Whether you are manually sending emails via Eploy, or letting our automatic workflow notifications take care of that for you, having your own signature in Eploy is a great way of personalising your email content.

This guide will look at how to create your own signature, as well assign it to your user profile.

To jump to a specific section in this article, please use the links below:

My Signatures

To begin managing your signature, select AdminMy Signatures. This will show you any signatures that have already been set up or allow you to create a new one, by clicking New on the grey toolbar.


Once within the signature editor, the first thing to set is the Title. This is the name of the signature as it will appear in any drop-down lists, and should be used to differentiate between old signatures that are no longer in use or generic signatures (for when sending emails on behalf of the recruitment team for example).

You also have the option to Attach Files to the signature – this can be particularly useful if you consistently send the same attachment, such as terms of business, when sending emails. This should only be used if you need the attachment to go with every email sent.

Attach Image Files should be used to upload and embed any images that are included in your signature. This can include things like logos or company branding, as well as icons for social links etc.

Hint - We do NOT recommend that you attempt to copy and paste images into the editor - if you do this, it may appear correctly at this stage, but then not display correctly when emailing candidates. Please use the attach function for your images.


The content editor is where you can then enter your Signature content. This should include all information that you wish to include on any emails sent out and configured to appear as it is required to appear within the email content.

Hint - Avoid copying and pasting text wherever possible, as this can cause formatting issues when sending emails. Type in the signature detail before applying any required formatting using the tool bar on the editor. The tools include formatting, tables, hyperlinks and lists.

Once you have completed the signature, click Save to confirm and make the signature available when sending emails.

Embedding Images

To embed any images in the signature, you need to use the Attach Image Files link. Clicking this link will allow you upload an image from either a local or cloud storage.  Once uploaded use Insert to place the image within the content.

Note: Ensure you place the cursor where you want to place the image before clicking Insert. You can attach and insert as many images as is required by repeating this process.

Hyperlinking Images & Text

Once you have created your signature, you may wish to include hyperlinks, which can be an effective way of driving traffic to your website or social media accounts.

To do this, insert the image or type the text into the signature as normal. Highlight the content that you wish to be a link and then click the Insert Link icon, located on the right hand side of the text editor tool bar.

In the pop-up window, enter the hyperlink URL and Target.  The Target determines whether the content opens in a new window, the same window or a new tab.

Once you have configured the hyperlink, click OK to confirm and embed the hyperlink into the signature.

Hint - Now that you have set up your signature, you can set it as your default within your user profile. If you don't have access to the user module, your system Admins can do this for you.

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