New onboarding in gSignature, a faster start, social media, and smart data suggestions

The new process was designed with the initial rollout of email signatures in mind, so that setup is intuitive, visually consistent, and can be completed in just a few minutes—without unnecessary decisions or confusing settings.

If your goal is to quickly roll out a professional e-mail signature across your entire organization, onboarding is where everything either starts working or starts falling apart.

That’s exactly why this update is so important.

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New social media tab in onboarding

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One of the key elements of the new onboarding process is a dedicated social media selection tab.

An administrator or new user can now choose from over 20 social media platforms to appear in their email signature.

This is important because social media in a signature isn’t just for show.

It’s a channel for building credibility.

For sales, it might be LinkedIn.

For employer branding, it might be Instagram.

For product and community teams, it could be X.

And for niche industries, it could be industry-specific platforms that weren’t easily accessible “off the shelf” until now.

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What we’ve changed in practice

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We wanted the social media selection process to be simple and fast, without clicking through multiple screens or guessing where to set things.

That’s why:

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• social media selection takes place on a single, clear screen

• both popular platforms (LinkedIn, X, Facebook) and niche or industry-specific ones are available

• every change is immediately visible in the real-time signature preview

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The result is very practical.

A consistent e-mail signature is created as early as the onboarding stage, in line with the brand’s visual identity and communication style.

And importantly, the user doesn’t need technical knowledge or have to worry about whether the icons will align correctly in Outlook, Gmail, or on a phone.

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Automatic generation of contact icons

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The second major improvement is the intelligent generation of contact icons.

In many companies, the signature looks amateurish not because of poor color choices, but because the contact elements are inconsistent or arranged “manually.”

One person enters the phone number as text.

Another uses an icon.

A third person includes a link to a website without formatting.

And a fourth person has everything on a single line, which looks like a wall of text on a phone.

The new onboarding process solves this problem right from the start.

Based on the data entered, the system automatically adds the appropriate elements to the signature, such as:

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• phone icon

• email address icon

• website icon

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This is important because the signature starts looking consistent “by default,” rather than only after manual tweaking in the editor.

And if your goal is an email signature generator for the entire organization, automating these small details makes a huge difference at scale.

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Full support for international phone numbers

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Companies operating globally will particularly appreciate this improvement.

We’ve introduced full support for international phone numbers:

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• ability to select a country

• automatic addition of the country code

• correct number format in the signature

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Thanks to this, a professional email signature is immediately ready for teams working in different countries, without manual corrections and without the risk that the number will look unprofessional or be difficult to click on a phone.

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Better user data collection from the start

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There’s one thing in email signatures that stands out immediately.

It’s the first and last name.

And often, right after that, you notice the absence of a photo—which builds trust in many roles (sales, advisory, HR, consulting).

That’s why the new onboarding streamlines the collection of basic user data right at the registration stage.

The process has been simplified and organized so that, without any extra steps, you can obtain:

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• first name

• last name

• profile photo

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This ensures that the email signature generator has all the necessary data from the very beginning to create a personalized signature.

The user doesn’t have to come back later to correct, add missing elements, or ask the administrator to “add a photo.”

Fewer corrections mean less friction.

And less friction means faster implementation within the company.

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Simplified interface and consistent branding

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During onboarding, there’s always a temptation to show everything at once.

But the more options you offer at the start, the greater the risk of errors and the higher the chance that someone will “get stuck” on a decision they shouldn’t have to make.

In this update, we focused on making the process lighter and more controlled.

That’s why:

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• we’ve hidden additional banner sections that aren’t essential at this stage

• we’ve implemented a fixed disclaimer integration, ensuring legal and visual consistency from the very first signature

• we’ve reduced the number of decisions the user must make during the initial setup

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The result is a cleaner interface, a lower risk of errors, and a faster transition from registration to a working automated e-mail signature.

This is exactly the kind of improvement that administrators appreciate.

Because if onboarding guides the user step by step, fewer people ask “how do I set up an e-mail signature” and fewer people do it on their own, which then requires cleanup.

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What does this onboarding mean in practice

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Onboarding is best evaluated based on a single criterion.

How quickly can you go from “I created an account” to “my company has consistent e-mail signatures”?

The new process answers this directly.

Thanks to it:

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The first HTML e-mail signature template is created faster and in a more controlled manner.

The signature is immediately consistent with the company’s branding.

Contact information and social media links are complete and correctly formatted.

Users don’t need to know how to create an e-mail signature, because the system guides them step by step.

This is another step toward making gSignature the most intuitive e-mail signature creation tool, regardless of whether the company uses Gmail, Outlook, Google Workspace, or Microsoft 365.

And importantly, this onboarding helps not only to “get started.”

It helps you start off right.

Because when it comes to email signatures, there’s nothing worse than a quick implementation that creates a mess from day one.

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A smooth start: what to do after completing onboarding

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If you’re implementing signatures in your company, onboarding is just the beginning.

After the launch, it’s worth doing three quick things to wrap things up at the organizational level.

First, check the signature in two environments: desktop and mobile.

Then, make sure social media links comply with company policy, because not every department should have the same links.

Finally, refine signature variations if the company needs different versions for roles, such as sales, support, and HR.

These are simple steps, but they determine whether the implementation will last “for years” or “need improvement after a week.”

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A faster start and a more professional result from the very first email

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The greatest value of this update is shortening the path from start to result, without losing control.

The new onboarding guides the user through key elements, automates the selection of contact icons, organizes social media, and collects the data needed for a consistent signature.

As a result, the company gets a professional email signature faster, and the administrator has fewer support requests, fewer corrections, and less chaos in the settings.

And users can simply send emails, confident that their e-mail signature looks like part of the brand, not a random add-on.

Finally, a question: what is the bigger challenge in your organization today—quickly implementing e-mail signatures for new hires or maintaining data consistency and up-to-date information across the entire team?

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