Guides

Guide for IT admins

About 15 minutes. You need to be a Google Workspace super admin for the first two steps.

1. Install InkbrightIn the Google Workspace Marketplace, open Inkbright and choose Admin install. Install it for everyone, or just for yourself or a group (for example IT and marketing) if you'd rather manage signatures centrally. Signatures are set for everyone either way; installing for everyone also gives people the Gmail side panel for their own details and out of office. Nobody's signature changes until you roll out.
2. Allow accessOpen Gmail, click the Inkbright icon in the right-hand side panel, then Set up Inkbright. If it says one more step is needed, follow Install and allow access: in Google Admin, add the client ID shown with two read-only directory permissions and one permission to update Gmail signature settings. Wait a few minutes, then click Try again.
3. Open the admin consoleClick Open admin console in the side panel. You land on Home, which always shows what needs your attention next.
4. Set your brandIn Brand & settings, click Match my website. Keep the colours, logo, font and social links you want, add a legal disclaimer if you need one and click Save settings. Or hand this step to marketing (step 6).
5. Make the signatureThe first time you open Templates, Inkbright asks how you'd like to start:
   • Build from your details (no code). Inkbright suggests a signature from Google Directory and your brand, showing each person's real details. Untick what you don't want, pick a layout, font and colour, then Use this design and Save.
   • Write or paste your own HTML. Start from a blank editor, or load an .htm/.html file. The buttons under the editor insert details such as name and job title.
   • Import the signature you use now. Paste it or upload the file, and Inkbright swaps your details for placeholders so it works for everyone.
   Type a colleague's email into Preview as to see their real signature before you go further.
6. Share the work (optional)In Brand & settings → Who can use Inkbright, type a colleague's email, choose Admin, Marketing or Viewer, click Add and then Save settings. They get an email explaining how to sign in. Then choose whether marketing changes need your approval first (the safe default) or go live straight away.
7. Different teams, different signatures (optional)In Assign templates, click Set up by department, or add rules by org unit, group, job title or person. The first matching rule wins; everyone else gets the default.
8. Check, then roll outOn Home, click See what would change. Anyone missing a required detail is listed as On hold rather than given a half-finished signature. When you're happy, click Update everyone now. From then on, hourly updates keep everyone current, including new starters.
9. Keep an eye on itUpdate history shows every signature Inkbright has written, with before and after. Activity log records every settings change and who made it. To undo for one person, use Roll back in People.

Guide for marketing

Your IT admin adds you as Marketing and you get an email when they do. Sign in at go.inkbright.app/console with your work email, or click Open admin console in Gmail's Inkbright side panel.

1. Get the brand rightIn Brand & settings, click Match my website to pull your colours, font, logo and social links. Upload a sharper logo if you have one.
2. Edit the signatureIn Templates, open a template and make your changes, or use Build from your details to start again with a layout, font and accent colour. Use Preview as with a few colleagues (someone with a long title, someone with no mobile) and fix anything the checks panel flags.
3. Add a banner campaignIn Campaigns, create a campaign with start and end dates, an optional audience, one or more banners and tracking tags. Use Design a banner if you don't have artwork. See Run a banner campaign.
4. Use a seasonal ideaClick Seasonal ideas, pick an occasion, choose your colours and wording, then Create campaign draft. Check the dates and click Save campaign. It comes down by itself on the end date.
5. PublishIf your admin requires approval, you'll see Send for approval instead of Save. The change waits as Sent for approval until an admin approves it, and you can withdraw it while it waits. If you can publish yourself, it goes out with the next update.
6. See the resultsInkbright counts banner clicks by banner, department and day. They also show up in Google Analytics through the tracking tags.

Guide for everyone in Gmail

You don't need to install or set up anything.

1. Check your signatureOpen Gmail and start a new email. Your company signature is already there. If you send from more than one address (Gmail Settings → Accounts → Send mail as), each one gets the signature within the hour of being added.
2. Add your own detailsIf your company allows it, click the Inkbright icon in Gmail's right-hand side panel, fill in things like pronouns, mobile or a booking link, and click Save and update my signature.
3. Out of officeIn the same side panel, click Turn on out of office (with my signature) and set your dates and message. Click Turn off out of office when you're back.
4. Something wrong?Your name, title and phone come from your company's Google directory. Ask your IT admin to correct them. If the side panel says your signature is locked or on hold, your admin set it that way and can change it.

Quick fixes

The most common questions, with what to do.