How do I activate server-side imprinting?

You can enable cloud deployment during initial onboarding via the Connect option on your Exclaimer dashboard. To set it up later, go to the Settings menu, select Mail Flow , then choose Connect to (your preferred email platform) . Follow the on-screen instructions to authorize Exclaimer and set up server-side imprinting.

Does cloud deployment add any security risks to our email flow?

No. Emails are routed through Exclaimer’s Azure-based service within your local region, using email platform connectors. No email content is stored, and security standards such as ISO 27001, ISO 27018, and GDPR compliance are built in. Data is encrypted end-to-end with TLS protection, and advanced security measures such as firewalls, intrusion prevention systems (IPS), and active DDoS protection are in place to defend against cyber threats.

Can users change or remove their signatures?

No. Because signatures are applied server-side after the email is sent, end users can’t alter or bypass them. This guarantees that every message carries the approved signature and required disclaimers.

Will users see their signature while composing an email?

Because signatures are applied in the cloud, they aren’t visible while the user is writing their message. However, Exclaimer Cloud can also be paired with our Outlook add-in or Google Workspace app. This gives users a live preview of their signature as they type, while still ensuring the approved signature is applied server-side after sending. However, applied signature visibility in the sent items folder can be toggled on in your mail flow settings for both M365 & Google Workspace.

What happens if Exclaimer is unavailable — will our emails still be delivered?

Yes. Email delivery is never interrupted. Our 24/7/365 monitoring automatically detects any service alerts, with escalation chains that notify Exclaimer’s senior technical team immediately. In the highly unlikely event that the signature service at a regional datacenter is affected, your organization’s emails will not be lost. As soon as the issue is resolved, email continues to be sent as normal, with signatures resuming automatically. Exclaimer also uses high-availability clusters, automated load balancing, and continuous data synchronization to ensure seamless failover. Scheduled updates are deployed during off-peak hours, and the service is stress-tested to guarantee reliability.

Why is Exclaimer the best option for my business?

Exclaimer has been the leading signature management solution for 25 years. We are the only solution that has a 100/100 security scorecard. Our modern cloud-based technology will save your team time, save your business money, and allow you to easily implement disclaimers and brand requirements across signatures.

Brand Kits are Exclaimer’s central place for managing brand assets across employee communications. They store approved logos, fonts, colors, banners, meeting backgrounds, and disclaimers in one kit and apply them consistently across connected email signatures and video meetings, so employee communications stay on-brand automatically.

Who are brand kits for?

Brand Kits are perfect for organizations managing multiple brands, regions, departments, or subsidiaries—especially those going through rebrands, growth, or M&A activity.

How do I access Brand Kits?

Brand Kits are available with all Exclaimer plans. Log in to your Exclaimer account and go to Settings (Cog icon) > Brand Kits to create or edit your Brand Kits.

How do Brand Kits keep email signatures consistent?

Regardless of how complex your organization's structure may be, brand assets are stored and managed in one place. When assigned to signatures, Brand Kits ensure every employee email follows the correct brand guidelines.

What types of assets can I manage with Branding?

With Brand Kits, you can define logos, icons, fonts, colors, and banners for all of your brands, offices, regions etc. These assets are then available to use in any email signature design, for any of your teams. Pro users can enjoy this same brand-consistency on their organization’s meeting backgrounds using our Meeting Branding feature .

How do I add a brand asset to a new signature?

For each signature, select your brand kit from the dropdown. Then, when you add text or image assets in the Signature Designer, your assigned Brand Kit defaults (fonts, colors, and logos) are applied automatically. For example, when adding an Image/Logo element, simply select “Brand Image” as the source to choose from the pre-defined assets stored in the Brand Kit.

How do I upload and manage brand images?

Within Brand Kits, you can upload up to three images in different shapes, add alt text and hyperlinks, and make them available for use in your signatures.

Can I add assets while creating a signature if none are uploaded yet?

Yes. A placeholder appears will appear If there are currently no brand images defined. Once you upload your images to the assigned Brand Kit, they’ll automatically update in your design. For more information, see How to use Branding in a signature .

Can I preview changes before they go live?

Yes. While updates apply automatically, you can review them in the Signature Designer to confirm everything looks correct before finalizing and deploying to your users.

How do Brand Kits save time when managing email signatures?

Centralizing brand assets into set Brand Kits for each of your brands eliminates repetitive tasks like re-uploading the logos or defining colors and copying hex codes for every signature, across each of your brand's templates. Updates to every Brand Kit applies everywhere it is linked, reducing manual work, cutting down on errors, and streamlining brand management at scale.

Exclaimer has been the leading email signature management solution for 25 years and is the simplest way to manage email signatures at scale. Exclaimer is the only email signature management platform with Brand Kits—keeping assets in one place and updating them everywhere automatically.

How the Rugby Football League ended a 3-4 day signature update process with Exclaimer

HQ:

Manchester, England, United Kingdom

Industry:

Sports

Size:

200+ employees

Features used:

Background

The Rugby Football League (RFL) is the national governing body for Rugby League in the UK, administering the England Rugby League teams, the Rugby League Lions, the Coral Challenge Cup, and more. Founded in 1895, it works with leagues, clubs, and Rugby League Foundations to offer new ways to play, from Play Touch Rugby League to Wheelchair RL, and to inspire the next generation of players and fans.

Before working with Exclaimer, the RFL's email signatures had no consistency at all. Staff used different fonts and images, and some employees sent no signature whatsoever. Standardizing over 200 signatures by hand cost the technology team 3-4 working days on average every time templates needed to change.

Before

No consistent signature format across the organization
Some employees sending no email signature at all
3-4 working days lost every time templates needed to be updated
Unprofessional, inconsistent templates reaching business contacts

After

One centralized system managing every employee signature
Every email carrying a consistent, professional look
Signature updates handled centrally, without the multi-day turnaround
No dependence on individual staff to keep their own details current

RFL's challenge

The RFL needed a way to standardize signatures across the organization without the manual workload it had been taking.

The technology department faced a few clear pain points:

Inconsistent signatures across the organization: Employees used different fonts and images, and some sent no signature at all.
A slow manual process: Updating signatures for 200+ staff by hand cost the team 3-4 working days on average, every time.
Native tools fell short: Microsoft 365 alone couldn't centrally manage logos, images, and messaging for each department.
Unprofessional impressions: Inconsistent templates were reaching business contacts, at odds with the image RFL wanted to project.

200+

email signatures brought under one centralized system

3-4 days

lost per update cycle, on average, before Exclaimer — now eliminated

100%

brand consistency on every email

How Exclaimer helped

Exclaimer gave the RFL's technology department a central place to manage every employee's email signature, replacing a manual process that used to take days.

With Exclaimer's cloud solution, the RFL can:

Manage signatures centrally so logos, images, and messaging for each department are controlled in one place.
Get consistent branding on every email signature, aligned with ongoing marketing activity.
Ensure every email now carries a consistent, professional look, regardless of who's sending it.
Give time and resources back to IT, with no more multi-day signature update cycles

How the Rugby Football League ended a 3-4 day signature update process with Exclaimer

Background

Before & after

RFL's challenge

The results

How Exclaimer helped

See more customer stories