WiseStamp for IT › Microsoft 365 › Step 10 of 12 — Ongoing Admin Guide
Audience: WiseStamp admins (Owner / Admin / Organization Manager).
Updating signatures
Design/content changes are made centrally by an admin in WiseStamp; the change applies to all affected employees without per-user action.
Use Groups to assign different signatures by department/location: Employees > Manage groups > Add Group, then assign a signature per group.
Server-side rules (Platform/Enterprise) can assign signatures by sender, email type, and recipient conditions, with priority ordering — see Server-Side Deployment.
Campaigns / banners can be updated by marketing without IT involvement while IT retains control of integrations and data.
Joiners (new employees)
When the Entra ID directory is connected, new employees are imported automatically on sync. Control what happens to them under Settings > Sync & Automations > Automations:
Automation | Effect |
New employee default/initial status | Set to Active to automatically activate new employees (consumes a seat), or leave Inactive. |
Default group assignment | Automatically place new employees into a chosen group (and its signature). |
Send invite email on activation | Notify employees automatically when activated. |
By default, new employees are Inactive and do not consume a seat until activated.
Activating employees
Single: Employees > assign a Primary Signature > toggle Active.
Bulk: select employees > Set status > Active.
Ensure enough seats are available first (see Seats below).
Leavers and lifecycle (Entra ID deactivation)
WiseStamp keeps in step with your directory:
Integrated, auto-synced accounts automatically delete employee information that no longer exists in the directory. So when a user is removed from Entra ID, they are removed from WiseStamp on the next sync.
Deactivate an employee anytime to free up a seat; their signature stops appearing immediately, and you can reactivate later.
Archive removes an employee from the active list while retaining their data; archived and inactive employees do not consume seats.
Delete is permanent — but note: if you resync the directory and the user still exists there, deleted users reappear.
Seat release and sync timing: a seat is released immediately upon sync once the user is deactivated or removed in Microsoft Entra ID. Daily sync, when enabled, runs between 4:00 and 8:00 UTC.
Recommended leaver workflow
Disable/remove the user in Entra ID per your normal offboarding.
On the next WiseStamp sync, the user is removed automatically (auto-synced accounts).
If you need an immediate effect (before the next sync), deactivate or archive the user manually in WiseStamp to free the seat and stop the signature.
Seats and licensing
A seat is a purchased license; an employee is a directory person who can use one. You cannot activate more employees than seats.
Add seats: Profile > Plan & Billing > Subscriptions > [three-dot] Manage Subscription > adjust seats in Add employees > Complete purchase.
Activate new seats: log out and back in to refresh the seat count.
Admins don’t need seats: you can assign admin roles without consuming active seats.
Pro+ is capped at 10 seats (not a team-management plan — see Office 365 IT Admin Guide).
Sync & automation controls
Manage from Settings > Sync & Automations (not available on Pro+ and Basic):
Daily sync on/off.
Synced employees: entire directory / specific (departments, OUs) / from Security Group (Enterprise).
Per-field sync: choose which fields sync from the directory.
Discontinue selective sync by switching back to Sync entire directory or Don’t sync (manual sync still possible).
Employee self-edit permissions
Control which fields employees may edit themselves: Settings > Employee Hub > Employee editing permissions — allow all, allow some, or allow none. Invite employees to edit via Employees > [three-dot] > Send signature link.
Managing admins and access
Add/modify/remove roles via Profile > Account users or the Employees list (Permissions Reference).
Keep more than one admin with Exchange admin center access for server-side troubleshooting.
Review roles periodically; transfer ownership before an owner leaves the company.
Routine health checks
After directory changes, confirm joiners appeared and leavers were removed on the next sync.
Periodically confirm signature rendering across a couple of clients (especially after Outlook/Office updates).
(Server-side) Monitor for delivery issues; know the emergency bypass (Server-Side Deployment, Troubleshooting Reference).