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1. InstallA Google Workspace admin installs Inkbright from the Google Workspace Marketplace, either for everyone or just for themselves (or a group) if you'd rather manage signatures centrally. Signatures are set for everyone either way. Nothing changes in anyone's Gmail yet.
2. Set upOpen Gmail, click the Inkbright icon in the right-hand side panel, then Set up Inkbright. If it asks for one more step in Google Admin, follow Install and allow access.
3. Add your brandClick Open admin console, go to Brand & settings and click Match my website. Inkbright suggests your colours, font, logo and social links; keep what you want and save.
4. Make the signatureIn Templates, choose how to start: Build from your details (no code), Write or paste your own HTML, or Import the signature you use now. Type a colleague's email into Preview as to see their real signature.
5. Check, then roll outOn Home, click See what would change, then Update everyone now. Hourly updates keep everyone current after that, including new starters.

Install and allow access (IT admins)

1. A Google Workspace super admin installs Inkbright from the Google Workspace Marketplace, for everyone or for selected people or groups.
2. Open Gmail, click the Inkbright icon in the right-hand side panel, then Set up Inkbright.
3. If the side panel says One more step in Google Admin: go to Google Admin → Security → Access and data control → API controls → Manage domain-wide delegation → Add new. Paste the client ID shown in the side panel and these scopes, comma separated:
   https://www.googleapis.com/auth/admin.directory.user.readonly, https://www.googleapis.com/auth/admin.directory.group.member.readonly, https://www.googleapis.com/auth/gmail.settings.basic
   Wait a few minutes, then click Try again.
4. If your organisation restricts third-party apps, also mark Inkbright as Trusted under API controls → App access control.

Inkbright can only read directory profiles and group membership, and write the signature and out-of-office settings. It can't read email.

Signing in: no passwords

There are no Inkbright passwords. There are two ways in:

• From Gmail: click the Inkbright icon in the right-hand side panel, then Open admin console. You're signed in with the Google account you're already using, including its 2-step verification and single sign-on.
• From the web: go to go.inkbright.app/console, enter your work email and click the link we email you. Useful if Inkbright isn't installed in your own Gmail.

Sign-in lasts 8 hours and only works for Inkbright admins, Google Workspace super admins and people given a Marketing or Viewer role. When someone leaves your organisation, their access ends with their Google account.

Moving from another signature tool

1. Bring your design across. In Templates, click Import an existing signature, say whose it is, and paste a signature that already looks right (copy it from that person's Gmail settings, or export the HTML from your old tool). Inkbright swaps that person's name, title, phone and email for placeholders so the design works for everyone. Check the preview, edit anything you like, then save.
2. You don't need to delete anyone's old signature. Inkbright replaces the Gmail signature setting when it deploys. With Lock signatures on, it keeps it that way.
3. Do switch the old tool off before you deploy. Uninstall it or stop its sync, remove any Chrome extension it used, and remove any mail-routing rule (Admin console → Apps → Gmail → Routing / Compliance footer). Otherwise the two tools overwrite each other, or server-side tools add a second signature under ours.
4. Check, then update. If something keeps changing signatures after that, Home warns you: "Something else keeps changing N signatures".

Remove Inkbright

In Brand & settings → Remove Inkbright, type your domain and confirm. This deletes all your Inkbright data. Then uninstall the app in the Google Admin console. If you uninstall without doing this, we delete your data 30 days after we lose access.

Match your website's branding

In Brand & settings → Match my website, enter your website. Inkbright reads the public home page and its stylesheets and suggests your main brand colour (with alternatives to pick from), text colours, font, logo and social links. Nothing changes until you click Use these and then Save settings, and you see whose signature changes before it's applied. Logos are copied into your Image library so they always load; SVG logos are converted to PNG because Gmail doesn't display SVG. Email apps only show fonts people have installed, so your font is kept with Arial as the fallback.

Custom fields and social icons

Add your own fields (licence numbers, certifications, a second phone) in Brand & settings → Custom fields, one per line as key, Label, and add , self to let people fill it in. Admins can fill any field for anyone in People → Edit details. For social icons instead of text links, upload small PNG icons to the Image library and paste their URLs under Social links.

Give different teams different signatures

Go to Assign templates and add a rule for each team. A rule can match org units (for example /Sales, which includes sub-units), Google Groups, departments or named people. Rules are checked top to bottom and the first match wins; everyone else gets your default template.

Each rule can also override brand details, so one Workspace can run several brands, regions or languages: a different company name, website, address, logo, colour or disclaimer. Choose No signature (blank) to clear signatures for shared inboxes or leavers.

In Assign templates, click Set up by department to pick a template for each department found in Google Directory (for example Sales with phone numbers, Support without). Rules can also match org units, groups, job titles ("Director", "Partner") or named people, and can have start and end dates (for example a trade-show signature for one week). Choose Leave alone to switch Inkbright off for an org unit or group.

No half-finished signatures

Lines wrapped in {{#if phone}}…{{/if}} simply disappear when someone has no number. Anything shown outside an {{#if}} (for example "Tel: {{phone}}") is treated as required: if it's empty, Inkbright keeps that person's current signature, marks them On hold: details missing in People and tells you on Home. You can turn this off in Brand & settings → Control.

