Accept the additional boundary in exchange for a fully managed service.
Centralized email signature management for Microsoft 365
Centralize every email signature. Choose where email is processed.
Create, assign and update every employee signature, legal disclaimer and campaign banner from one place. Start with our managed SMTP relay or deploy the processing layer in your own cloud for complete control of the signature-processing path.
Microsoft 365 · Managed Cloud or BYOC
Processing model
Processed by SignaGrid · Returned immediately
The message takes a controlled detour through the SignaGrid Managed Relay, then returns to Microsoft 365 for delivery.
A company-wide signature should not require company-wide trust in another email processor.
Centralized signature tools solve consistency by routing email through vendor infrastructure. That may work for many organizations. For security-conscious enterprises, it creates a new processor in the most sensitive communication path. SignaGrid lets every organization choose the boundary that fits its risk model.
Broken and inconsistent signatures
Different devices, outdated details and uncontrolled formatting.
Sensitive mail routing
Another vendor in the path of every outbound message.
A lost brand channel
Valuable customer conversations carrying static, unmeasured content.
Why deployment architecture matters
A signature service should not become an invisible participant in every email.
When a hosted server-side product adds a signature, the message is routed from Microsoft 365 to the provider's relay, modified and returned. Even when the provider does not retain message content, that service becomes another trust boundary, operational dependency and supplier in your email path.
Transient access is still access
No-retention policies reduce exposure, but the service still receives the message in order to modify it.
Mail flow becomes a shared dependency
Relay availability, certificates, connectors and provider changes can affect delivery.
Supplier risk enters the conversation
Permissions, support access, subprocessors, updates and incident response become part of the security review.
CloudProcessed by SignaGrid · Returned immediately
1external processors in the signature path
- keysSignaGrid-operated
- logsSignaGrid-operated
- updatesSignaGrid-operated
- support accessSignaGrid-operated
PrivateProcessed in your cloud · Never received by SignaGrid
0external processors in the signature path
- keysCustomer-owned
- logsCustomer-owned
- updatesCustomer-owned
- support accessCustomer-owned
Keep processing in your cloud and remove SignaGrid infrastructure from the message path.
Hosted does not automatically mean unsafe. Private does not automatically mean secure. The difference is who owns the boundary, keys, logs and operational decisions.
One platform. Two ways to process email.
Managed
Managed for you. Deployed in minutes.
Route selected Microsoft 365 email through our managed SMTP relay. We apply the correct signature and return the message immediately. No infrastructure to operate, and the platform is designed not to retain message bodies.
- Fast guided setup.
- Fully managed scaling and updates.
- Monitoring included.
- Best for small and mid-sized organizations.
Processed by SignaGrid · Returned immediately
Customer-hosted
Your cloud. Your keys. Your email path.
Run the signature-processing layer in your own cloud environment. Email, attachments, keys, logs and directory cache remain under your control.
- Customer-hosted processing.
- Customer-owned keys and logs.
- No email routed through SignaGrid infrastructure.
- Controlled or just-in-time support access.
Processed in your cloud · Never received by SignaGrid
Control every signature without controlling every employee.
Create signature templates once, connect employee attributes and publish changes across the organization. Users keep writing email as usual while IT retains the guardrails.
Before: three devices, three signatures
After: one policy, one identity
Central signature policy
Directory update: job title changed
- Centralized template editor
- Directory synchronization
- Group and attribute-based rules
- New message, reply and forward variants
- Mobile and cross-client consistency
- Shared mailbox and send-as handling
- Legal disclaimers
- Multi-brand and multi-region support
- Approval workflows
- Audit trail and rollback
Privacy is a deployment decision, not a checkbox.
Certifications and policies matter, but architecture decides who can technically access your email. SignaGrid Private removes our infrastructure from the message-processing path entirely.
Read the security architectureEmail path
Choose managed processing or keep it inside your environment.
Data ownership
Control keys, logs, directory cache and retention.
Operational access
Allow no vendor access, or grant support access only when needed.
Make every employee email useful to the brand — without exposing the conversation.
Schedule campaign banners, target them by team, location or audience, and give Marketing controlled publishing rights. SignaGrid changes the signature layer; your message content is not a marketing data source.
- Scheduled campaign banners
- Regional and departmental targeting
- Brand kits
- Controlled delegation from IT to Marketing
- UTM parameters
- Click measurement focused on signature assets
- Campaign start and end dates
- Reusable layouts
- Preview and approval
Signature (unchanged)Campaign banner
Campaign schedule
- Sales
- DACH
- Partners
IT defines the boundary. Marketing works inside it.
