Team Workspace: Adding Members, Roles & Centralized Signatures
Centralize your company's email branding. Learn how to invite team members, assign Admin/Member roles, and deploy standardized signatures across your organization.
Overview
When a scaling company lacks a centralized email signature system, employee signatures quickly degenerate into chaos: Sales reps create their own signatures with outdated logos and inconsistent colors. Employees link to defunct marketing campaigns or broken social handles. Required legal disclaimers and regulatory notices are omitted.
Sig Signature’s Team Workspace gives administrators complete governance over company email branding. You design and lock the master corporate template once; team members simply populate their name and direct phone number.
Step-by-Step Team Deployment
| Role | Permissions | Best For |
|---|---|---|
| Workspace Owner | Full billing control, seat purchasing, template creation, member management | Company Founder, Head of IT, CTO |
| Workspace Admin | Create and lock templates, invite/remove members, view usage analytics | Marketing Director, Office Manager |
| Team Member | Fill in personal contact info, preview, and export assigned signature | Sales reps, consultants, support agents |
Open Team Signatures Dashboard
- Ensure your account is upgraded to the Team Plan.
- Click Team Signatures in the left sidebar navigation (/teams).
- You will see your organization's centralized member roster and active seat count.
Create and Lock a Master Corporate Template
- Under the Company Templates section, click + Create Master Template.
- Select your foundation archetype (e.g. Executive Corporate).
- Upload your official company logo, set your organization's exact brand hex code (e.g. #01285D), and add verified social links.
- Input mandatory corporate legal disclaimers (e.g., confidentiality notices, GDPR statements).
- Lock Core Assets: Toggle Lock Brand Elements. This prevents team members from altering logos, fonts, colors, or disclaimers, while allowing them to edit their name, title, cell phone, and booking link.
Inviting Team Members
You can onboard team members using two methods:
- Method A (Email Invite): Click Invite Member, type the employee's work email address (e.g., alex@company.com), select their role, and click Send Invite.
- Method B (CSV Bulk Upload): For teams over 10 members, click Import CSV. Upload a spreadsheet containing columns: Name, Email, Title, Phone. Sig Signature will generate individual signatures automatically!
Role Permissions Structure
Distributing Signatures to Employees
Once an employee accepts their invite:
Member Dashboard Login
They log in and see their pre-configured, locked company signature.
Verify Profile Data
They verify their phone number and headshot.
Copy & Install Signature
They click Copy Visual Signature and paste it into their Gmail, Outlook, or Apple Mail client following the provided client guide.
Centralized Updates
When marketing updates a global banner or corporate disclaimer, all workspace signatures update centrally!
Offboarding Team Members
When an employee departs your organization:
Locate Team Member
Navigate to Team Signatures → Locate the employee in the member list.
Remove Member
Click the three dots (...) → Select Remove from Team.
Seat Reallocation
The allocated seat is instantly freed up for your next hire.
Revoke Access
The departed employee's access to the workspace template is immediately revoked.
Key Takeaways
- Team Workspaces eliminate brand fragmentation by locking logos, colors, and disclaimers.
- Onboard individuals via email invite or bulk-import entire departments via CSV.
- Seat licenses can be reassigned freely whenever team members change.