Teammates overview

View, manage, and monitor your teammates — from synced data and signature assignments to installation status.

The Teammates page is your central hub for managing everyone who will receive an email signature. It shows you each teammate’s data completeness, signature assignment, integration status, and installation progress — all in one place.

Status bar

At the top of the page, four status indicators give you an at-a-glance overview of your deployment progress:

• Synchronized — How many teammates have been synced from your connected directory (e.g., 19/20)
• Assigned to signatures — How many teammates have a signature template assigned to them
• Information Completed — How many teammates have all their smart field data filled in
• Installed signatures — How many teammates have their signature actively installed in their email client

These counters help you quickly identify where attention is needed — for example, if “Information Completed” is behind, some teammates may be missing data that will leave blank fields in their signatures.

Searching and filtering

Use the search bar to find teammates by name. For more targeted views, click the filter icon to open the filter panel with four categories:

• Email — Filter by teammates with or without email aliases
• Information — Show only teammates with complete data (Filled) or those missing fields (Missing)
• Integrations — Filter by connected platform (e.g., Microsoft 365)
• Installation — Filter by deployment status: Installed, Not Installed, Pending, Partially Installed, or Failed

Use the “Information → Missing” filter to quickly find teammates who still need to complete their profile data before you can publish their signatures.

The teammates table

Each row in the table represents one teammate and shows the following columns:

Name — The teammate’s name, job title, and profile picture (if available). Some teammates show a “+1” badge indicating they have email aliases. Click the arrow next to a teammate’s name to expand and see their alias email addresses.

Signatures — Which signature template is assigned to this teammate. Click to expand and see details including the email address, signature name, source (manual or automatic), and when it was assigned.

Information — A progress bar showing how complete the teammate’s smart field data is, displayed as a percentage. Click to expand and see each individual smart field with its status (Filled or Missing), the data source it’s connected to, and when it was last updated.

Integrations — Which email platform this teammate is connected through (e.g., Microsoft 365, Google Workspace).

Installations — The current deployment status for this teammate’s signature. Click to expand and see details for each email address, including the platform, integration, date, and status. If a signature shows “Not activated,” it means you need to go to the signature’s overview page and click Install signatures to trigger the deployment — signatures aren’t installed automatically until you explicitly activate them from there.

Actions — Two quick-action buttons for each teammate:

• Edit (pencil icon) — Open the teammate’s profile to edit their information
• Preview Signature (eye icon) — Open a live preview of this teammate’s signature with their actual data

Preview Signature

Clicking the eye icon on any teammate row opens the Preview Signature modal. This lets you see exactly how the teammate’s signature will look in their email client before deploying it.

Email client tabs

At the top of the modal, three tabs let you switch between email client previews:

• Outlook — Shows the signature as it appears in Microsoft Outlook
• Gmail — Shows the signature as it appears in Gmail
• Apple Mail — Shows the signature as it appears in Apple Mail

Each tab renders the signature within a realistic email client mockup, so you can see the full context — including sender name, subject line, and email body — just as the recipient would.

Display options

The top-right area of the modal includes controls to adjust the preview:

• Light / Dark mode (sun/moon icons) — Toggle between light and dark email themes to check how your signature renders in both modes.
• Device icons (desktop, tablet, mobile) — Switch between screen sizes to verify your signature is responsive and looks good on all devices.
• Send test email — Send a real test email with the signature applied, so you can see the result directly in your inbox.

Signature and slot selector

At the bottom-right of the preview, two controls let you navigate between signature variations:

• Signature dropdown — If the teammate has multiple email addresses or is assigned to multiple signatures, use the dropdown to switch between them (e.g., “Marketing UK”). The dropdown lists each email address and the signature assigned to it.
• Primary / Reply / Internal tabs — For Microsoft users, these tabs match the three signature slots available in Outlook, so you can preview what the teammate sees for each type of email.

Syncing teammates

Scribe automatically syncs all connected directory sources once per day, based on your time zone. You can also click Refresh at any time to trigger a manual sync. After syncing, a notification shows the source and how recently it was refreshed (e.g., “Microsoft Entra ID — a few seconds”).

Synced data flows one way — from your directory to Scribe. Changes to synced fields (like name or job title) should be made in your directory source, and they’ll appear in Scribe after the next sync or manual refresh.

Bulk actions

Select multiple teammates using the checkboxes on the left side of the table. A checkbox at the top of the column selects all visible teammates. When teammates are selected, two bulk action buttons appear:

• Invite teammates (envelope icon) — Send an invitation email so teammates can access their own signature, add their personal information, and install it themselves. Invited teammates can only see their own signature — they won’t have access to other parts of your Scribe workspace. Invited teammates can be managed in your Scribe settings under the Members tab.
• Delete teammate’s emails (trash icon) — Remove the selected teammates’ emails from your Scribe teammate list. They will lose their signature but remain in your connected directory (e.g., Entra ID). A confirmation dialog appears before any deletion.

Adding teammates

Click + Add Teammates in the top right to add people to your Scribe workspace. The dropdown offers four methods, split into two categories:

Automated — Sync from integrations. These teammates are pulled from your connected directory and stay in sync automatically:

• Google Workspace — Import users from your Google Workspace directory
• Microsoft Entra ID — Import users from your Microsoft Entra ID (formerly Azure AD) directory

Manual — Add without an integration, useful for freelancers, contractors, or small teams that don’t use a directory:

• Add manually — Opens a form where you enter the teammate’s First Name, Last Name, Job Position, and Email (all required fields). Toggle “Add another teammate” to keep the form open after each addition so you can add multiple people in a row.
• Upload a CSV — Bulk import teammates from a CSV file

For most companies with 250+ employees, connecting a directory integration is the recommended approach — it keeps teammate data in sync automatically and reduces manual upkeep. Manual addition works well for smaller teams or when you need to add a few people who aren’t in your directory.

Editing teammate selection

Click Edit teammate selection in the top right to manage which users from your connected directory are included as teammates in Scribe. This is where you control who gets a signature — you don’t have to include everyone from your directory.