WiseStamp’s Groups feature lets you organize your employees by different categories (departments, locations, etc). After creating Groups, you can assign each Group a signature. For example, you can create customized signatures for the Sales department or the US office. Employees in a Group are then assigned the Group signature, unless that employee already has a signature assigned to them individually, which takes precedence. This topic explains how to create employee groups and assign different signatures to each group.
Create a new group
On the main navigation panel, click Employees.
Click Manage groups in the top right corner. This will take you to the Groups page.
In the top right corner of the Groups page, click Add Group.
In the pop-up, enter the new group name and click Add signature to select the signatures you want to assign to the new group. Click Apply to save.
You can assign a primary (default), reply, and forward signature by clicking the three-dot icon on any signature you've added.
Click Save changes.
Assign a signature to a group
On the main navigation panel, click Employees.
Click Manage groups in the top right corner. This will take you to the Groups page.
Click the three-dot icon of the relevant group and select Assign signature.
In the pop-up, click Add Signature in the top right corner and select the signatures you want to add to the group.
Use the three-dot icons next to your current signatures to reassign the primary, reply, and forward options, or to unassign them from the group.
If you only assign one signature to a group, it will be set as the primary signature.
Edit a group name by clicking the three-dot icon of the relevant group and selecting Edit group's name
Assign a signature to multiple groups (bulk action)
To streamline your workflow, you can assign a specific signature to several departments or groups simultaneously.
Navigate to Groups: On the main navigation panel, click Employees, then click Manage groups in the top right corner.
Select Groups: Use the checkboxes on the left side of the list to select all the groups you wish to update.
Note: The bottom of the screen will display the total number of groups selected (e.g., "Selected: 8").
Open Assignment Menu: Click the Assign signature button that appears at the top of the list.
Configure Signature Settings: In the "Assign signature" pop-up:
Select Usage: Check the boxes for Primary, Reply, or Forward to determine when this signature should appear.
Choose Signature: Select the desired signature from the dropdown menu (e.g., "Main Signature").
Save and Confirm: Click Save changes.
A confirmation will appear warning you that existing assignments for these 8 groups will be overwritten. Click Confirm to apply the changes.
If you only need to update a single group, you can still click the three-dot icon (...) on the far right of any specific row and select Assign signature to manage that group individually.
Assign or move employees to a group
By default, employees are not assigned to any group. Without using groups, you would need to manage employee signatures one by one and assign each employee a signature. Assigning employees to a group enables you to manage all the employees in the group together.
On the main navigation panel, click Employees.
On the Employees page, select the employees you would like to add to a group (by selecting the checkbox on the far left of each row).
Above the table, click Assign to Group and select the relevant Group from the dropdown list.
Employees in a group get the primary signature assigned to that group, unless they already have a signature assigned to them individually. In the employee list, you'll see the group name and primary signature displayed for each employee assigned to the group.
Each employee can belong to only one group.
After assigning, do you need to send anything? If your team uses an integration for centralized deployment (Chrome Extension, Outlook add-in, Google Workspace app, Google Connect, or server-side), once a signature is assigned to the group and synced, it is applied to each employee's signature automatically, you do not need to send a signature install link. The signature link is only for manual installation, when centralized deployment is not set up. If you are using centralized deployment and the signature hasn't appeared yet, give it a moment and refresh the mailbox.
Assign or move individual employees to a group
You can manage groups for individual employees using either the Employees page or the Single Employee page.
From the Employees page:
On the main navigation panel, click Employees.
On the Employees page, find the row of the relevant employee.
Click the Group field shown in that employee’s row.
From the dropdown menu, select the Group you want to assign to your employee.
The employee gets the primary signature assigned to that group, unless they already have a signature assigned to them individually. In the employee list, you’ll see the group name and primary signature displayed for your employee.
You can filter the employee list by Group. Click the filter icon next to the Group column and select one or more groups. The employee list will then show only the employees in those groups.
From the Single Employee page:
On the main navigation panel, click Employees.
On the Employees page, click on the name of the relevant employee. This will take you to the Single Employee page.
Next to the Active toggle, you'll see a Group dropdown button. Click it and select the group you'd like to assign to the employee.
Why a group signature did not apply to some employees
If you assign a signature to a group and some of the employees in that group do not get it, the usual cause is that those employees already have a signature assigned to them individually. An individual employee assignment takes precedence over a group assignment, so the group signature does not replace it.
This often appears as employees using only their primary signature, with nothing showing on replies and forwards, even after you have set Reply and Forward signatures on the group.
If your employees are synced from a directory
Delete the affected employees from the Employees page, then run a sync. They are added back without the individual assignment, so they pick up their group's signature. This is the quickest option when several employees are affected.
If your employees are not synced
Set the signature on the employee rather than on the group. On the Employees page, open that employee's assigned signatures and use the three-dot icon next to each signature to set it as Primary, Reply, or Forward. For the full steps, see Multi-Signature Options.
Delete a group
On the main navigation panel, click Employees.
Click Manage groups in the top right corner. This will take you to the Groups page.
To delete a group, click the three-dot icon for that group and select Delete. To delete multiple groups, check the box on the left of each group and click Delete in the top left corner.
In the pop-up, select whether to keep the employees unassigned or move them to another group by choosing one from the dropdown.
Click Delete.