uses an agent.
Where is the data?
In your own installation, which we host or you run yourselves. User data is read from the directory and cached on the server. The server does not see mail content.
How do I set up one consistent e-mail signature for everyone in Microsoft 365?
Connect the directory (Entra ID), design the template and rules in the portal, and let the administrator deploy the add-in centrally through Microsoft 365. The signature is then inserted into new messages and replies by itself, with data read from the directory.
Is SignetMail an alternative to Exclaimer, CodeTwo or Signature 365?
It solves the same task: consistent signatures from the directory for the whole company. With SignetMail the signature is added in the client or in the mailbox settings and the server is not in the mail path. You can run it on your own side, and published signatures keep working after the license expires.
How do I set up one consistent e-mail signature for all users in Google Workspace?
You connect Google Workspace (a service account with delegated access), design the template and rules in the portal, and the server writes the signature into each user's Gmail. Users install nothing, data is read from the directory, and changes show up within minutes.
Can SignetMail read Gmail messages?
No. For Gmail the server needs only the permission to change settings (gmail.settings.basic) and to read the directory. It does not see message content.
Is there documentation?
Yes. Detailed documentation with installation and setup steps is at app.signetmail.si/docs/.