Learn how to set up staff email signatures in GHL Customer Care, enable signatures on outgoing emails, and insert signature in emails using custom values.
3 min read696 words6 explained imagesUpdated Thu, 10 Sep at 2:33 PM
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Email signatures in GHL Customer Care help your team keep outbound emails consistent and professional. Each staff user can have their own signature. This makes it easy to maintain branding and contact details across both one-to-one emails and automated sends.
Email Signatures allow you to create a saved signature for each staff user in a sub-account. A signature can include formatted text (such as a name, title, phone number, and links) and can be fully customized to match your branding.
Email signatures can be applied automatically in outbound emails (when enabled) and can also be inserted manually using a custom value in areas across the platform. Setting up signatures correctly helps ensure emails sent from GHL Customer Care include the right sender details every time.
Key Benefits of Email Signatures
Professional Branding: Keep every email consistent with your business identity, role details, and links.
Per-User Personalization: Each staff member can use their own name, title, and contact info.
Flexible Usage: Automatically apply a signature to outgoing emails or insert it where needed using a custom value.
Cleaner Replies: Control whether the signature appears before quoted text when replying to email threads
How To Setup and Edit Email Signatures
Use the steps below to update a staff member’s signature.
Step 1: Navigate to My Staff
In your Sub-account, go to Settings and select My Staff.
Step 1: Navigate to My Staff (image 1 of 6)What this shows In your Sub-account, go to Settings and select My Staff.What this showsIllustrates the "Step 1: Navigate to My Staff" section of "Email Signatures".This screenshot appears in the "Step 1: Navigate to My Staff" section of "Email Signatures". The text alongside this image reads: In your Sub-account, go to Settings and select My Staff. Immediately after, the guide continues: Find the staff member you want to update. Click Edit (pencil icon).Image 1 of 6What to chooseIn your Sub-account, go to Settings and select My Staff.
Buttons and menus referencedSettingsMy Staff
Next stepFind the staff member you want to update. Click Edit (pencil icon).
Step 2: Select Staff Member
Find the staff member you want to update. Click Edit (pencil icon).
Step 2: Select Staff Member (image 2 of 6)What this shows Find the staff member you want to update.What this showsIllustrates the "Step 2: Select Staff Member" section of "Email Signatures".This screenshot appears in the "Step 2: Select Staff Member" section of "Email Signatures". The text alongside this image reads: Find the staff member you want to update. Click Edit (pencil icon). Immediately after, the guide continues: Scroll to the Signature section. Update the signature text and formatting in the editor. You can also insert the code here for more customization options.Image 2 of 6What to clickFind the staff member you want to update. Click Edit (pencil icon).
Buttons and menus referencedEdit
Next stepScroll to the Signature section. Update the signature text and formatting in the editor. You can also insert the code here for more customization options.
Step 3: Update Signature
Scroll to the Signature section. Update the signature text and formatting in the editor. You can also insert the code here for more customization options.
Step 3: Update Signature (image 3 of 6)What this shows Scroll to the Signature section.What this showsIllustrates the "Step 3: Update Signature" section of "Email Signatures".This screenshot appears in the "Step 3: Update Signature" section of "Email Signatures". The text alongside this image reads: Scroll to the Signature section. Update the signature text and formatting in the editor. You can also insert the code here for more customization options. Immediately after, the guide continues: Turn on Enable Signature in All Outgoing Messages if you want the signature to automatically apply to outgoing emails. Check I nclude This Signature Before Quoted Text in Replies if you want the signature to appear above the quoted email….Image 3 of 6What this coversScroll to the Signature section. Update the signature text and formatting in the editor. You can also insert the code here for more customization options.
Buttons and menus referencedSignature
Next stepTurn on Enable Signature in All Outgoing Messages if you want the signature to automatically apply to outgoing emails. Check I nclude This Signature Before Quoted Text in Replies if you want the signature to appear above the quoted email thread in replies.
Step 4: Configure Optional Settings
Turn on Enable Signature in All Outgoing Messages if you want the signature to automatically apply to outgoing emails.
Check Include This Signature Before Quoted Text in Replies if you want the signature to appear above the quoted email thread in replies.
