Switching to Echosig. Here's how it actually goes.
A practical guide to moving your team's email signatures to Echosig from any provider. What to prepare, what to expect, and what you might genuinely miss. No hype.
This guide is for teams switching from other paid email signature providers. The process is the quite similar regardless of where you're coming from. If you're switching from a free generator instead, the steps are identical, sometimes even simpler.
Before you start
Five things to have on hand before you open Echosig.
A screenshot or export of your current signature as a visual reference
You'll use this to match colors, layout, and font choices when building your Echosig template. Don't skip this - it saves significant back-and-forth.
Your company logo file
PNG with a transparent background works best. If you only have a white-background version, Echosig can use it - it just won't look as clean on colored backgrounds.
Your brand hex color code
Check your brand guidelines or use a color picker on your website. Something like #1a56db. You'll enter this directly in the template editor.
Any links you include in signatures
Website URL, LinkedIn company page, booking link, social handles - compile the list now so you can add them all at once.
Your renewal date for your current provider
Especially important if you're on an annual plan. You can run both in parallel and cancel before the next billing cycle.
The migration, step by step
Create your account and first group
2 minSign up at echosig.com first. No credit card required. Create your first "Group", which is the container for a signature template. Name it after your company or department. One group covers most teams.
Build your template
5-10 minPick a starting template from the library, then set your logo, brand color, and links. The visual editor shows changes in real time - no HTML knowledge needed. Lock down the brand elements (logo, color, social links) so employees can only fill in personal fields like name and phone.
Keep your reference screenshot open alongside the editor. Match the layout, then adjust colors. Don't aim for pixel-perfect on the first pass. Get it close, then test.
Set your default field values
2 minThe group settings let you pre-fill fields that are the same for everyone - your company name, website, LinkedIn page. Employees see these pre-populated when they open their magic link and only need to add their personal details.
Test it yourself first
5 minOpen your own magic link, fill in your name and title, and copy the generated signature. Paste it into your email client's signature settings and send yourself a test email. Check it on your phone too - mobile rendering is where most issues show up.
Send the test email to a Gmail address if your primary is Outlook, or vice versa. Different clients render HTML signatures differently and it's worth catching issues before rolling out to the whole team.
Roll out to your team
5 min to send, 1-2 days for full adoptionShare the magic link via Slack, email, or your company wiki. Each person clicks it, fills in their name, title, and any personal fields, then copies their signature into their email client. They don't need an Echosig account. For teams of 10-30, a single Slack message is usually enough. For larger teams, a brief how-to note alongside the link helps.
The magic link never expires. You can share it again later for new hires or people who didn't set it up the first time.
Handle stragglers
OngoingA few people on every team will take longer. The signature dashboard shows you who has a signature and when it was last updated. Use that to follow up. The message is simple: click the link, copy, paste. Two minutes.
Cancel your old provider
5 minOnce your team is set up, cancel your previous provider. If you're on an annual plan, do this before the renewal date. Most providers require cancellation through account settings or a support request; check their cancellation process in advance so you're not caught out.
Run both providers in parallel until you're confident everyone has switched. There's no risk in overlapping for a few weeks.
Installing your signature by email client
Once employees copy their signature from the magic link, here's where to paste it in each major email client.
| Client | Where to go | Note |
|---|---|---|
| Gmail | Settings (gear icon) > See all settings > General > Signature > Create new | Paste the HTML directly. Gmail renders it correctly in most cases. |
| Outlook (Windows) | File > Options > Mail > Signatures > New | Use the HTML source option or paste into the rich-text editor. Some formatting may simplify. |
| Outlook (Mac) | Preferences > Signatures > + to add new | Paste into the signature editor. Outlook for Mac has slightly different rendering than Windows. |
| Apple Mail | Mail > Settings > Signatures > select account > + to add | Drag the generated signature HTML file into the editor, or paste and format manually. |
| Thunderbird | Account Settings > [Account] > Signature text > check HTML | Enable HTML mode first, then paste. Works well with Echosig-generated signatures. |
Honest trade-offs
Echosig is not a drop-in replacement for every provider. There are real things you'll gain and real things you might miss. Read this section before committing.
