WiseStamp for IT › Exchange › Step 10 of 12 — Ongoing Admin Guide
Audience: WiseStamp admins (Owner / Admin / Organization Manager).
Updating signatures
Design/content changes are made centrally and apply to all affected employees without per-user action.
Use Groups for department/location signatures: Employees > Manage groups > Add Group.
Server-side rules (Platform/Enterprise) assign signatures by sender/email type/recipient with priority (Signature Rules & Scoping).
Campaigns/banners can be updated by marketing while IT retains control of integrations and data.
Server-side changes apply to subsequently sent mail automatically. Add-In changes apply to newly composed mail once the client has the update.
Joiners (new employees)
With Entra ID connected, new employees import on sync. Control handling under Settings > Sync & Automations > Automations:
Automation | Effect |
New employee default/initial status | Active (consumes a seat) or Inactive. |
Default group assignment | Auto-place into a group/signature. |
Send invite email on activation | Notify employees automatically. |
New employees default to Inactive (no seat used) until activated. Activate single (assign Primary Signature + toggle Active) or bulk (Set status > Active). Ensure seats are available.
Leavers and lifecycle
Auto-synced accounts automatically delete employees no longer in the directory on the next sync.
Deactivate to free a seat immediately; signature stops appearing; reactivate later.
Archive keeps data but removes from the active list; archived/inactive consume no seat.
Delete is permanent — but a resync re-adds users still present in the directory.
Seat release and sync timing: Exchange uses the same Entra ID-based mechanism as Microsoft 365. A seat is released immediately upon sync once the user is deactivated or removed in 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 offboarding.
Next WiseStamp sync removes them automatically.
For immediate effect, deactivate/archive in WiseStamp to free the seat and stop the signature.
Seats and licensing
A seat is a license; an employee is a directory person using one. You can’t 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 count.
Admins don’t need seats.
Sync & automation controls
From Settings > Sync & Automations (not on Pro+/Basic):
Daily sync on/off.
Synced employees: entire directory / specific / Security Group (Enterprise).
Per-field sync.
Employee self-edit permissions
Settings > Employee Hub > Employee editing permissions (allow all / some / none). Invite via Employees > [three-dot] > Send signature link.
Mail-flow health (server-side)
Periodically confirm outbound mail flows without routing-induced delays/rejections.
Keep multiple admins with Exchange admin center access for the emergency bypass (Server-Side Routing, Troubleshooting Reference).
Know the Reconnect path if connection errors occur (Troubleshooting Reference).
Managing admins and access
Add/modify/remove roles via Profile > Account users or Employees (Permissions Reference).
Review roles periodically; transfer ownership before an owner leaves.