What are Variables?
Variables are dynamic information fields that automatically pull data from employee or company profiles. Unlike Free text, which remains the same for every user, Variables change based on who is sending the email.
Employee Variables: These fields insert individual data like names, job titles, pronouns, and personal mobile numbers into the email signature you design.
Company Variables: These fields manage organization-wide data such as the company website, headquarters address, and social media links.
Dynamic population: When an employee sends an email, the Studio replaces the Variables with that specific user's information.
Missing data handling: If a specific Variable is empty for an employee, the Studio automatically hides that field to prevent empty spaces or broken links.
What is the difference between Template Variables and selecting an employee?
The From field at the top of the email preview controls what the Studio Canvas shows and what happens when you click a field. It has two modes.
Template Variables: The canvas shows the fields as placeholders for the employee variables, not real data. This is the mode for building the template itself. When you click a field, you can change its Value taken from and Field value to control where that field pulls its data from.
An employee (for example, the employee's name): The canvas shows how the signature actually looks with that employee's information filled in. When you click a field, the Studio opens that specific employee's profile so you can add or edit the data. If the field pulls from the company instead, it opens the company profile.
In short, use Template Variables to set up where each field pulls from, and select an employee to preview the real result and edit that employee's or the company's actual data.
If a field's editing options seem to be missing, check the From field first. A field's own settings, such as its label, Value taken from, and Field value, appear only in Template Variables mode. When an employee is selected instead, clicking a field opens that employee's profile, so the field's settings never open and the options look like they are not there.
The Studio remembers the last mode you used in the From field and opens there next time. It remembers the mode only (Template Variables or an employee), not a specific employee. Because this preference is saved in your browser, it applies to your other signatures on the same computer, and it can differ on another computer or browser or for a colleague. If a signature opens in a mode you did not expect, just switch the From field back.
What changes affect only this signature, and what changes affect everyone
Some changes you make in the Studio apply only to the signature you have open. Other changes are saved to your account data and affect every signature that pulls that value, including signatures your employees are already using.
Changes that affect only the signature you have open:
Design, layout, colors, fonts, and spacing.
Which fields appear in the signature, and the order they appear in.
Any field set to Free text, because that value is stored on the signature itself.
Changes that affect every signature that uses that value:
Editing the Company profile, such as the company name, logo, website, address, or social links.
Editing an employee's details on the Employees page or in the employee profile popup.
Changing the content of a Company Variable or an Employee Variable.
Creating a new signature never changes your existing signatures on its own. What can change them is editing company or employee data while you build the new one, because that data is shared across your whole account.
This matters most when you have an employee selected in the From field. In that mode, clicking a field opens the employee profile or the company profile, so a value you type there is saved to your account data rather than to the signature you are building.
To change a value for one signature only, click the From field, select Template Variables, click the field, set Value taken from to Free text, and type the value into the Field value box. To keep using a variable but with a different value, add a new variable instead of editing an existing one.
How do I switch where a field pulls its value from?
To change the data source for a field (for example, to pull from Company instead of Employee, or to use Free text), use the Template Variables mode in the From field at the top of the email preview.
Click the From field at the top of the email preview.
Select Template Variables.
Click the relevant field.
Change the Value taken from setting by clicking on the dropdown arrow:
Select from where you'd like the data to come from:
Employee: pull each person's own data, such as their calendar link, phone, or photo. Each employee's signature shows their own value.
Company: pull shared organization data, such as the company website, address, or social links. The same value shows for everyone.
Free text: use a fixed value that is the same for everyone. Type the value directly into the Field value box.
Click on the dropdown arrow of the Field value setting:
Select which field value you'd like for the attribute:
You've now changed the attribute and field value:
If an employee's field value is empty, that element is hidden for them, so it never shows a broken or blank link.
To edit the actual value of a field (rather than switch its source), select an employee in the From field instead of Template Variables. Fields that pull from a profile then show an edit icon that opens the employee or company profile, empty fields show an add icon, and free text fields can be edited inline. Remember that a value saved to a profile is shared by every signature that uses it. See Design Your Signature with the Studio.
How do I add and manage Company and Employee Variables from the Studio?
When you select an employee in the From field (rather than Template Variables), you can jump straight from a field to the profile that holds its data.
From a field: A field that pulls from the employee or company profile shows an edit icon. Click it to open that specific employee's profile popup or the company profile. If a field has no value yet, it shows an add icon that opens the same profile so you can add the data.
