Deployment and statuses

#Gmail

We write each person's signature into Gmail with the Gmail API (sendAs signature). It appears in Gmail on the web. The Gmail mobile apps don't use it: they keep a separate plain text signature that each person sets in the app (the employee page explains how). Gmail supports only one signature per address, so Gmail users get the full signature on new messages and on replies. The lighter reply version only applies to Outlook.

#Outlook / Microsoft 365

The Outlook add-in inserts the current signature on every new message. Marking a signature deployed publishes it to the add-in. The add-in also tells replies and forwards apart from new messages: if the template has blocks marked Hide in replies and forwards, replies and forwards get the lighter signature (or none, if every block is hidden). See Signature editor. See Connect Microsoft Entra ID.

#Statuses

Status	Meaning
Deployed	Live in the mail client
Pending	Queued, rate limited by Gmail and retrying shortly, or held because the workspace is suspended
Failed	The last attempt failed; we retry with backoff up to 6 times
Removed	Removed after the person left or was suspended
No mail platform	Choose Gmail or Outlook under Directory
Paused, Free plan	On the Free plan only one person's signature is deployed; this one is cleared from the mailbox until you upgrade (see Seats and billing)

#How long updates take

Saving a template, changing a rule, starting or ending a campaign, or switching the mail platform re-renders everyone affected in the background; only signatures that actually changed are redeployed. Small workspaces update within a minute or two. In large workspaces (tens of thousands of people) the update continues every few minutes until everyone is done, and nothing is lost if it is interrupted. Each workspace gets its fair share of the deployment queue, so one company's large update never holds up another's.

If Gmail asks us to slow down, the signature stays Pending and is retried a minute or so later. This is not a failure and does not count toward the retry limit.

#Signature history and restoring an earlier signature

Owners and admins see a Signature history section on each employee's page (Employees & seats → click a person). It is a timeline of the signatures that were deployed to that person, newest first: the date, the template and its version, and whether it was a restore. Open an entry to preview that exact signature. An entry that was a restore also says who restored it and when. To see what changed, open Compare two signatures above the list, pick an earlier and a later entry, and you get both previews side by side plus the added and removed text, links and images (changes that are only styling or layout don't show in the list). A new entry is added only when the deployed signature actually changed, and the latest 50 are shown.

To go back to an earlier one, open it and choose Restore this signature. Every entry can be restored except the one marked Current (or Pinned), which is the signature the person already has. That exact signature is deployed again and stays as it is. Directory changes, brand kit updates and campaigns don't change it. It stays until:

• you choose Follow the template again on the employee's page (under the signature preview, marked Restored), or
• the person's template changes: someone publishes a new version of it, or a rule or override gives them a different template.

Then the person's signature follows their template again and is redeployed. Restores and clears are recorded in the employee's activity. Only active people can have a signature restored.

#Fixing failures

• The dashboard's Needs attention card shows failed signatures and connection errors, with Retry failed and Sync now.
• Each employee's page shows deployment history with error messages and a Redeploy button.
• Employees & seats filters by signature status (for example Failed); tick people and choose Redeploy selected.
• Directory → Redeploy all pushes everyone again (useful after fixing Google permissions).

Common Gmail errors: domain-wide delegation missing a scope, or the user has no Gmail license.