By including a signature at the bottom of the messages you send to your customers, you'll give your customers a more personal experience and boost your brand. It's easy to set up signatures in eDesk, which allows you to set signatures at different levels. 

This help file will guide you through creating signatures in eDesk and how they work.

Before you start

  • Any user with access to their eDesk Mailbox can create their own signature.
  • To set a company or channel signature, you’ll need an Admin login to eDesk. If you don’t have an Admin login, you can request one from an Admin user within your business.

01 All about Signatures

A signature is made up of formatted text, images, and/or hyperlinks, and is automatically added to the bottom of the messages you send from eDesk. Signatures are a great way to deliver a consistent message to your customers and promote your brand. For example, you can include:

  • Your Name, Job title and Company logo. 
  • Links to your shop.
  • Links to social media.

It’s important to consider what type of signatures best suit your company’s needs. Different channels and marketplaces have specific rules regarding signatures:

  • Amazon & eBay – Do not allow external websites or personal email addresses in signatures.
  • Webstores & Emails – Typically allow more flexibility, including website links and contact details.

eDesk provides flexible signature settings, allowing you to customise signatures per channel to ensure compliance while aligning with your business needs.

There are three levels in eDesk for which you can set a signature. You will need to decide which level to use.

  • User signature: Each user has their own unique signature.
  • Company signature: One single company-wide signature. 
  • Channel signature: A signature that is used only for messages on a particular channel.

02 User Signature

If you have chosen to include a User Signature in your customer messages:

  1. Click on the Settings cogwheel.

  2. Select My Account → Profile Preferences.

  3. Then Mailbox tab → User email signature. 
    Signature set up field

    • Set your signature here to allow each user to have their own unique signature.
    • This must be set by each user individually. 
    • To include a link to social media, use the tools at the top of the Email Signature field to add an image of the social media logo. Then select the social media logo in the Email Signature field and click the Hyperlink tool to add a link to your social media.
  4. Save your changes.
     
  5. You can then choose whether this signature should send on messages on all channels or only to specific channels.
    • To apply the signatures to ALL channels: Go to Settings > Company > Mailbox tab > Message signature. Enter the snippet #agent_signature# there. Save changes. The specific agent signature will now be used across all messages on all channels that they reply to.
    • To apply the agent signature to specific channels: Go to Settings → Channels → select the channel → Mailbox tab → Email signature. Enter the snippet #agent_signature# there. Save changes. The specific agent signature will now be used across all messages on those specific channels that they reply to. 
       

03 Company Signature

If you have chosen to include a Company Signature in your customer messages:
 

  1. Click on the Settings cogwheel.

  2. Select Company Settings → Company.

  3. Then Mailbox tab → Message signature.

Company Signature setup field

  • Set your signature to have the same signature for every message sent from eDesk, regardless of the channel or user. 
  • You can use the snippet #agent_first_name# or #agent_full_name# to have the agent’s name automatically pulled into the signature on each message.  To find out more about snippets, click here. 
  • To include a link to social media, use the tools at the top of the Email Signature field to add an image of the social media logo. Then select the social media logo in the Email Signature field and click the Hyperlink tool to add a link to your social media (see screenshot above). 
  • Save your changes.
     

04 Channel Signature 

If you have chosen to include a Channel Signature in your customer messages:
 

  1. Click on the Settings cogwheel.

  2. Select Channels → Company.

  3. Then Mailbox tab → select the channel → Mailbox tab. 
    Channel Signature setup field.

    • Set your signature here to have a specific one for each channel.
    • You can use the snippet #agent_first_name# or #agent_full_name# to have the agent’s name automatically pulled into the signature on each message.  
    • To include a link to social media, use the tools at the top of the Email Signature field to add an image of the social media logo. Then select the social media logo in the Email Signature field and click the Hyperlink tool to add a link to your social media  (see screenshot above). 
  4. Save your changes.
  5. Go to Settings → Company Settings → Mailbox tab → Message signature. 
  6. Enter the snippet #channel_signature# in the company settings signature field. This instructs eDesk to add the channel signature to messages, rather than the user or company signatures. To find out more about snippets, click here. 
  7. Save your changes.

Further Reading

 

To find out more about using snippets with eDesk, click here.

Interested in learning how to respond faster to customers using Templates? Click here.