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Signatures module · User guide

Uniform email signatures for the whole team

The Signatures module gives every email out of FreeScout the same signature — designed once by the administration, filled in automatically for each person with their own details. Nobody assembles their own any more, and nobody forgets the phone number.

It works on its own and needs no other module.

Choosing the arrangement in the administration
Choosing the arrangement in the administration
Eight arrangements ready-made layouts to choose from
One applies exactly one template is active
Per person own number, own profiles
One banner a central promotional area, switchable

How it is divided

Two places, and the split is the heart of the matter:

Manage → SignaturesThe administration designs the appearance: arrangement, which blocks appear, colours and font. Applies to everyone.
Your Profile → SignatureEach person only fills in their own details — the ones the template does not already take from the FreeScout profile.

That way the appearance stays uniform without anybody having to maintain names and numbers centrally.

Designing a template

You can create several templates, but exactly one is active — that is the company's signature. The others are drafts you can try things out with, without touching what is in use.

To decide:

  • the arrangement — eight layouts to choose from: photo left with divider, photo right, photo left with underline, logo instead of photo, stacked and centred, compact single line, photo left with accent bar, photo in the corner with logo
  • which blocks appear: company address, company logo, employee photo, company profiles, personal profiles
  • the style: accent colour, text colour, font, font size and whether links are underlined

The preview redraws on every change — colour, arrangement, font. You do not have to save first to see what it becomes.

What each person fills in themselves

Under Your Profile → Signature each person only adds what the template does not already know: a mobile or direct number and their personal profiles. Optionally an own photo; without one, the FreeScout profile picture is used.

Name, email, phone and job title come from the FreeScout profile and are deliberately not kept a second time here. Two places for the same phone number means one of them is eventually the old one.

An administrator can also fill these details in for others — handy for somebody who has just joined.

Where the signature appears

In two places, and the second is the one people do not think of:

In FreeScoutThe signature is inserted automatically into the reply editor. No change to FreeScout itself is needed.
For other programsOn your own signature page there is Copy to clipboard and Download as .html — for Outlook, Apple Mail or Gmail.

The second path is the reason the module is useful even when your team does not write everything through FreeScout.

The promotional banner

A single image with a link, held centrally under Manage → Signatures → Company Info & Banner. If it is switched on, it hangs beneath every signature.

The switch is independent of which template is active. A campaign can therefore be turned on and off without touching the signature layout — and the other way round.

The LinkedIn notice

A single switch in the same place puts a «Follow us on LinkedIn» notice into every signature. It always points at the company page from the company profiles, never at an employee's personal profile.

If no company LinkedIn address is set, the notice is left out automatically — even with the switch on. A notice pointing nowhere would be worse than none.

Replacing icons

Flat icons are included for all eight supported networks — LinkedIn, Xing, Twitter/X, Facebook, Instagram, YouTube, TikTok and Website. They are drawn in-house and taken from no brand's asset kit, so they can be used without rights questions.

Each single one can be replaced with your own image under Manage → Signatures → Company Info & Banner → Social Media Icons. No change to the module is needed for that; uploading is enough.

Worth knowing

Freshly installed, it changes nothing

As long as no template is active, FreeScout behaves exactly as before: it keeps using the mailbox's plain-text signature. So you can switch the module on and build a template at your leisure, without anybody sending out a half-finished signature in the meantime.

Missing details leave no gap

If no company logo, address or profile is set, the block in question is simply left out — not shown as an empty box. Each block can additionally be switched off per template.

Email HTML has real limits

The signatures are built with tables and inline styles, and the icons are real image files instead of SVG. That looks old-fashioned, but it is the reason the signature looks in Outlook the way it looks in the preview. Anyone adding a ninth arrangement has to keep to the same rules.

Not getting anywhere with this? Support

Good to know

Frequent questions

Everything you should know about our modules, licences, updates and support before you buy.

Why does my purchased FreeScout module show an expiry date?

With your purchase you get the module plus twelve months of support, security updates and new features. The expiry date shown refers to those included services — not to your right to use the module at all.

What happens when my licence expires?

The module you have installed keeps working. Once the licence has expired, though, no new security or feature updates arrive and the included support can no longer be used.

You decide for yourself whether to renew the licence or to keep using the installed module without further updates, at your own responsibility.

Others promise lifetime updates. Why don’t you?

Technologies, security requirements and dependencies keep changing. What works reliably today can be outdated or unsupported tomorrow. Good software therefore needs continuous care, testing and development.

Rather than tie you to a permanent subscription, we leave you the choice: renew your licence, or keep using the installed module without further updates, at your own responsibility.

Do I need your LaStore module?

No, but the LaStore module connects your FreeScout instance with the modules you bought, and it brings several advantages:

  • installation with one click
  • automatic detection of available updates
  • easy updating right inside FreeScout
  • verification of the package signature
  • protection against module packages altered or tampered with unnoticed

Our modules do not use the normal update process, because it is not secure. The LaStore module verifies each of our modules before updating. An attacker therefore cannot deliver forged, dangerous updates. Without this module the verification is up to you, and it is a manual process.

without LaStorewith LaStore, autopilot offwith LaStore, autopilot on
learns about new versionsnoyes, dailyyes, daily
installsby hand from the portalat the press of a buttonovernight, without you
verifiedby you, via shasum -a 256yesyes
Do I really get the complete source code?

Yes. Our modules are provided under the AGPL-3.0 licence. The module as delivered contains the complete source code, which you can inspect and adapt within the terms of that licence.

On how many FreeScout instances may I use the module?

One licence covers one active FreeScout instance. Two free server moves are included on top of that.

If an old server is no longer in use, the system releases its activation automatically after 90 days. An instance that is unreachable or already deleted is therefore not counted against your licence for good.

Can I return a module I bought?

You have a 14-day right of return. It ends as soon as you activate the module — not already when the licence key is delivered to you.

So activate the module only once you have finally decided to use it. For consumers in the EEA, the statutory provisions on the right of withdrawal for digital content apply in addition.

Who issues my invoice?

Payment is handled by Paddle. Paddle acts as Merchant of Record and therefore as the seller. That is why Paddle appears as the issuer of the invoice, and possibly also as the payee on your card or bank statement.

Does a module need other FreeScout modules?

That depends on the product. Some modules work entirely on their own and offer additional features when other modules are present. Others have hard dependencies.

The slot finder, for example, strictly needs the Calendar module, because the available appointments are worked out from the calendars kept there.

Required and optional dependencies are stated on each product page.

What can I do if something doesn’t work?

We test our modules carefully. Even so, a feature may not behave as expected in a particular environment.

Every module comes with a detailed guide. If that does not get you any further, you can open a support ticket. Describe the problem briefly and the steps you have already taken — we are glad to help.

Pay securely, worldwideYour payment is handled securely by Paddle. You can pay from anywhere in the world, comfortably in your own currency — proper invoicing included.
Open, auditable, adaptableThanks to AGPL-3.0 you get the complete source code. You can audit the software, adapt it yourself and keep running it independently.
Two server moves includedYour FreeScout instance is moving? You can transfer your licence to a new server up to twice, free of charge, and keep using the module there.
Install once, stay current by itselfWith our LaStore module for FreeScout you install what you bought with a single click. Available updates are checked and installed automatically.

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