Integrating gSignature with Calamari: automatically updated email signatures across your entire organization
October 1, 2025
But first, what is Calamari? Calamari is an HR platform designed for high-performance teams that automates leave management, working time, and employee documentation. It replaces spreadsheets with simple tools for tracking absences, attendance, and a central HR database. Key features include: a shared vacation calendar, flexible policies, approval processes, timesheets, work time tracking, and integrations with Slack, Microsoft, Google Workspace, and more. It supports international teams in 5 languages (English, Polish, French, Spanish, German), with onboarding in 5 days and a 14-day free trial. It serves over 130,000 employees from 106 countries, with an emphasis on security, labor law compliance, and fast support.
How integration works in a nutshell: after a one-time configuration, gSignature retrieves data from Calamari and maps it to the variables used in your signature templates. The result? A consistent email signature for the entire team, less tedious operational work, and full compliance with the brand book – on every device and in every email client.
Integration with Calamari – what does it offer on a daily basis?
Automation of employee data updates in signatures – new hires, promotions, or number changes are automatically reflected.
Consistency of image and contact details – one standard for everyone, without “old” roles and numbers in circulation.
Time savings in HR/IT – no more manually asking employees for modifications and checking every single e-mail signature.
Better order in templates – variables in email signatures are automatically filled in with data from Calamari.
Email signature in the context of HR integration
In 2025, an email signature is not just a name, surname, and position. It is a mini-communication format that combines visual identification, contact details, legal clauses, and – increasingly – campaign elements (CTA, banner). The integration of gSignature with Calamari adds a layer of automation to this: you feed the content in your templates with data from HR, so the signature lives alongside the organization.
How to start the integration: configuration on the Calamari side
- Access the Calamari API
- • Log in to your Calamari account and go to API configuration: https://app-new.calamari.io/clockin/configuration/api
- • Add a new API key, name it (e.g., gsignature), select the full data range, and generate the key.
- • Copy the access data: API Key and Tenant (lease name).
- Prepare the data to paste into gSignature
- • Make sure you have the following at hand: Calamari API Key and Calamari Tenant.
- • Verify that the employee has filled in the key fields in Calamari (first name, last name, email, department, position, supervisor, phone numbers).
Configuration in gSignature – step by step
- Open gSignature and go to Settings → Integrations → Calamari Integration.
- Click “Go to Calamari” (this will open the configuration panel) and enter your access data in the ‘Configuration’ section:
- • Calamari API Key – paste the copied key,
- • Calamari Tenant – enter the name of the tenant (e.g., “your-company”).
- Save the configuration and wait for the data to be verified.
Synchronization: first data download and statuses
• Click “Synchronize with Calamari” to download the data of all active employees. Depending on the size of your organization, the process may take several minutes.
• Once complete, you will see the date of the last synchronization in the integration section – this is your reference point for whether the data is up to date.
• Once you have verified the correctness of the downloaded information, you can use the “Overwrite data from Calamari” action – this is an operation that updates employee profiles in gSignature with data from Calamari and requires confirmation.
Note: the overwrite action replaces existing employee data with values from Calamari. This is a powerful feature, but use it wisely – preferably after reviewing the synchronized fields.
What data is synchronized – field mapping
Basic information
• firstName → givenName (First name)
• lastName → familyName (Last name)
• email → email (Email address, primary key)
• firstName + lastName → fullName (Full name)
And data about planned absence (Out of office) start and end of planned absence
- email of the person replacing during absence
Dynamic variables for signatures
• position.name → jobTitle (Position)
• teams[].name → userDepartment (Departments – team/teams)
• directManager.firstName + lastName → userManager (First and last name of supervisor)
• businessContact.phone → phoneNumber (Business phone)
• personalContact.phone → mobileNumber (Personal phone number)
This allows you to use variables in your templates, and the email signature will automatically insert the correct values at the time of publication. Are you changing the title of a role or supervisor in Calamari? After synchronization, the update will be applied to the signatures of the entire organization.
What about absences?
One of Calamari's most popular features is managing employee availability calendars, including absences from work. If an employee reports an absence, e.g., plans a vacation and reports it as “Out of office,” this is also information that companies display in their e-mail signatures so that, for example, the recipient of the email can see two weeks in advance that the employee will not be at work. Thanks to the gSignature integration, this information appears automatically. All you need to do is activate the option in the settings and use the variable ${userPlannedAbsence}.
In the e-mail signature, it will look like this, for example:
Practical example of mapping
Data in Calamari:
• First name: Jan, Last name: Kowalski, Email: jan.kowalski@firma.pl
• Position: Senior Developer, Team: IT
• Supervisor: Anna Nowak
• Work phone: +48 123 456 789, Private phone: +48 987 654 321
Data in gSignature after synchronization:
• givenName: John, familyName: Smith, email: jan.kowalski@firma.pl
• fullName: John Smith, jobTitle: Senior Developer, userDepartment: IT
• userManager: Anna Nowak, phoneNumber: +48 123 456 789, mobileNumber: +48 987 654 321
A profile prepared in this way will fill in the dynamic fields in your templates and give a consistent, up-to-date email signature to each employee – without having to fiddle with the code.
Common problems – quick solutions
• “Calamari API key and tenant are required” – check that both fields in the gSignature configuration are filled in.
• “Failed to save configuration” – verify the correctness of the API Key and Tenant.
• “No Calamari data found. Please sync first” – perform synchronization before overwriting data.
• “Error during sync” – check your internet connection and API permissions in Calamari, then repeat the process.
Operational tip: After the first synchronization, review a few employee profiles and their signatures in the preview view before using “Overwrite data from Calamari” for the entire organization.
Security and privacy – how we protect data
• The API Key is encrypted and stored securely.
• Synchronization applies only to your organization's domain in gSignature.
• Employees who are archived/inactive in Calamari are not synchronized.
• The overwrite operation requires confirmation – this prevents you from making changes accidentally.
Limitations to keep in mind
• Synchronization only includes active employees.
• The connection is one-way: Calamari → gSignature (HR data feeds signatures, not the other way around).
• This is not a “real-time” synchronization – you perform updates periodically (according to your needs or operational schedule).
How to get started? A quick 5-step implementation plan
- Configure the API in Calamari and copy: API Key and Tenant.
- In gSignature, enter your credentials in Integrations → Calamari Integration and save the configuration.
- Run the first synchronization, check the status and a few test records.
- Review the signature preview, then use “Overwrite data from Calamari” to update profiles across your organization.
- Use variables (e.g., jobTitle, userDepartment, phoneNumber) in templates so that data goes directly into signatures.
Additional tips for marketing, HR, and IT teams
Marketing: With automatically updated data, you can focus on layouts, CTAs, and banners instead of correcting job titles.
HR: Onboarding speeds up—new employees get the correct signature “automatically,” and role changes propagate themselves.
IT: Fewer tickets and manual interventions—one synchronization process serves the entire organization.
Fewer manual tasks, more up-to-date footers — what will you implement today?
The gSignature × Calamari integration “closes the loop” on HR data in email signatures: after a one-time configuration, employee profiles update automatically, and email signature remains consistent and brand-compliant without asking anyone for manual corrections. You get fewer IT tickets, faster onboarding, and full control over variables in email signatures — from job title to phone number.
Ready to take the next step? Launch a pilot: synchronize 10 accounts, check the field mapping, and enable “Overwrite data from Calamari” for this group. You'll see how quickly the scale effect works.
Which department will you start your first pilot with: HR, sales, or support?