Step 4: Configure Optional Settings (image 4 of 6)What this shows Turn on Enable Signature in All Outgoing Messages if you want the signature to automatically apply to outgoing emails.What this showsIllustrates the "Step 4: Configure Optional Settings" section of "Email Signatures".This screenshot appears in the "Step 4: Configure Optional Settings" section of "Email Signatures". The text alongside this image reads: Turn on Enable Signature in All Outgoing Messages if you want the signature to automatically apply to outgoing emails. Check I nclude This Signature Before Quoted Text in Replies if you want the signature to appear above the quoted email thread in replies. Immediately after, the guide continues: Click the blue Next button then the blue Save button to apply your changes to the email signature.Image 4 of 6What this coversTurn on Enable Signature in All Outgoing Messages if you want the signature to automatically apply to outgoing emails. Check I nclude This Signature Before Quoted Text in Replies if you want the signature to appear above the quoted email thread in replies.
Buttons and menus referencedI
Next stepClick the blue Next button then the blue Save button to apply your changes to the email signature.All 2 steps in this procedure
Turn on Enable Signature in All Outgoing Messages if you want the signature to automatically apply to outgoing emails.
Check I nclude This Signature Before Quoted Text in Replies if you want the signature to appear above the quoted email thread in replies.
Step 5: Save Your Changes
Click the blue Next button then the blue Save button to apply your changes to the email signature.
Step 5: Save Your Changes (image 5 of 6)What this shows Click the blue Next button then the blue Save button to apply your changes to the email signature.What this showsIllustrates the "Step 5: Save Your Changes" section of "Email Signatures".This screenshot appears in the "Step 5: Save Your Changes" section of "Email Signatures". The text alongside this image reads: Click the blue Next button then the blue Save button to apply your changes to the email signature. Immediately after, the guide continues: Placing the signature with a custom value gives you more control over where it appears in your email. This is helpful for templates (like campaign emails) and one-to-one emails where you want the signature to show in a specific spot.Image 5 of 6How to confirmClick the blue Next button then the blue Save button to apply your changes to the email signature.
Buttons and menus referencedNextSave
Next stepPlacing the signature with a custom value gives you more control over where it appears in your email. This is helpful for templates (like campaign emails) and one-to-one emails where you want the signature to show in a specific spot.
How To Insert a User Signature Using Custom Values
Placing the signature with a custom value gives you more control over where it appears in your email. This is helpful for templates (like campaign emails) and one-to-one emails where you want the signature to show in a specific spot.
Open the email editor where you want to add the signature (e.g. Campaigns or the Conversations email composer).
Click Custom Values.
Go to User, then select Signature.
The custom value used for the email signature is: {{user.email_signature}}
How To Insert a User Signature Using Custom Values (image 6 of 6)What this shows The custom value used for the email signature is: {{user.email_signature}}What this showsIllustrates the "How To Insert a User Signature Using Custom Values" section of "Email Signatures".This screenshot appears in the "How To Insert a User Signature Using Custom Values" section of "Email Signatures". The text alongside this image reads: The custom value used for the email signature is: {{user.email_signature}}. Immediately after, the guide continues: The {{user.email_signature}} merge field lets you dynamically insert a user's saved signature into a campaign email. Because user merge fields rely on the user context available when the email is generated, verifying the sender or….Image 6 of 6What this coversThe custom value used for the email signature is: {{user.email_signature}}
Buttons and menus referencedCustom ValuesUserSignature
Next stepThe {{user.email_signature}} merge field lets you dynamically insert a user's saved signature into a campaign email. Because user merge fields rely on the user context available when the email is generated, verifying the sender or assigned user helps ensure the correct signature appears.All 3 steps in this procedure
Open the email editor where you want to add the signature (e.g. Campaigns or the Conversations email composer).
Click Custom Values.
Go to User, then select Signature.
Using an Email Signature in a Campaign
The {{user.email_signature}} merge field lets you dynamically insert a user's saved signature into a campaign email. Because user merge fields rely on the user context available when the email is generated, verifying the sender or assigned user helps ensure the correct signature appears.
Add the merge field where you want the signature to appear in your campaign:
{{user.email_signature}}
For example, place it below your closing message so the appropriate user's saved signature is inserted when the email is generated.
Important: If the signature appears blank or displays the wrong user's information, verify the user context associated with the email, such as the assigned user or sender. For additional causes and solutions, see Troubleshooting Merge Fields.
Frequently Asked Questions
Q: Is the email signature set per user or per sub-account?
Email signatures are saved per staff user within a sub-account. Each staff member can have a different signature.
Q: I updated the signature, but I don’t see it when sending emails. What should I check?
Confirm you updated the correct staff user, and verify whether Enable Signature in All Outgoing Messages is turned on.
Q: Can I format my signature (bold, links, etc.)?
Yes. The signature editor supports basic formatting so you can style text and include links.
