Signaria

The same signature on every email, without routing your mail through anyone.

Signaria builds each person’s signature from your staff directory and puts it where they write: Outlook on the web, Windows, Mac, iPhone and Android for Microsoft 365, and Gmail on the web and phone for Google Workspace. Replies get the signature right under the reply, not piled up at the bottom of the thread.

Connect your organizationWhere your mail goes

Free for up to 10 mailboxes. No credit card.

Reply

To  Dana Whitfield

Subject  RE: Cardiology referral for Tuesday

Hi Dana,

The referral packet is attached. I’ll confirm the appointment with the patient this afternoon.

Thanks,

Linh Tran

Referral Coordinator, Care Coordination

Harbor Community Health

Office (562) 555-0123

CONFIDENTIALITY NOTICE: This email, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential information, including prot…

From: Dana Whitfield

Sent: Monday 9:14 AM

Can you send over the referral packet for Mr. Alvarez before Tuesday?

Most signature services relay your outgoing mail through their servers. Signaria doesn’t.

Server-side signature tools add a connector to Exchange or Gmail routing so every message, attachments and patient details included, passes through a third party before it reaches the recipient. If that service has an outage, your mail waits. Signaria puts the signature in place before the message is written, so mail flows exactly as it does today.

Relay-based signature services

  1. Outlook or Gmail
  2. Microsoft or Google
  3. Vendor relay server
  4. Recipient

Signaria on Microsoft 365

  1. Outlook adds the signature
  2. Exchange Online
  3. Recipient

Signaria on Google Workspace

  1. Signature saved in Gmail settings
  2. Gmail
  3. Recipient

Either way, Signaria only handles the signature itself: name, title, department and phone numbers from your directory.

Set up in an afternoon

  1. 1

    Connect your organization

    Sign in as a Microsoft 365 or Google Workspace administrator and approve access to staff profiles. Nothing in mailboxes is readable.

  2. 2

    Design the signature

    Start from a template, add your logo and confidentiality notice, and preview it with real people from your directory.

  3. 3

    Turn it on

    Microsoft 365: upload your add-in file once in the admin center. Google Workspace: choose Push to Gmail. Both update automatically from then on.

What it handles for IT

Changes update themselves
Titles, departments and phone numbers come from Microsoft 365 or Google Workspace. Update a profile and signatures follow.
Different signatures by team
Rules by department, location or title. Providers, front desk and administration can each have their own.
Checked for every mail app
The editor flags anything Gmail, Outlook, Apple Mail or Yahoo won't display, before staff ever send it.
A shorter signature for replies
Optional one-line version for replies and forwards in Outlook, so long threads stay readable.
Confidentiality notice on every message
Add your HIPAA confidentiality notice once. It goes on new messages, replies and forwards.
Keeps working offline
Outlook remembers each person's last signature; Gmail stores it in settings. Either way it works on a plane.

What it doesn’t do

Signaria signs mail written in Outlook and Gmail. It can’t sign mail sent from somewhere else: scanners, line-of-business systems, or the built-in iPhone Mail app connected to a work account. People can also delete a signature before sending.

If a disclaimer must be on every message without exception, keep a server-side disclaimer rule in Exchange or Gmail compliance settings and let Signaria handle the signature.

Read exactly what Signaria can access

Try it with your own directory

Preview real signatures before anything is deployed to staff.

Connect your organization