The decision was made. Your company needs centralised signature management to ensure brand consistency. How to choose the best tool? This article will guide you through six of the most important features in every email signature generator. These instructions will give you the information you need to help you choose the best one.
When searching for the best email signature generator, it won’t take long to find out that some of the companies on the market focus on individuals. You can use them to give a facelift to your personal signature. Simultaneously, you can try to put together a brand manual to guide your employees towards using these tools in the same way. Sounds unlikely? We think so.
That’s why the central management service is provided. And it is always useful to get to know the disciplines before you decide in any competition. That’s what this article is about.
1. Central management
The first necessary precondition is the central management of email signatures. With a good generator, there should be no need for end user configuration. The G Suite (Google Apps) admin should be able to set all the signatures in minutes. And of course, it is best if the editor is user-friendly so that business owners, marketing managers and others can use it without professional IT help.
2. Integration with your email service
For smooth functioning of the email signature generator, it should be perfectly integrated with the email service you use. For instance, SignatureSatori has been developed for G Suite (Google Apps for Work). It doesn’t function with any other system because it fits perfectly with Google. No compromise.
There is one more advantage to this – you can simply log in to your Google account, no need to create and remember a new login. Being an admin of G Suite (Google Apps), you have all the users and their contact details imported automatically from Google Apps Directory as well as Organization units. SignatureSatori is also able to download pictures from the Gmail accounts of your users.
3. Avoid infrastructure disruptions
In any case, the generator should not interfere with your email flow while sending your emails. With email communication, security and reliability are essential. There are two ways to add signatures to your email:
- First, you can step between the sender and the recipient, use SMTP or another server side solution and become an intermediary in communication. That means that all your messages go through a 3rd party service. That may be a safety issue – somebody has access to all your outgoing emails. There might also be a reliability issue: when your signature provider has problems, you have them too. The advantage is that your signatures are added (when it works properly) to all outgoing messages, no matter which email client you use.
- The second and preferable option is to add signatures when the user composes the email on the client side. Thus, no third party gets access to your email communication plus your users can see what they are sending. But there might be some limitations in email clients support as some, especially mobile devices, don’t support central management of signatures.
Central management is a good servant but a bad master. You should still be able to adjust your signatures in every possible way when using the generator. First, differentiation among departments and branches with different addresses or campaigns should be possible.
Also, we believe that the administrator should be able to manage all users’ signatures while at the same time individual users should still be able to easily update their contact information when needed. It is also handy to be able to upload your own design for the template, even though premade designs are available.
5. Marketing channel
Maybe you did not think about marketing when deciding on an email signature generator. However, once email signatures are centrally managed, they become a perfect marketing tool for different kinds of campaigns and messages you would like to communicate. See a popular article Email signatures: the unexpected marketing channel.
To give your marketing manager all the facilities, choose a generator that allows the planning of different marketing campaigns for each day. It is also very worthwhile to be able to differentiate between your company’s departments or branches and adjust the campaign.
6. Pricing for your email signature generator
Last but not least, a friendly pricing model is extremely important. You should not be forced to pay ridiculous yearly subscriptions if you change signatures once a year. On the contrary, you should not be made to pay a high price for every change if by being a loyal customer, you change signatures with every seasonal campaign.
What’s the best pricing model? In SignatureSatori we believe in offering a free trial to begin with. Thus, you can get five credits to set the signatures of 5 users for free. Once you are decided, the pricing is as flexible as possible. You can buy credits for each change and user, or you can opt for monthly subscriptions and make limitless changes in your users’ signatures.