Administrator Quickstart Guide

TeamSigs provides centralized email signature governance for your entire organization under a flat annual subscription ($149/year for unlimited employees).

This guide covers initial setup: defining your master layout, populating organization-wide branding, provisioning employee records, and dispatching one-click installation invites.

1. Set Up the Official Default Template

Every organization requires an Official Default template. All employees without an explicit template assignment automatically inherit this layout.

1. Navigate to Templates in the primary navigation sidebar (/templates).
2. Select an existing starter layout or click Create Template.
3. In the template editor, enter a recognizable name (e.g., Corporate Standard).
4. Check the Official Default toggle if this layout should apply across the entire company.
5. In the center canvas, construct or paste your table-based HTML markup.
6. Click Save Template.

Note: If your organization maintains only one template, TeamSigs automatically enforces it as the official default.

2. Configure Locked Corporate Values ({{var*}})

Corporate branding tokens use the asterisk convention ({{var*}}). These variables represent company-wide data (logos, disclaimer text, primary websites, corporate social links) and are stored directly inside the template record (templates.template_data).

1. Open your template in the editor (/editor?id={id}).
2. Inspect the left sidebar under the Template Values card (badged as Fixed in Layout).
3. The editor automatically parses all {{var*}} tokens found in your markup (e.g., {{company_name*}}, {{website*}}, {{img:company_logo*}}, {{disclaimer*}}).
4. Enter your organization's static values directly into the input fields:
   • Company Logo: For image tokens like {{img:company_logo*}}, the editor renders a dedicated Image Asset Control with a live thumbnail preview. Click "Choose from Media Library" to select an existing brand asset or drag-and-drop a new logo, or paste a direct https:// URL.
   • Website: Complete URL (e.g., https://example.com).
   • Brand Colors: Use the embedded color pickers generated by {{color:id:#hex}} tokens to align with corporate guidelines.
5. Click Save Template.

Governance Guarantee: Locked variables ({{var*}}) are excluded from employee creation forms and CSV files. Employees can never view, edit, or override these values.

3. Provision Team Members

TeamSigs generates employee signatures dynamically on the fly by combining your template with individual employee records. Provision your directory using either bulk CSV upload or manual creation.

Option A: Bulk Provisioning via Dynamic CSV (Recommended)

TeamSigs dynamically generates sample CSV files tailored to the exact variables present in your active templates.

1. Navigate to Team Management (/team).
2. Switch to the CSV Import tab.
3. Click Download Sample CSV. The generated file includes standard headers alongside all personal variables detected across your templates:

   email,name,template,job_title,phone,department
   [email protected],Alex Chen,,VP Eng,+1-555-0142,Eng
   [email protected],Sarah Connor,,Ops Lead,+1-555-0189,Ops

4. Fill in employee records:
   • email: Required. Corporate email address.
   • name: Required. Full employee name.
   • template: Optional. Leave blank or specify Official Default to use the fallback layout, or provide the exact name of a custom template.
   • Remaining columns map directly to template variables.
5. Drag and drop the completed file into the upload zone or click Select CSV File.
6. Click Upload & Process Members. The engine executes an atomic upsert: new records are created, and existing records matching (domain_id, email) update automatically.

Option B: Manual Member Creation

1. From /team, click Add Member in the top-right toolbar.
2. Enter the employee's Full Name and Corporate Email.
3. Select an assigned template (defaults to Official Default).
4. Fill in any dynamic fields extracted from the template (e.g., Phone, Job Title).
5. Click Save Member.

4. Dispatch Email Invites (6-Digit OTP)

TeamSigs uses 100% passwordless authentication. Employees access their signatures using disposable 6-digit email codes.

1. In /team, review the adoption tracker pills above the directory table:
   • Pending: Employees who have not yet received an invite email.
   • Invited: Employees sent an access code who have not yet copied their signature.
   • Copied: Employees who have successfully copied their signature to their email client.
2. Select target employees:
   • Single employee: Click the paper-plane icon (Send invite) in the row actions column.
   • Selected employees: Check the boxes next to target employees, then click Send Invite to Selected in the toolbar.
   • Entire organization: Click Invite All to dispatch onboarding emails to all pending/uninvited staff.
3. Employees receive a secure access link and an onboarding notification directing them to https://teamsigs.com/my-signature.