- ITIT connects Microsoft 365 and defines user data sources.
- BrandBrand creates approved signature systems and campaign components.
- LegalLegal approves disclaimers and regional rules.
- MarketingMarketing schedules campaigns without changing security settings.
- SignaGridSignaGrid publishes and records every change.
Scenarios
Built for the moments when signatures suddenly matter.
01 / 06
Global rebrand
Replace outdated assets across every mailbox in one controlled release.
02 / 06
New employee onboarding
Create the correct signature from directory data automatically.
03 / 06
Regional compliance
Apply the right entity name and disclaimer by country or business unit.
04 / 06
Campaign launch
Schedule a banner for Sales without changing the core signature.
05 / 06
M&A and multi-brand
Manage distinct identity systems from one control plane.
06 / 06
Regulated enterprise
Run email processing inside the customer-controlled cloud boundary.
Choose convenience without giving up architectural choice.
| Requirement | Cloud | Private |
|---|---|---|
| Fastest deployment | Best | Guided |
| Infrastructure managed by SignaGrid | Yes | No |
| Processing in customer environment | No | Yes |
| Customer-owned keys and logs | Limited | Yes |
| Automatic updates | Yes | Customer-controlled |
| Best fit | SMB / Mid-market | Enterprise / Regulated |
Start managed. Move private when you need to.
Recommended for small teams getting started
SignaGrid Cloud Core
€24/ 99 PLNper month
20 active mailboxes included
€0.95 / 4 PLN per additional mailbox
- Central signature management
- Directory sync
- Signature and disclaimer rules
- Managed SMTP relay
- Standard support
- 14-day trial
Recommended for growing, multi-brand organizations
SignaGrid Cloud Business
€59/ 249 PLNper month
50 active mailboxes included
€0.85 / 3.50 PLN per additional mailbox
- Everything in Core
- Campaign scheduling
- Multiple brands and regions
- Approval workflows
- Advanced roles
- Signature asset analytics
- Priority support
For enterprise and regulated environments
SignaGrid Private
From€15,000/ 60,000 PLNper year
- Customer-hosted processing plane
- Private deployment package
- Customer-owned keys, logs and directory cache
- Controlled update channels
- Architecture review and onboarding
- Enterprise SLA available
You provide and pay for your own cloud infrastructure. Optional one-time implementation: €4,000–€12,000 / 15,000–50,000 PLN.
Prices are net; VAT is added where applicable. Annual Cloud billing: 15% discount.
An active mailbox is a Microsoft 365 mailbox with at least one signature policy applied during the billing period.
FAQ
Questions buyers actually ask
What is email signature management software?
Email signature management software lets an organization centrally create, assign and update employee email signatures, legal disclaimers and campaign banners without requiring each user to edit Outlook manually.
Does SignaGrid work with Microsoft 365?
SignaGrid is designed for centralized Microsoft 365 email signature management. Deployment options and supported Outlook clients are documented per release.
What is the difference between SignaGrid Cloud and SignaGrid Private?
SignaGrid Cloud processes selected email through our managed SMTP relay. SignaGrid Private runs the processing layer in the customer's own cloud environment, so SignaGrid never receives message bodies or attachments.
Does SignaGrid store email content?
SignaGrid is designed not to persist message bodies or attachments. In Private deployments, email content never reaches SignaGrid infrastructure.
Is SignaGrid a self-hosted email signature manager?
SignaGrid Private provides customer-hosted email signature processing. The organization runs the processing layer in its own cloud environment while retaining access to centralized signature policies and updates.
Can Marketing manage banners without administrator access?
Yes. Role-based permissions can let Marketing manage approved campaign content while IT retains control of deployment, directory access and mail-flow settings.
Can we use different signatures by department or country?
Signature and disclaimer policies can be assigned using approved directory attributes, organizational groups, location, brand and schedules.
Can we migrate from Cloud to Private?
The product supports migrating templates, rules and brand assets between deployment models without rebuilding the signature system.
Is SignaGrid an electronic document signing tool?
No. SignaGrid manages corporate email signatures and disclaimers. It is not an e-signature or contract-signing product.
Your email signature platform should fit your security model — not redefine it.
Start with SignaGrid Cloud or review a Private deployment with our team. Keep one signature policy model while choosing who operates the processing layer.