User Data Collection lets your employees update their own contact details (like phone number, job title, or address) through a self-service portal. Those updates flow straight into their email signatures, so you don't have to edit everyone's details by hand. This guide walks you through turning it on and choosing what your team can see and edit.
Where to find it
Go to Settings in the top menu, then open the User Data Collection tab from the Settings list on the left.
Step 1: Turn on data collection
Find Enable Data Collection from End-User at the top of the page and switch the toggle on. Once it's enabled, your employees can visit user.bulksignature.com to view and update their own contact details. You can share that link with your team, or use the Open User Portal button in the top-right corner to preview what they'll see.
Step 2: Set up the Weekly Change Report (optional)
The Weekly Change Report sends a once-a-week email summarizing every contact detail your employees changed, with a CSV file attached listing all the updates. To use it, turn on the Weekly Change Report toggle.
Then choose who gets the report under Digest recipients. Admins already on the list appear as tags (for example, the account owner and your QA admin). To add someone, click the "Add a recipient" box and search by name or email. To remove someone, click the small × next to their name.
Step 3: Choose which fields are visible and editable
The table at the bottom lists every detail that can appear in a signature, such as First Name, Job Title, Phone Mobile, Department, and your Custom Fields. Each row has two checkboxes:
The Visible checkbox controls whether the field shows up in the user portal at all. The Editable checkbox controls whether employees are allowed to change that field themselves. Tick a box to enable it, or untick it to hide or lock the field. For example, you might leave Job Title visible but not editable if only admins should change it.
Each field also shows its Field Type (text, text area, or image) and its Type source, which tells you where the data comes from either Google Workspace or a BulkSignature Custom field.
Tips
Only mark a field as editable if you're comfortable letting employees change it themselves. Keep the Weekly Change Report on if you want a clear record of who updated what, so nothing slips through unnoticed. And remember to share the portal link (user.bulksignature.com) with your team after you enable the feature otherwise they won't know it's available.