For many companies, a consistent email signature is part of a professional image, but in practice it is often tedious to implement. Signatures frequently have to be created centrally and then distributed to every employee, who in turn has to set them up in their own email program. If anything changes, such as a phone number or the logo, the effort starts all over again. Especially with frequent changes in the team or frequent updates to contact details, this effort adds up noticeably. 1Tool solves this by letting every employee manage their email signature directly in the system themselves, individually and independently of their colleagues. Maintaining your own signature thus becomes part of your usual work in the CRM rather than an extra task outside it.
Individual signatures per employee
In 1Tool, every employee can create, edit and, if necessary, delete their own email signature. The signature is stored individually per employee, so it can be maintained independently of their colleagues’ signatures. This means that if an employee changes their own extension or job title, it does not affect anyone else’s signature in the company, and nobody has to step in centrally for the change to take effect. For companies with several employees who all send emails on behalf of the company, this creates a solution in which everyone is responsible for their own details, without needing to coordinate with a central office. This personal responsibility also takes pressure off central functions such as IT or office management, which would otherwise be responsible for every small change to an individual signature. Instead, each employee makes sure that their own details are up to date.
Editing in the rich text editor
A rich text editor is available for editing the signature. Employees can use it to format their signature directly, without needing any technical knowledge, such as how to work with HTML. This lowers the barrier to creating or adjusting a signature in the first place, because editing works much like in an ordinary word processor. Once created, the signature can be reopened and changed at any time, for example when contact details change or a new line is to be added. Since editing takes place directly in 1Tool, it is also ensured that the signature is maintained in the same place where the rest of the employee’s email correspondence happens, rather than in a separate tool. In addition to plain text, basic formatting such as emphasis or paragraphs can be added without any knowledge of editing HTML code. Anyone already familiar with common word processors will quickly find their way around editing the signature.
A consistent image without central distribution effort
Because every employee maintains their own signature, the classic central distribution process is no longer needed, in which a signature template is sent to all employees and each one has to set it up individually in their own email program. A consistent appearance can still be achieved, because every employee communicates with a signature that is comparable in its basic structure but individually attributable, for example with their own name and extension. To the outside world, the company presents a unified image without every signature having to be centrally prescribed down to the last detail. For companies, this means less coordination effort when introducing or updating signatures, because not every change has to be organised centrally and passed on to every single email program in the company. Instead, maintenance lies where the respective details are actually correct: with the employees themselves. For new employees, this also means an easy start: they can create their own signature directly during onboarding in the familiar system, without needing separate instructions for whichever email program they use. In this way, the current state of all signatures is automatically kept where employees work every day anyway.
Frequently asked questions
Can every employee edit their own signature?
Yes, every employee can create, edit and delete their own signature using a rich text editor.
Do I have to set up the signature separately in every email program?
No, the signature is stored and managed directly in 1Tool per employee.
Does changing one signature also affect other employees’ signatures?
No, each signature is stored individually and independently of colleagues’ signatures.
How much coordination effort does maintaining email signatures currently cause in your company?