Set Up Email Signatures

Create and manage email signatures in JobsiteOn so every outgoing email includes your professional sign-off automatically.

Written by Noah BrooksUpdated over a month ago4 min readBeginner

What this guide covers

This guide explains how to create, edit, and manage email signatures in the JobsiteOn inbox. Signatures are appended automatically to every outgoing email, giving your messages a professional, consistent appearance.

By the end you will know how to:

Create a company-wide default signature
Set up per-user signatures for individual team members
Format signatures with text, links, and images
Choose when signatures are applied

Before you begin

You must have a configured company email address. See Set Up Your Company Email Address.
To edit the company-wide default signature, you need administrator or owner permissions.
Individual team members can create their own personal signatures regardless of role.

Company-wide vs. personal signatures

JobsiteOn supports two levels of email signatures:

Company-wide default -- Applied to all outgoing emails unless a team member has a personal signature set. Configured by an admin in workspace settings.
Personal signature -- Set by individual team members in their profile settings. Overrides the company-wide default when present.

Tip: Use the company-wide signature for consistent branding (company name, phone, address) and let individual team members add their name and title via personal signatures.

Step 1 -- Navigate to signature settings

For the company-wide signature

Go to Settings from the left sidebar, then select Inbox or Email Settings. Scroll to the Email Signature section.

For a personal signature

Click your profile avatar in the top-right corner and select Profile Settings. Scroll to the Email Signature section.

Screenshot: The Settings page showing the Email Signature section with a rich text editor for the company-wide signature

Step 2 -- Compose your signature

Use the rich text editor to build your signature. Common elements to include:

Your name and title (for personal signatures)
Company name
Phone number
Website URL -- use the link tool to make it clickable
Company address
License numbers if required in your trade

Here is an example of a well-structured signature:

Mike Johnson
Owner, Johnson Contracting
(555) 123-4567 | www.johnsoncontracting.com
123 Main Street, Springfield, IL 62701
License #12345

Adding an image or logo

Click the image icon in the signature editor toolbar to insert your company logo. Upload the image from your computer or paste an image URL. Keep logo images small -- under 200px wide -- to avoid oversized signatures.

Screenshot: A completed signature in the editor showing formatted text with a company logo, phone number, and clickable website link

Step 3 -- Save your signature

Click Save to apply the signature. From this point forward, every new email and reply you compose will include the signature automatically at the bottom of the message.

Step 4 -- Preview in the compose window

Open the compose window or start a reply to see your signature in action. The signature appears below the message body, separated by a horizontal line. You can edit the signature text inline for a specific email without changing your saved signature.

Tip: If you need to send an email without a signature, simply select and delete the signature text in the compose window before sending. This does not affect your saved signature.

Managing signatures across your team

As a workspace administrator, you can see which team members have personal signatures set and which are using the company default. Encourage team members to set up personal signatures that include their name and direct contact information.

Animation: A walkthrough showing an admin setting the company-wide signature, then a team member setting their personal signature in profile settings

Troubleshooting

My signature is not appearing on outgoing emails

Check that you have saved the signature in settings. If you have a blank personal signature, it may override the company default with nothing. Either fill in your personal signature or delete it entirely to fall back to the company default.

My logo image appears broken in the recipient's email

Some email clients block external images by default. Host your logo on a reliable URL and keep the file size small. Avoid using very large images in signatures.

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