Department-Based Signatures

Assign different signature templates to different departments.

Why Department-Based Signatures?

Different teams have different needs:

Sales - Include meeting links, promotional banners
Support - Include ticket links, help resources
Legal - Include compliance disclaimers
Marketing - Include social links, campaign banners

Setting Up Departments

Step 1: Define Departments

Go to Settings → Departments
Click Add Department
Enter department name
Optionally add a description
Save

Step 2: Assign Users to Departments

Option A: Manual Assignment

Go to Team
Select a user
Set their Department field
Save

Option B: Sync from Email Provider

Departments sync automatically from Google Workspace OUs
Or from Microsoft 365 groups/departments

Step 3: Create Department Templates

Go to Templates
Create a template for each department
Customize content for that team's needs

Step 4: Assign Templates to Departments

Go to Templates → Select a template
Click Assignments
Select By Department
Choose the department(s)
Click Save Assignments

Example Setup

| Department | Template | Special Features | |------------|----------|------------------| | Sales | Sales Pro | Calendly link, promo banner | | Support | Support Team | Help desk link, hours | | Engineering | Tech Team | GitHub link, minimal design | | Executive | Leadership | Professional, no banner |

Deployment

When you deploy:

Each user gets the template assigned to their department
Users without a department get the default template
Individual assignments override department assignments

Managing Changes

When an employee changes departments:

Update their department in Team
Redeploy signatures
They automatically get the new department's template

Best Practices

Keep department names consistent with your HR system
Create a "Default" template for users without departments
Review department assignments quarterly
Document which templates are assigned to which departments