Make every employee email represent your company properly
Manage every signature in one place. Add job openings, announcements and campaigns to every outgoing email. No one has to set up their own signature.
Every team uses the signature for its own work
The thousands of emails your company sends each day are a ready channel for every team. Below you can see what could sit under each team’s emails.
Your employer brand in every email
The thousands of emails your company sends every day are a ready channel for job openings and internal announcements. New starters get the right signature on day one.
- Promote open positions in every external email the company sends
- New starters find their signature ready on day one; leavers’ signatures are removed automatically
- Signatures update when someone changes title or team
- Events, training and internal news appear only in internal emails
Put announcements on the calendar and forget about them
Choose which announcement appears in whose emails and between which dates. It goes live on the start date and comes down on its own when it ends.
Choose who sees it
By department, title, office or company. When someone changes team, they get the right announcement automatically.
Test two visuals
Prepare two visuals for the same announcement and see in the report which one gets more clicks.
Internal announcements
Event, training and internal news banners appear only in emails between employees.
Holidays and special days
On specific days the whole signature design can change, not just the banner.
For a single customer
A personal invitation or offer in emails sent to one particular company.
Approval before publishing
The team prepares the announcement and a manager approves it. Every change is logged with who made it and when.
See which announcements work
How many emails carried it, how many people saw it, how many clicked. Results are kept per team; individual employees are not tracked.
- Compare by team and date
- Export to Excel
- Shows up as a separate source in your web analytics
Start with one team, then roll out to everyone
Employees don’t need to install or configure anything. We do the setup together with your IT team.
Get to know you
We talk about what each team wants to announce and your brand rules.
Signatures are designed
We design the templates and first announcements together, to your brand.
Setup
Usually takes a day with your IT team. Employee details come from your existing systems.
Roll out
Try it with one team first. Once everything looks right, switch it on for the whole company.
Employee data and your emails never leave your company
The server that adds the signature (the relay) runs on your side. Our platform only sends it templates and campaign details; it never sees your emails or your employee list.
- Every outgoing email passes through the provider’s cloud to get its signature.
- Your employee list (names, titles, phone numbers) is stored by the provider.
- Data may be processed abroad, which can call for a separate data protection review.
- Emails are signed on your side and continue straight on their way.
- Your employee list stays in your company; the platform doesn’t know who your people are.
- The platform only receives totals such as "Sales team: 86 people".
Questions about Vanta SignBox
No. The signature is added after the email is sent. Employees keep writing from Outlook, their phone or the browser exactly as before.
As soon as they are added to the company’s user directory. When their title or team changes, their signature and announcements update automatically. A leaver’s signature is removed once they leave the directory.
HR, marketing or the relevant team prepares announcements in the panel. If you like, a manager’s approval can be required before anything goes live. IT is only involved in the initial setup.
They are removed to avoid double signatures. We do this in one go with your IT team during setup.
No. Email travels between your mail platform and the relay on your server. Our platform receives nothing but requests for the rule package and summary counts.
No. If the relay can’t be reached, Exchange queues the email and retries. For a longer outage you just switch off the mail flow rule and emails go out the normal way, without a signature. Two relays can run side by side for high availability.
The relay is installed on your server with Docker. A read-only app registration is created in Entra ID. A ready-made PowerShell script sets up two connectors and the mail flow rule, which is first enabled for a single test user. Switching the rule off puts everything back as it was.
Views are counted when the banner image loads. Some email clients download images before the email is opened, others never do. That’s why we recommend click rate as the main measure.