Improvements to employee data synchronization in gSignature
March 5, 2026
The changes focus on two things.
First, we have improved the accuracy of information retrieved from Google Workspace.
Second, we have given administrators more control by adding the ability to manually force data synchronization for individual employees from different sources.
Why data synchronization is critical for email signatures
If you use gSignature as your email signature manager or central signature management tool, your signature is not a static image.
It is a template that uses employee data, often through dynamic variables.
In practice, this means that any change in the user directory or HR system should automatically be reflected in the signature.
If this does not happen, typical problems arise:
The signature in a business email shows the old position.
The department is incorrect or empty.
Some of the team have up-to-date data, while others do not, even though they are all in the same organization.
And in companies that care about their image and compliance, this is not a minor issue. It is a risk.
That's why this update is especially important for organizations that build a consistent e-mail signature, use an HTML e-mail signature template, and expect the data to just work without manual corrections.
Improved data synchronization with Google Workspace
We have fixed an issue with the synchronization of organizational data with Google Workspace.
In some organizations, as a result of changes in the data structure on Google's side, information such as employee position or department was not updated correctly in gSignature.
This is the type of error that can be frustrating because it looks “random.”
One person has up-to-date data.
Another, despite a similar structure, has data from weeks ago.
And the admin sees that the synchronization “completed,” but the result is not as expected.
In this update, we did three key things.
The system has been updated to:
• correctly identify the main organizational record in Google Workspace
• use it as the primary data source
• ensure consistent and up-to-date information about positions and department affiliations across the organization
As a result, data is no longer dependent on structural nuances and is retrieved in a more predictable manner.
This translates directly into practice.
Thanks to this, professional email footers, e-mail signatures, and all HTML footer templates that use dynamic variables always reflect the current company structure, without the need for manual corrections.
If you use gSignature as a Google Workspace signature manager or Gmail signature management tool, this change simply strengthens the foundation of the entire implementation: the data is up to date, so the signatures are up to date.
Individual employee synchronization, greater control for administrators
The second important new feature is the ability to manually force data synchronization for a single employee.
Until now, in many scenarios, an administrator had to run a full synchronization of the entire organization or wait for a periodic refresh in order to “refresh” one person.
This was unnecessarily cumbersome, especially in companies with a large number of accounts.
From now on, an administrator can synchronize a selected person without running a full synchronization of the entire organization.
The new feature is available directly from the employee editing level and supports data from the following sources:
• Google Workspace
• Microsoft 365 / Exchange Online
• Calamari
This is also important for companies that operate in a hybrid manner, for example, with part of the team in Google Workspace and part in Microsoft 365, or that use additional HR systems.
In practice, this feature is most useful in situations you are familiar with:
A change in an employee's position or department, such as a promotion or transfer to a new team.
Correction of data on the HR side because someone had a typo in their role name or a missing field.
The need for an immediate signature update because an employee has just started sending emails to customers and the e-mail signature needs to look correct without waiting for global synchronization.
For administrators and sales managers, this is the difference between “we'll do it later” and “we've got it covered now.”
And for organizations that implement signatures centrally as Microsoft 365 email signature management or corporate email signature management, it simply means greater control over data quality in a key communication channel.
What these changes mean in practice for IT, HR, and sales teams
This is an update that doesn't scream “wow” at first glance because it's about synchronization.
But its effects can be seen in everyday work, especially as the company grows.
After the update:
The data used in the email signature generator is more accurate and predictable.
Administrators gain greater flexibility in managing employee data because they don't have to run full synchronizations for minor changes.
HR and IT teams save time because corrections can be quickly pushed through for one person without burdening the entire organization.
The automatic e-mail signature remains consistent with the current state of the organization, which is important for image, compliance, and simply order.
If you treat gSignature as a program for creating e-mail signatures and you want your business e-mail signature to always be up to date, these improvements make the biggest difference in the long run.
Because even the best HTML signature generator won't help if the input data is out of date.
And now the system is more resilient to both changes on the Google Workspace side and daily “micro-changes” in the team that previously required more operational effort.
How to approach signature updates after data changes
If you want to get the most out of these improvements, it's worth adopting a simple operating rule.
Bulk changes, such as department reorganizations, are still best done through standard organization synchronization.
Point changes, i.e., individual people, are better handled through individual employee synchronization.
This keeps your professional e-mail signature fresh and saves you from wasting time on processes that are too cumbersome for the scale of the change.
This is especially important in sales teams, where “a new Account Executive starts tomorrow” is not an exception, but the normal pace of work.
What does this update change in the everyday use of gSignature?
This update closes two very specific scenarios.
The first is consistent, correct organizational data from Google Workspace that goes into signatures without surprises.
The second is a quick response to point changes thanks to manual synchronization of a single employee with Google Workspace, Microsoft 365/Exchange Online, or Calamari.
In practice, this means fewer manual corrections, fewer “I have the wrong job title in my e-mail signature” requests, and a more predictable process for maintaining e-mail signatures over time.
And if your goal is a truly consistent professional e-mail signature across your entire company, these are exactly the kinds of changes that build the reliability that B2B expects.
Final question
In your organization, is the problem more often outdated job titles and departments in e-mail signatures, or the lack of a quick way to immediately refresh data for a single person?