Understanding Templates vs Signatures

Signkit uses a two-level system: Templates and Signatures. Understanding the difference is key to managing your organization's email signatures effectively.

Templates: The Design Blueprint

A template is a reusable design that defines:

Layout: How elements are arranged (horizontal, stacked, etc.)
Style: Colors, fonts, spacing, and visual design
Fields: What information to include (name, title, phone, etc.)
Assets: Logo, social icons, banner placeholders

Think of a template like a form with blank fields. It defines the structure, but not the specific values.

When to Create Templates

Create separate templates when you need:

Different layouts for different departments
Varying levels of information (executive vs. standard)
Different visual styles for subsidiaries or brands
Templates with/without campaign banners

Template Example

A "Sales Team" template might include:

Company logo
Name and title
Direct phone number
Email and calendar link
LinkedIn profile link
Current promotion banner

Signatures: The Individual Instance

A signature is created when you apply a template to a specific user. It fills in the template's fields with that person's actual information.

What a Signature Contains

User data: Name, title, contact info
Template reference: Which design to use
Customizations: Any user-specific overrides
Campaign: Active promotional banner (if any)

Signature Example

When you create a signature for "Jane Smith" using the Sales Team template:

Name field → "Jane Smith"
Title field → "Account Executive"
Phone field → "+1 (555) 123-4567"
Email field → "jane@company.com"
LinkedIn → "linkedin.com/in/janesmith"

How They Work Together

Template (Design)          →  Signature (Instance)
─────────────────          ─────────────────────
[Name Field]               →  "Jane Smith"
[Title Field]              →  "Account Executive"
[Phone Field]              →  "+1 (555) 123-4567"
[Logo]                     →  company-logo.png
[Campaign Banner]          →  Q1 Promotion

The Relationship

One template can generate many signatures
Each signature belongs to one template
Updating a template updates all connected signatures
User data changes only affect that user's signature

Practical Example

Your company has 50 employees across 3 departments:

Create 3 templates:

Standard Template (for most employees)
Executive Template (for leadership)
Support Template (with help desk info)

Create 50 signatures:

40 using Standard Template
5 using Executive Template
5 using Support Template

When you update the Standard Template:

All 40 signatures using it are updated automatically
Executive and Support signatures remain unchanged

Best Practices

Template Organization

Create templates based on role or function, not individuals
Use descriptive names: "Sales - With Banner" vs "Template 1"
Document what each template is for

Signature Management

Keep user information up to date
Review signatures when employees change roles
Remove signatures when employees leave

Making Changes

| What Changed | Update In | |--------------|-----------| | Logo redesign | Template | | Employee promoted | Signature | | New social link for everyone | Template | | Individual phone number | Signature | | Brand colors | Template |

Common Questions

Can one user have multiple signatures?

Yes. A user might have different signatures for different contexts (e.g., internal vs. external communication).

What happens if I delete a template?

Signatures using that template will need to be reassigned to a different template or deleted.

Can I customize individual signatures beyond the template?

Yes, signatures can have user-specific overrides for certain fields, but major design changes should be made at the template level.

Keep templates broad and signatures specific. This makes maintenance easier as your team grows.