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 dropdown at the top of the Studio, next to the Edit and Preview toggle, 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.
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 dropdown at the top of the Studio.
Click the dropdown at the top of the Studio, next to the Edit and Preview toggle.
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 same top dropdown 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. 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 top dropdown (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.
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.
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 dropdown at the top of the Studio, next to the Edit and Preview toggle 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 dropdown at the top of the Studio, next to the Edit and Preview toggle 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 dropdown at the top of the Studio, next to the Edit and Preview toggle 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.
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 dropdown at the top of the Studio, next to the Edit and Preview toggle 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.
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 top dropdown, 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 top dropdown. 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.
What is the difference between Template Variables and selecting an employee in the top dropdown?
What is the difference between Template Variables and selecting an employee in the top dropdown?
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.
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 top dropdown, 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.