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Use cases → Email operations

Synchronise company email signatures across all users

Set and maintain consistent signatures for all users using domain-wide delegation and the Gmail API.

Who it is forIT or operations teams responsible for enforcing consistent branding in email signatures.
APIsGmail API
Typical scopesgmail.settings.basic

The problem

Manual signature updates rely on user compliance and are never complete. Branding, legal disclaimers, or compliance text can drift or be omitted, especially as staff join or change roles.

How it works

  1. Prepare the standard signature template, including variables for personalisation (e.g., name, title, phone).
  2. Fetch user metadata from the directory to populate template fields.
  3. Authenticate as a service account with domain-wide delegation to each user.
  4. Use the Gmail API's 'users.settings.sendAs' endpoint to set the signature for the primary address.
  5. Schedule periodic synchronisation to catch new users and changes.

What changes

All users have the current, compliant signature, regardless of their device or client, and updates are rolled out centrally.

The trap in this one. The Gmail API's signature update is not atomic with respect to concurrent writes. If a user edits their signature between synchronisation runs, your update can be silently overwritten or, in rare cases, cause race conditions where neither the user's nor the system's signature is reliably set. There is no webhook or update timestamp, so you cannot detect or resolve these conflicts programmatically — the last write simply wins, undetected.

Watch it explained

“i.Signature for Google Workspace | A web-based tool to save time and reinforce your brand image” — i.Signature on YouTube. Third-party video, included because it covers this ground well. We are not affiliated with the channel.

Questions people ask

Does this affect signatures in mobile apps?

Yes, for Gmail mobile apps, but not for third-party IMAP clients or apps that store their own signature settings.

How often should signatures be synchronised?

Daily or weekly is typical. More frequent runs increase the chance of clobbering user edits.

Want this built?

This is a pattern we run in production. We will set up the delegation and build this on top of it — $500 per hour, most of it working the same day.

Talk to us Or read the setup guide

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