What you might give up
A larger template library
Most established providers have accumulated templates over many years. Echosig has a focused library - enough to launch with a professional result, less variety to choose from.
Email client browser extensions
Some providers offer browser extensions that insert signatures automatically. Echosig uses copy-paste. It's a one-time action per employee, not per email.
Banner campaign scheduling and impression analytics
If your current provider offers scheduled promotional banners in signatures or department-level impression tracking, Echosig doesn't have that. Echosig tracks link clicks, not impressions.
Active Directory or Google Workspace directory sync
Enterprise providers can auto-populate signatures from your directory. Echosig uses magic links instead - employees self-serve their own details. No IT setup, but also no automated provisioning.
SOC 2 or compliance certifications
If your procurement requires specific compliance certifications, Echosig doesn't have them. Echosig is GDPR-compliant and EU-hosted, but not SOC 2 certified.
What you get instead
Flat-rate pricing - no per-seat fees as your team grows
Starter is $10/mo for up to 10 signatures. Pro is $50/mo for up to 25 signatures. Unlimited is $150/mo for no limits at all. Hiring your 11th person doesn't change your bill.
Month-to-month billing - no annual commitment
Cancel any time from your account settings. No support ticket, no phone call, no locked-in contract.
EU data hosting in Germany, GDPR-native
Every byte of your data lives on Hetzner infrastructure in Germany. All subprocessors are EU or EEA incorporated. Full DPA and subprocessor list available.
Link click analytics included on all plans
See which signature links get clicked, by whom, and when. Included on Free, Starter, and Pro - no analytics tier required.
Self-serve cancellation from account settings
No support ticket. No waiting period. Cancel in 30 seconds.
Direct founder support via email
Support requests go directly to the person who built and runs Echosig. Not a ticket queue.
One magic link to deploy signatures to the whole team
No IT involvement. No directory sync project. Share a link, employees set themselves up in two minutes.
Template updates propagate automatically
Change a URL or tracked link and it updates across all deployed signatures instantly. For visual changes, employees re-copy in seconds using the same magic link.
Common questions
Do my employees need to create Echosig accounts?
No. They click the magic link, fill in their name and title, and copy their signature. That's it - no account, no password, no app to install. Only the admin who sets up the group needs an account.
Can I run Echosig alongside my current provider during the transition?
Yes. There's no forced cutover. Set up Echosig, test it with a few people, and roll it out at your own pace. Only cancel your old provider once you're confident everyone has switched.
We're on an annual plan with our current provider. What should we do?
Note your renewal date and start your Echosig setup now. Run both in parallel until the renewal date, then cancel before it auto-renews. Echosig is month-to-month, so there's no risk in starting early - you won't be billed for the full year.
What if an employee sets up their signature and then we update the template?
URL changes and tracked links update automatically across all signatures without any action from employees. For visual changes (new logo, layout change, color update), employees open the magic link and re-copy their signature. The link never changes, so the process is the same one they already did.
How do I handle new hires going forward?
Send them the magic link. That's it. The same link works for new hires as it did at launch. They click, fill in their details, copy. No admin action required.
We have multiple departments with different signature designs. Can Echosig handle that?
Yes. Create a separate group for each department - each gets its own template, colors, and links. Free: 1 group, 3 signatures. Starter ($10/mo): 3 groups, 10 signatures. Pro ($50/mo): 8 groups, 25 signatures. Unlimited ($150/mo): no limits.
What happens to our data if we cancel?
You can export all your data (signatures, analytics, uploaded images) from Settings before you cancel. After deletion, data is purged from our servers. Full details in the privacy policy.
What email clients does it work with?
Gmail, Outlook (Windows and Mac), Apple Mail, Thunderbird, and most other clients that support HTML signatures. Echosig generates standard HTML - if your client supports HTML signatures, it works.
Ready to make the switch?
Start free, no credit card required. Your team can be up and running before your next renewal hits.