Executive Summary

Adding a default company signature to all outgoing messages in PyjamaHR ensures brand consistency, saves recruiters time, and projects a professional image to candidates and interviewers. This guide covers how to set up, customize, and troubleshoot company and recruiter signatures in email templates, with actionable steps based on real customer scenarios.

Detailed Overview

What Is the Default Company Signature Feature?

The default company signature feature in PyjamaHR allows organizations to automatically append a standardized signature block to all emails sent via the platform—whether to candidates, interviewers, or internal stakeholders. This signature can include recruiter details, company branding, and legal disclaimers, ensuring every message aligns with your organization’s communication standards.

When and Why to Use It:
- Consistency: Guarantees every email sent from PyjamaHR carries your company’s branding and contact information.
- Efficiency: Eliminates the need for recruiters to manually add signatures to each message.
- Professionalism: Presents a unified, polished image to candidates and interviewers.
- Compliance: Ensures legal disclaimers or confidentiality notices are always included.

Integration with Other Features:
- Email Templates
- Placeholders (e.g., [[recruiter_signature]])
- Automated Interview Invites and Candidate Communications

Step-by-Step Guide: Setting Up Default Company Signatures

Prerequisites

Admin or Template Editor access in PyjamaHR
Company signature content (text, HTML, images, legal disclaimers)
Recruiter profile information updated in PyjamaHR

1. Access Email Template Settings

Log in to your PyjamaHR account.
Navigate to Settings (gear icon in the top right).
Select Email Templates from the sidebar.

Screenshot suggestion: Show the Settings menu with "Email Templates" highlighted.

2. Edit or Create an Email Template

Click on an existing template to edit, or select Create New Template.
In the template editor, position your cursor where you want the signature to appear (usually at the end of the message body).

Screenshot suggestion: Email template editor with cursor at the signature location.

3. Insert the Recruiter Signature Placeholder

Click Insert Placeholder (button or dropdown in the editor toolbar).
Select [[recruiter_signature]] from the list.

This placeholder will automatically pull the recruiter’s signature from their PyjamaHR profile settings.
If you want a company-wide signature, ensure all recruiters have the correct signature set in their profiles.

Screenshot suggestion: Placeholder dropdown with [[recruiter_signature]] highlighted.

4. Customize the Signature Content

For Company-Wide Consistency: Standardize the signature format and content for all recruiters.
Include: Name, Title, Department, Company Logo, Contact Info, Social Links, Legal Disclaimer.

Example:
```
[[recruiter_signature]]

The content of this email is confidential and intended for the recipient specified in the message only...

```

HTML Support: You can use HTML for rich formatting, images, and links.

5. Save and Test

Click Save to update the template.
Send a test email to yourself or a colleague to verify the signature appears as intended.

Screenshot suggestion: Sent email preview with signature visible.

Advanced Usage & Best Practices

Power User Tips

Centralize Signature Management: Have admins set a standard signature format and instruct recruiters to update their profiles accordingly.
Use HTML for Branding: Add company logos, brand colors, and social media icons for a polished look.
Legal Compliance: Always include required disclaimers or confidentiality notices.

Optimization Strategies

Template Variations: Create different templates for candidate emails, interviewer invites, and internal communications, each with tailored signatures.
Dynamic Placeholders: Combine [[recruiter_signature]] with other placeholders like [[job_title]] for personalized messages.

Do’s and Don’ts

Do:
- Regularly audit recruiter profiles for up-to-date signature info.
- Test templates after updates to ensure correct rendering.

Don’t:
- Don’t hardcode signatures into every template—use the placeholder for easy updates.
- Don’t use unsupported HTML/CSS that may break in email clients.

Troubleshooting & Common Issues

Common Problems and Solutions

1. Signature Not Appearing in Emails
- Cause: [[recruiter_signature]] placeholder missing from template.
- Solution: Edit the template and insert the placeholder as described above.

2. Placeholder Not Rendering (Shows as [[recruiter_signature]] in Sent Email)
- Cause: Outdated template or system bug.
- Solution: Ensure you’re using the latest template version. If issue persists, contact PyjamaHR support.

3. Signature Formatting Issues (Extra HTML, Broken Layout)
- Cause: Copy-pasting from Word or unsupported HTML.
- Solution: Use plain text or clean HTML. Test in multiple email clients.

4. Duplicate Signatures (e.g., “Thanks & Regards” Appearing Twice)
- Cause: Manual signature in template plus automatic signature from profile.
- Solution: Remove manual signature lines from the template and rely on the placeholder.

5. Signature Missing for Some Users
- Cause: Recruiter profile missing signature info.
- Solution: Instruct users to update their signature in their PyjamaHR profile.

When to Contact Support

Placeholders not working after following all steps
Signature images not displaying
Persistent formatting issues

Comprehensive FAQ

1. How do I add a default signature to all outgoing emails in PyjamaHR?
Use the [[recruiter_signature]] placeholder in your email templates.

2. Where do I update my recruiter signature?
Go to your PyjamaHR profile settings and edit your signature details.

3. Can I use HTML in my signature?
Yes, HTML is supported for formatting, images, and links.

4. Why is my signature not showing up in sent emails?
Check that the placeholder is present in the template and your profile signature is filled out.

5. Can I add a legal disclaimer to every email?
Yes, include the disclaimer text in your signature or directly in the template.

6. How do I prevent duplicate signatures?
Only use the placeholder in templates; avoid manually typing signature lines.

7. Can I have different signatures for different templates?
Yes, customize the signature or template as needed.

8. What if the signature appears as raw HTML in the email?
Ensure you’re using supported HTML and test before sending.

9. Can I add company branding (logo, colors) to the signature?
Yes, use HTML and image links for branding elements.

10. How do I test my signature before sending to candidates?
Send a test email to yourself from the template editor.

11. Why does the signature look different in Gmail/Outlook?
Email clients render HTML differently; use simple, widely supported HTML/CSS.

12. How do I update all recruiters’ signatures at once?
Currently, each recruiter must update their own profile signature.

Email Template Management: Learn how to create and manage templates for different communication scenarios.
Recruiter Profile Settings: Ensure all recruiters have up-to-date information.
Placeholders & Dynamic Fields: Explore other placeholders for personalized communication.
Bulk Email Sending: Use templates with signatures for mass candidate updates.

By following this guide, you’ll ensure every message sent from PyjamaHR reflects your company’s professionalism and brand—without manual effort or risk of inconsistency.

How to Add Default Company Signatures to All Messages in PyjamaHR