Admin Signatures

What Admin Signatures are for

Admin Signatures let you manage the personal signature block that each staff member's outgoing ticket replies end with. A signature is appended automatically to public ticket responses, so customers see a consistent sign-off (name, role, contact details, or a small logo) on every reply. Signatures are empty by default and are controlled per administrator, so you can turn them on for some staff and leave others off.

How to reach this page

Open Settings from the sidebar, then under the Organization group choose Admin Signatures. This tab is visible to Super Admins only — staff without Super Admin permission will not see it and cannot manage other people's signatures.

Every administrator can still edit their own signature without Super Admin rights. They do that from Account → Ticket Signature, which offers a richer editor with visual, source, and preview modes. The Admin Signatures page is the central, Super-Admin-only place to review and adjust signatures for the whole team at once.

What's on the page

The top card holds a heading (Manage ticket signatures for all administrators) and a search box. Type a name or email address to filter the list — the search matches against first name, last name, and email. Below the card is a table of all administrators with four columns:

Column	What it shows
Administrator	The staff member's avatar (or their initials if no avatar is set), full name, a Super Admin badge where applicable, and their email address.
Signature Preview	A live, rendered preview of the saved signature. If nothing is set yet, it shows a “No signature set” placeholder. Long signatures are truncated to fit the row.
Enabled	A toggle switch that controls whether this person's signature is appended to their outgoing ticket replies.
Actions	An Edit button that opens the signature editor for that administrator.

Editing an administrator's signature

1. Find the administrator in the list (use the search box if you have many staff).
2. Click Edit on their row. A dialog opens showing their avatar and name at the top.
3. Use the Enable Signature toggle inside the dialog to control whether the signature is automatically appended to their ticket replies.
4. Type or paste the signature into the Signature Content box. The field is labelled (HTML supported), so you can include formatting, links, and a small inline image.
5. As you type, a Preview panel appears below the editor and renders the signature exactly as it will look in a reply.
6. Click Save Changes. The dialog closes and the row's preview updates immediately. Click Cancel (or the X in the corner) to discard your edits.

Each Edit and each toggle saves on its own, the moment you act — there is no separate “apply” step for signatures. A Save button does appear at the top of this tab, but it only persists general settings; signature edits and the row toggles have already been saved by the time you would press it, so you don't need to.

Turning a signature on or off quickly

You don't have to open the editor just to enable or disable a signature. Click the Enabled toggle directly in the table row. The change is saved instantly and the content is preserved — turning a signature off keeps its text so you can switch it back on later without retyping anything.

Signature content and formatting reference

Signatures are written as HTML and rendered with a few built-in display rules so they look tidy in tickets:

Element	How it renders
Links	Shown in blue with an underline.
Inline images	Capped at 100 px wide (height scales automatically), which keeps a logo readable in every email client without overwhelming the reply.
Paragraphs	Rendered with tight line spacing so a multi-line block stays compact.

A typical signature is just a few lines — name, role, department, and perhaps a support link or phone number. Keep it short; it sits at the bottom of every reply.

Where signatures appear

An enabled signature is appended to public ticket replies sent from the admin panel. Two rules always apply:

• If a staff member's signature is disabled, their replies go out without one.
• Internal notes never carry a signature, even when the signature is enabled — only customer-facing replies do.

When a staff member with an enabled signature opens a ticket and writes a public reply, a small Show Signature / Hide Signature button appears above the reply box. This button toggles a read-only preview of the signature inside the composer so the agent can see what will be added; it does not change whether the signature is sent. Whether the signature is actually appended is governed solely by that person's Enabled state (and never for internal notes).

Tip: Keep department-specific contact details (support email, hotline) consistent across everyone in the same department, but personalise the name and role line per person. This gives customers a uniform, professional sign-off no matter which agent answers.

Related

See Departments for organising staff and routing, and Tickets settings for how replies and notifications behave.