WiseStamp for IT › Google Workspace › 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; 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) assign signatures by sender, email type, and recipient conditions, with priority ordering — see Server-Side Deployment.
Campaigns / banners can be updated by marketing while IT retains control of integrations and data.
With Auto-Inject, a signature change in WiseStamp re-injects to Gmail for active, injected employees. With server-side, changes apply to subsequently sent mail automatically.
Joiners (new employees)
When the directory is connected, new employees import automatically on sync. Control their handling under Settings > Sync & Automations > Automations:
Automation | Effect |
New employee initial status | Set to Active to auto-activate (consumes a seat) or leave Inactive. |
Inject to Gmail on activation | Set On to auto-inject the signature when activated (Google Workspace). |
Default group assignment | Auto-place new employees into a group (and its signature). |
Send signature link / invite on activation | Notify employees automatically when activated. |
By default, new employees are Inactive and consume no seat until activated.
Activating employees
Single: Employees > assign a Primary Signature > toggle Active (then confirm Injection On if using Auto-Inject).
Bulk: select employees > Set status > Active; set Injection > On.
Ensure enough seats are available first (see Seats below).
Leavers and lifecycle (directory removal)
Integrated, auto-synced accounts automatically delete employee information that no longer exists in the directory — when a user is removed from Google Workspace, they are removed from WiseStamp on the next sync.
Deactivate an employee anytime to free a seat; their signature stops appearing, 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 if you resync and the user still exists in the directory, deleted users reappear.
Seat release and sync timing: a seat is released immediately upon sync once the user is deactivated or removed in your Google Workspace directory. Daily sync, when enabled, runs between 4:00 and 8:00 UTC.
Recommended leaver workflow
Suspend/remove the user in Google Workspace per normal offboarding.
On the next WiseStamp sync, the user is removed automatically.
For immediate effect, deactivate or archive the user in WiseStamp to free the seat and stop the signature. With Auto-Inject, also confirm the injected Gmail signature is cleared/no longer applies.
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 in Add employees > Complete purchase.
Activate new seats: log out and back in to refresh the seat count.
Admins don’t need seats.
Pro+ is capped at 10 seats.
Sync, Auto-Inject & automation controls
From Settings > Sync & Automations (not on Pro+ / Basic):
Daily sync on/off.
Synced employees: entire directory / specific (departments, OUs, categories) — see Scope Employee Sync.
Per-field sync: choose which directory fields sync.
Auto-Inject for new employees: Inject to Gmail on activation On/Off.
Auto-Inject controls (existing employees)
Bulk: Employees > select active employees > Injection > On/Off.
Individual: row More (3 dots) > Injection on/off.
Employee self-edit permissions
Control which fields employees may edit: Settings > Employee Hub > Employee editing permissions (allow all / some / none). Invite 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 user with Google super admin access for server-side troubleshooting.
Review roles periodically; transfer ownership before an owner leaves.
Routine health checks
After directory changes, confirm joiners appeared and leavers were removed on the next sync.
Periodically confirm signature rendering in Gmail web and mobile.
(Server-side) Monitor for delivery issues; know the emergency bypass (Server-Side Deployment, Troubleshooting Reference).