From an image element: For an image element, click the note at the bottom of its settings. The note takes you to the employee profile or the company profile, depending on where the image pulls from.
You can also access Company profile and Employee data (general Employee variables, not a specific employee profile) under the Details icon in the left panel.
The Company profile and Employee data are shared across your account. A change you save there appears in every signature that uses that variable, including signatures already in use. If you only want the new signature to look different, use Free text or add a new variable instead of editing an existing one.
How do I add and manage Company Variables?
Users can define Company Variables to standardize branding assets and social links across all signatures.
Click Settings in the main navigation panel.
Click Organization.
Click Edit company profile.
Choose Basic information, Social links, or Brand kit.
You can edit existing variables directly using the text or image fields. To add a new variable, click Add variable in the top-right corner of the relevant section.
For Brand kit:
Find the relevant section (Brand colors, Logos, etc.)
Click the plus icon at the bottom of the relevant section.
Upload your logo or banner, or choose another brand color or font (image should be at least 100X100px).
Click Save.
Select the Variable type, such as plain text, URL, or image.
Enter the Variable name and content, then click Save.
You can now use these updated or newly added variables when creating email signatures in the Studio.
How do I add and manage Employee Variables?
Employee Variables allow the Studio to pull personalized data from your directory or manual entries.
Click Settings in the main navigation panel.
Select Employee data.
Click Add variable in the top right corner.
Enter the Variable name and select the Variable type (text, phone number, or image).
Choose a Data source by selecting Directory for automated syncing or Manual for custom entries.
Click Save.
You can now use these updated or newly added variables when creating email signatures in the Studio.
How do I use Variables for images in the Studio?
You can automate logos and profile photos within the Studio so that each employee's unique image appears in their signature.
Click the Images icon in the left panel.
Click the Upload photo or logo rectangle in the left panel.
In the left panel settings, locate the Value taken from dropdown.
Select Company for the logo to ensure the primary brand asset is used company-wide.
Select Employee for the profile photo so the Studio Canvas pulls the specific photo assigned to the employee.
Use the Field value dropdown to select the exact image variable required for that element.
Select Custom to manually upload a photo or logo that will remain the same for everyone using this particular signature. If you select Custom, the Field value dropdown will not appear.
To edit the image at its source, click the note at the bottom of the image settings. The note takes you to the employee profile or the company profile, depending on where the image pulls from. Because those profiles are shared, replacing a logo there changes it in every signature that uses it.
How do I use Variables for social icons and apps in the Studio?
Variables can also be used to personalize social media icons and interactive elements like buttons or banners. First, click the From field at the top of the email preview and select Template Variables.
Social links: Click the Social icon in the left panel, select a platform like LinkedIn, and set the Value taken from to Employee, Company, or Free text.
Apps: When adding Apps such as Styled signoffs or banners, you can set the Value taken from to Employee, Company, or Free text. This allows the information to pull from a variable, such as a personal booking link.
How do I use Variables for link URLs?
The Studio allows you to connect clickable elements to dynamic data sources. This ensures that a single signature design can link to different personal pages, such as individual booking links or social profiles, depending on the sender.
First, click the From field at the top of the email preview and select Template Variables.
Select a clickable element on the Studio Canvas, such as a Button, Social Icon, or Image.
Navigate to the Content tab in the left panel of the Studio.
Locate the Link URL section.
Click the dropdown menu to select the desired Variable source.
Choose an Employee Variable to link to personal data like a LinkedIn link or a Meeting link.
Choose a Company Variable to link to organization-wide pages like the Company website or Facebook page.
Verify the link by using the Preview function in the top right corner of the Studio and then clicking the link.
How do I manually enter a link URL?
If you want to manually enter a link URL instead of using a variable , you should select Free text where you see Value taken from.
First, click the From field at the top of the email preview and select Template Variables.
Click the element on the Studio Canvas.
Select Free text in the Value taken from dropdown.
Type the full destination address (e.g., https://www.wisestamp.com) directly into the Field value box.
Always include https:// in a website address. It points the link to the secure version of the site and helps keep your emails out of spam filters. For more on this, see Preventing Your WiseStamp Emails from Being Filtered as Spam.
Free text displays exactly what you type. If you type https://www.example.com as free text, the signature shows the full address including https://.
How do I create a signature just for me and not my employees?
Option 1: Use your own employee details with variables
Keep the variables enabled in your signature.
If your information is correctly saved in the Employees page, the variables will automatically populate with your details.