In a template, open When details are missing to tick the details it must have and choose what happens otherwise: hold, or use another template, for example "Classic without phone". Use Duplicate to make that version in seconds.

Who controls what

Name, job title, department, email, phones, photo and office come from Google Directory automatically, so nobody types them. If one is wrong, fix it in the Google Admin console (Directory → Users) and the signature follows within the hour. Extra details Google doesn't hold can come from Directory custom attributes: give an Inkbright custom field the same name and it fills in automatically.

Admins decide everything else in Brand & settings: the design, template assignments, which extra details (if any) people may fill in, or Fully locked so people can't change anything. Google doesn't let any app or admin hide the signature box in Gmail's own settings, so Lock signatures puts the approved version back at the next sync if someone edits it there, and each reversal shows in Update history. To stop people changing their own phone or name in their Google profile, check Admin console → Directory → Directory settings → Profile editing.

See what's happening

Home shows how many signatures are up to date, when the last update ran, anything that needs attention, and recommendations. People shows each person's status (up to date, update waiting, blocked, excluded) and anything missing in Google Directory. Update history lists every signature Inkbright has written, with before and after. Activity log records every action anyone takes, including automatic syncs that changed something. Before any save that would change signatures, Inkbright shows exactly whose signature changes and asks you to confirm.

Undo a change

In People, use Roll back to return someone to their previous Inkbright signature, or Signature history to pick any of their last five versions. Every change is listed in the Activity log.

Share the work: roles and approvals

In Brand & settings → Who can use Inkbright, type the person's email, choose Admin, Marketing or Viewer, click Add and then Save settings. They're emailed how to open Inkbright from Gmail. Only people in your organisation can be added. Google Workspace super admins are always admins.

• Admins do everything: settings, rules, people, roll-outs, billing.
• Marketing edits templates, campaigns and banners. You choose whether their changes need an admin's approval (the default) or whether they can update signatures themselves.
• Viewers can look at everything and check what would change, but can't change anything.

With approval on, a marketing change shows "Sent for approval". Admins see it on Home → Waiting for your approval, click Review to see exactly whose signatures would change, then approve or reject with a note. Every step is in the Activity log. Buttons someone's role can't use are greyed out, so nobody hits a dead end.

Let people add their own details

In Brand & settings, tick the fields people may fill in themselves, such as pronouns, mobile or a booking link. They open the Inkbright sidebar in Gmail, fill them in and click Save; their signature updates straight away. Admins can also correct anyone's details in People → Edit details, without touching Google Directory.

Edit one person's signature directly

In People → More → Edit signature. Edit with placeholders keeps their details updating from Google; Edit the text directly lets you type straight into the signature, saved exactly as shown. Either way it applies to that person only, shows who it affects before saving, is logged, and stays until you click Go back to their template.

Run a banner campaign

1. Go to Campaigns → New campaign. Set start and end dates and, optionally, an audience.
2. Add one or more banners: a hosted https image, a link, alt text and a weight. Weights control how often each banner shows; rotation can be daily, weekly or fixed per person.
3. Add UTM tags so clicks show up in Google Analytics. Inkbright also counts clicks by banner, department and day.
4. Save. The campaign goes live on the next deploy or hourly sync, and comes down by itself at the end date.

Campaigns are on the Business plan. Put {{{banner}}} in a template to control exactly where the banner sits; otherwise it goes above or below the signature, as you choose.

Seasonal campaigns

Go to Campaigns → Seasonal ideas. Pick an occasion (Christmas, New Year, Valentine's, St Patrick's, Mother's Day, Easter, Pride, summer, back to school, Halloween, Black Friday, holiday opening hours, or any-time ideas like a launch, event or review request). Inkbright works out the next dates, draws a banner in your brand colours, seasonal colours, or your brand with a seasonal accent, adds your logo if you like, and sets the UTM tags. Edit the words, then Create campaign draft, check the dates and audience, and save. You can also add a short text message such as "Season's greetings from all of us at Acme", which shows even when images are blocked. Campaigns come down by themselves at the end date. Home reminds you a few weeks before big dates.

Google Analytics, HubSpot and booking links

Google Analytics 4: every banner link carries UTM tags, so visits appear in GA as campaign traffic with no setup. To also record each click as an inkbright_banner_click event, add your GA4 measurement ID and a Measurement Protocol API secret in Brand & settings → Integrations.

HubSpot, Calendly, Google appointment schedules: add a custom field (for example hubspotMeeting, HubSpot meeting link, self) and use {{hubspotMeeting}} in a template, or tick Book a meeting in the designer. With self, each person pastes their own link from the Gmail sidebar. HubSpot records the visits through the UTM tags. Tracking pixels and scripts aren't allowed in signatures: Gmail strips them and they hurt deliverability.

Out of office

People can switch their Gmail out-of-office reply on or off from the Inkbright sidebar, with start and end dates. Inkbright adds their current signature to the reply.