Note : The sections above are written for administrators who deploy and validate the extension. The guide below is for employees using it once it has been rolled out to their browser. Because your company manages the setup centrally, you don’t need to design, copy, or paste anything — your official signature is applied for you.
Getting started: one-time verification
The extension installs automatically, but you confirm your identity once so it can securely link your Gmail to your company’s signature template. Follow the steps in Phase 2: End-User Verification (Gmail) above. A few things worth knowing:
Per browser and per device: Verification is tied to the specific browser and device, not your Gmail account. Each new browser (for example, Chrome and Edge) or device (a work laptop and a home desktop) needs its own one-time verification.
Valid for 30 days: Once verified, you won’t be prompted again on that browser or device for 30 days. You’ll re-verify if you log out of Chrome, clear your browser data, or move to a new browser or device.
Then you’re set: After verifying, your signature appears in the compose window right away and is added automatically from then on.
How it works day-to-day
The extension runs quietly in the background — there is no icon to click and nothing to configure.
New emails: Every time you click Compose, your official signature is already at the bottom of the message.
Replies and forwards: Your signature is inserted in the correct place automatically. If your admin has set up a shorter reply signature, that version is used instead (see Phase 3: Managing Reply & Forward Signatures above).
Multiple aliases: If you send from more than one address (for example, switching from
[email protected]to[email protected]), just change the From address in Gmail. The extension detects the change and swaps in the matching signature.
What you don’t need to manage
Your information: If your job title changes or the company rebrands, your admin updates it centrally. The next time you refresh Gmail, your updated signature appears automatically. If your admin has enabled self-service, you can also request changes yourself ,see below.
The design: The layout, fonts, and images are locked by your company for brand consistency, so the core template can’t be edited manually.
Mobile email: This Chrome extension applies only to Gmail in your desktop browser. Your admin may have a separate process for mobile signatures — contact them if you email from your phone.
Your privacy and security
Because the extension works inside your Gmail window, here is what it can and cannot do. For a compliance-level breakdown, see Security and Privacy Validation above.
It doesn’t read your emails: The extension only looks for the compose window to insert your signature. It doesn’t read, scan, or store the emails you send or receive.
It doesn’t track your browsing: It activates only on mail.google.com and stays dormant on every other website.
It uses minimal data: It accesses only the basic directory information your employer authorizes (such as your name, job title, and phone number) to build your signature. Full details are in the BulkSignature privacy policy.
Troubleshooting: quick fixes
If your signature doesn’t appear, try these steps before contacting IT:
Refresh Gmail: Reload the browser tab.
Check your verification: Click Compose and see whether you’re being prompted to verify again.
Rule out conflicts: Other Gmail extensions (such as spell-checkers or CRM trackers) can occasionally interfere. Temporarily disable other extensions to see whether your signature returns.
If your signature still isn’t showing, or your phone number or job title is incorrect, contact your company’s IT Helpdesk or Google Workspace administrator. (Admins can use the Admin Troubleshooting Checklist above.)
Requesting changes to your signature details
If your admin has granted you permission, you can update your own information:
Ask your admin to enable access at user.bulksignature.com.
Go to user.bulksignature.com and log in.
Enter your details and click Save changes.
Note: Your updated details will appear in your signature within 24 hours.