Option 2: Create a personal signature without variables
First, click the From field at the top of the email preview and select Template Variables. Click each field, set Value taken from to Free text, and enter your personal information in the Field value box.
This allows you to fully customize your signature for yourself without relying on employee data.
How do I add credentials or designations after an employee's name?
Credentials such as CFP®, MD, PhD, or MBA are not a standard employee field in WiseStamp. To show credentials after an employee's name, create a custom Employee Variable for the credentials and add it to your signature as its own personal details field. Each person's credentials then come from their own employee record, so a single signature template works for your whole team. Adding credentials this way also keeps them out of the Employee Name variable, which is used in other places.
Step 1: Create the credentials variable
Click Settings in the main navigation panel.
Select Employee data.
Click Add variable in the top right corner.
Enter a Variable name such as Credentials, and select the text Variable type.
Choose a Data source. Select Manual to enter each person's credentials yourself, or Directory to sync them from your connected directory.
Click Save.
Step 2: Add the credentials field to your signature
Open your signature in the Studio.
Click the Details icon in the left panel.
In the person details section, click (+) Add field and select your Credentials variable. For more about this panel, see How to Add and Manage Employee and Company Data in the Studio.
On the Studio Canvas, drag the credentials field so it sits directly after the employee name.
Step 3: Enter each employee's credentials
Go to the Employees page.
Open an employee and enter their credentials in the Credentials field, for example CFP®.
Save your changes.
Employees who have no credentials value are not affected. The Studio hides an empty field automatically, so their signature shows their name with nothing after it.
The comma is added for you. The Studio always places a comma between personal details text elements, so an employee name followed by a credentials field appears as John Smith, CFP® without you adding anything. Do not type a comma into the credentials value and do not add a separate comma text element, because the signature would then show two commas.
Why is there no comma between my name and credentials fields?
If there is no comma between the two fields, the credentials element was most likely created by duplicating another element, such as duplicating Employee Name and changing its Field value to the credentials variable. A duplicated element does not get the automatic comma. To get the comma, add the credentials as a new personal details field with (+) Add field instead of duplicating an existing element.
The Comma option in the Separator control is a different setting. It applies only to details inside the Contact Details element when their direction is horizontal. It does not add a comma between an employee name field and a separate credentials field.
Can I use special characters such as ® or ™ in a variable?
Yes. Text variables accept special characters, including ®, ™, ©, and accented letters. Type or paste the symbol directly into the variable's content and click Save.
The symbol takes the font, size, and color of the field it sits in. You cannot style the ® symbol on its own, separately from the rest of the credentials text.
How do I reduce the space between the name and the credentials?
To bring the credentials closer to the employee's name, click either field on the Studio Canvas and select Position. The spacing controls open in the left panel, where you can adjust the space on each side of the field.
FAQs
Why can I not type manual text into an element?
Why can I not type manual text into an element?
If you cannot enter manual text, this is because the field is set to a Company or Employee variable. Open the Template Variables mode in the From field, click the field, and select Free text under Value taken from to enter manual text.
Do all elements support the use of Variables?
Do all elements support the use of Variables?
No, not every element supports Variables. You must check the Content tab of an individual element to see if the Variable option is available.
How do I create a signature for myself without affecting employees?
How do I create a signature for myself without affecting employees?
First, open the Template Variables mode in the From field. Click each field and set Value taken from to Free text instead of Company or Employee Variables. You can then manually enter your personal details into the fields. Do not change the values in the Company profile or in an employee profile, because those are shared by all of your signatures.
What is the difference between Template Variables and selecting an employee in the From field?
What is the difference between Template Variables and selecting an employee in the From field?
In Template Variables mode, the canvas shows placeholders for the employee variables, and clicking a field lets you change its Value taken from and Field value. When you select an employee instead, the canvas shows the signature with that employee's real information, and clicking a field opens that employee's profile (or the company profile) so you can add or edit the actual data.
Why does the Studio open on Template Variables (or on an employee) when I did not choose it?
Why does the Studio open on Template Variables (or on an employee) when I did not choose it?
The Studio remembers the last mode you used in the From field and opens there the next time. It remembers the mode only (Template Variables or an employee), not a specific employee. This preference is saved in your browser, so it carries over to your other signatures on the same computer, and it can be different on another computer or browser, or for a colleague. To change it, just switch the From field, and the Studio will remember your new choice.
What happens if an employee profile is missing a Variable value?
What happens if an employee profile is missing a Variable value?
