Variables automate the process of creating personalized email signatures for your entire company. They allow you to dynamically populate signatures with employee or company information, links, and images, saving time while ensuring consistency and professional branding. This article explains what variables are, how to create them, and how to use them in your signatures.
What are Variables?
Variables are special information fields that can be added at the employee or company level. These fields can include:
Names, job titles, or pronouns
Phone numbers, emails, or extensions
Social media links
Logos, photos, or banners
Custom fields, such as calendar links or additional images
Once defined, variables can be used in any email signature created in WiseStamp. When an email is sent, the signature automatically populates with the correct variable values for that employee.
Free Text vs. Variables for Signature Editor
Free text: These are static fields where you type the information directly. They are meant for company-wide information that stays consistent and does not change based on the employee sending the email. For example, an office address that is the same for everyone.
Variables: These are dynamic fields that pull information from employee or company data. For example, you can make an employee variable for employee title. Then, the signature editor can dynamically insert an employee's title into their signature. Any emails sent from that account will show the correct title automatically. This works for phone numbers, social profiles, and other personal or company data.
Handling Missing Variables
If a variable is missing for an employee, WiseStamp automatically hides that field in the signature, preventing empty placeholders from appearing.
Default Variables in WiseStamp
Company data
Variable name | Variable code (dev-mode) | Type |
Name | #{{company.name}} | Text |
Website | #{{company.website}} | Text |
Address | #{{company.address}} | Text |
Phone | #{{company.phone}} | Text |
Fax | #{{company.fax}} | Text |
Logo | #{{company.logo}} | Image |
Facebook link | #{{company.facebook}} | Text |
Twitter link | #{{company.twitter}} | Text |
Youtube link | #{{company.youtube}} | Text |
Linkedin link | #{{company.linkedin}} | Text |
Instagram link | #{{company.instagram}} | Text |
Employee data
Variable name | Variable code (dev-mode) | Type |
Department (Groups) | #{{employee.group}} | Text |
#{{employee.email}} | Text | |
Name | #{{employee.name}} | Text |
Phone | #{{employee.phone}} | Text |
Extension | #{{employee.extension}} | Text |
Mobile | #{{employee.mobile}} | Text |
Pronouns | #{{employee.pronouns}} | Text |
Photo | #{{employee.photo}} | Image |
Facebook link | #{{employee.facebook}} | Text |
Instagram link | #{{employee.instagram}} | Text |
Linkedin link | #{{employee.linkedin}} | Text |
Adding Company Variables
Click Settings in the main navigation panel.
Click Organization.
On the Organization page, click Edit company profile.
Choose between Basic information, Social links, or Visual assets.
Basic information
In the right corner, click Add variable.
Select the variable type (plain text, email, phone, address, or URL).
Enter the variable name and variable content.
Click Save.
Social links
In the right corner, click Add variable.
Select the icon you'd like.
It will be added at the bottom of the social links list.
Add the relevant social media handle or URL.
Click Save.
Visual assets
In the right corner, click Add variable.
Choose the variable type (image or banner).
Enter the variable name.
Upload your logo or image (image should be at least 100X100px).
Click Save.
Click Save.
To edit an existing company variable, go to Settings → Organization → Edit Company Profile, then start editing the variable you want to update in the pop-up window.
Adding Employee Variables
Click Settings in the main navigation panel.
Select Employee data.
Click Add variable in the top right.
In the pop-up:
Enter the variable name.
Select the variable type (text, phone number, image, URL, etc.).
Select the data source: Directory or Manual.
If Directory, select the relevant field. If Manual, choose None.
Optional: Enable Daily Sync to overwrite manually uploaded data.
Optional: Allow employee editing (disabled if Daily Sync is enabled).
Click Save.
To edit an existing employee variable, click the three-dot icon of the variable and select Edit.
Using Variables in Signatures
Click an element that supports variables.
In the Content section, toggle the variable on/off.
Under value, click the text box.
Click the edit icon next to company or employee.
Variables will automatically populate for each user or company-wide.
If you are not seeing the an option to upload or add free text when you are editing your signature, this is because the variable toggle is turned on.
Not every element supports variables. Check the Content tab of an element to see available variable options.