The Studio will automatically hide the specific field and its associated label so the email signature remains professional and avoids empty placeholders.
How do I update an existing Variable?
How do I update an existing Variable?
Select an employee in the From field, then click a field's edit icon to open that employee's profile or the company profile. You can also go to Settings: for Company Variables, select Organization and click Company profile; for Employee Variables, click Employee data. Updating a variable this way changes it everywhere it is used, in every signature.
Where do I add credentials such as CFP®, MD, or PhD to a signature?
Where do I add credentials such as CFP®, MD, or PhD to a signature?
Credentials are not a standard employee field, so you add them as a custom Employee Variable. Go to Settings > Employee data, click Add variable, create a text variable named Credentials, then add it to your signature as a personal details field with (+) Add field in the Details panel. Enter each person's credentials on the Employees page. Avoid typing credentials into the Employee Name field, because that name value is used elsewhere.
Do I need to add a comma between the employee name and the credentials?
Do I need to add a comma between the employee name and the credentials?
No. The Studio always places a comma between personal details text elements, so the name and credentials appear as John Smith, CFP® on their own. Adding your own comma results in two commas. The exception is a duplicated element: if you created the credentials field by duplicating another element, no comma is added, so add it as a new field with (+) Add field instead.
Why is an option missing in the Studio, or why did a value I saved apply to everyone?
Why is an option missing in the Studio, or why did a value I saved apply to everyone?
Both of these usually come from the mode selected in the From field at the top of the email preview.
An option looks missing. An element's own settings appear only in Template Variables mode. That includes its label, Value taken from, and Field value, and it applies to every kind of element: contact detail fields, personal details fields, text, images, buttons and other apps, styled signoffs, and social icons. When an employee is selected in the From field instead, clicking an element opens that employee's profile rather than the element's settings, so the options never appear.
This shows up in a few ways. The element will not let you use a variable. There is no way to save an address or another value. A field label cannot be changed. You see only a plain text or URL box. The option simply is not in your account. All of these have the same fix:
Click the From field at the top of the email preview.
Select Template Variables.
Click the element on the Studio Canvas again. Its settings now open in the left panel.
A value applied to everyone. A value typed straight into an element is Free text, which is one fixed value for everyone assigned to that signature. If you typed one person's details, link, or address, every sender gets that same value. To give each person their own, store the value on each employee as an employee variable, then in Template Variables mode set Value taken from to Employee and choose the Field value.
How do I create a signature for a second brand, office, or department without changing my existing signatures?
How do I create a signature for a second brand, office, or department without changing my existing signatures?
To give one signature its own details, such as a second brand, a branch office, or a department, duplicate an existing signature and change the values on the copy. The original signature and everyone assigned to it are not affected.
On the Signatures page, duplicate the signature you want to base the new one on, and give the copy a clear name such as the brand or branch name.
Open the copy in the Studio.
Click the From field at the top of the email preview and select Template Variables. Without this step the fields cannot be edited.
Click the field you want to change on the Studio Canvas, such as the company name, logo, website, or address.
To use a fixed value for everyone on this signature, set Value taken from to Free text and type the value into the Field value box. To pull from your company data instead, add a new company variable for the second brand (for example Company name 2) and set Value taken from to Company, then select that variable.
Save the signature, then assign it to the group or employees who belong to that brand, office, or department.
Do not change the existing values in the Company profile or in an employee profile to match the new brand. Those values are shared by every signature in your account, so your existing signatures would pick up the new brand's details. Use Free text or add a new variable instead.
Why did my existing signatures change after I created a new one?
Why did my existing signatures change after I created a new one?
Creating a new signature does not change your existing signatures. Existing signatures change when the company profile or an employee's details were edited while the new signature was being built, because that data is shared across your account and every signature pulls from it.
To put things back:
Go to Settings > Organization > Edit company profile and restore the original company values, such as the company name, website, address, or logo.
Go to the Employees page, open any employee whose details changed, and restore their original values.
Reopen the new signature and set the fields that should differ to Free text, or point them at a new variable, as described in the question above.
If an employee's signature stopped appearing altogether, check that their email address on the Employees page still matches the mailbox they send from. Changing an employee's email address breaks the match between the employee and their mailbox, so restore the original address.
Can I change the order of the fields on the Employee Details page?
Can I change the order of the fields on the Employee Details page?
No, the order of the fields on the Employee Details page cannot be changed. This does not affect your signature. To change the order in which fields appear in the signature, drag the elements on the Studio Canvas.