FAQ

Nearly a hundred short answers about Gensy, Gmail, Outlook and email signature best practices. For step-by-step help, the documentation takes over.

General

What is Gensy?

Gensy is a Quebec platform that creates, centralizes and deploys email signatures for an entire organization, in Gmail (Google Workspace) and Outlook (Microsoft 365). You design a template once; each employee gets a signature with their own information, and a change deploys to everyone in one click.

Who is Gensy for?

Organizations that want consistent signatures without managing them one by one: SMBs, professional firms, brokers, agencies, non-profits. The Free plan suits a single person; paid plans cover 10 to 250 employees, and the Custom plan goes beyond. An agency can also manage a separate workspace for each of its clients.

What is an email signature manager?

A tool that replaces signatures copied and pasted into each mailbox with a central template. Each employee’s data (name, title, phone, photo) comes from a directory, and the signature is written directly into Gmail or Outlook. When the logo, an address or a promotion changes, you edit the template once and redeploy to everyone.

Why centralize a company’s email signatures?

Because a signature is seen in every email you send. Left to each person, it drifts: old logo, wrong number, mismatched fonts, missing notices. Centralized, it stays on brand, updates in one click, shows the right information and can carry a campaign banner with trackable clicks.

How long does it take to set up Gensy?

Allow about twenty minutes for a first signature: create the workspace, start from your current signature with AI, import employees from a CSV file or from Microsoft 365, then deploy. Connecting Google Workspace or the Outlook add-in, available from the Starter plan, requires a domain admin and a few more minutes, just once; for Google, the client ID of Gensy’s service account is obtained from support.

Do my employees need to create an account?

No. Employees receive their signature without a Gensy account. If you turn on the employee portal, each person gets a secure personal link, valid for 90 days, to complete their profile or manage their signature. Only the people who administer the workspace have an account.

Can I manage several companies or clients with a single account?

Yes. One account can own several workspaces, strictly isolated from one another: separate data, plan, API keys and billing. That’s the way to go for an agency managing its clients or a group with subsidiaries. Every new workspace starts on the Free plan, and an owner can have only one free workspace at a time: to open another one, first move your free workspace to a paid plan (or delete it).

Is the app available in French and English?

Yes. The app is available in French and English, and each member picks their interface language. Signatures themselves can be bilingual thanks to display conditions.

Templates and editor

How do I create a signature template?

The New template button offers three starting points: start from scratch, pick a layout from the gallery, or start from one of your existing templates. The editor shows the signature exactly as it will be received (Real preview); you add rows, blocks and variables such as {{nom}} or {{titre}}, which each employee profile fills in. From the Starter plan up, the editor’s AI assistant can also apply a change you describe in one sentence (from 5 credits per message).

Can I start from my current signature?

Yes. In a new workspace, Start with AI analyzes the signature you paste, plus your website address if needed, then suggests a first template, the detected fields and, if your plan includes departments, suggested departments. It’s free and uses no credits. Confidentiality disclaimers and slogans aren’t carried over; everything can then be edited in the editor.

What is a display condition?

A rule that shows or hides a row, a block or an element based on the content of an employee field. Four operators: is not empty, is empty, contains and does not contain. It’s what lets you serve the whole organization with a single template: the “Mobile” row disappears for people who don’t have one, without leaving a gap.

How do I hide a row when an employee has no mobile number?

Select the mobile row, open the Condition section in the inspector, then choose the Mobile field and the “is not empty” operator. Publish, then deploy the signatures marked Update available. Set on the row, the condition hides all of its content at once: the label, the number and the extension.

How do I create a bilingual French-English signature?

Create two fields, for example titre_fr and titre_en, then show them side by side or set a condition on each row so only the version you want is displayed. French and English live in the same template, and a brand change only has to be made once.

Can I have a different template for each department?

Yes, starting with the Starter plan. Assign a template to a department: every employee without a template of their own inherits it. A template assigned directly to a person takes precedence over their department’s. The number of departments depends on the plan: 1 on the Starter plan, up to 15 on the Enterprise plan.

Which fonts should I use in an email signature?

A font that email clients can display: Arial, Helvetica, Georgia, Verdana or Tahoma. A downloaded web font, even the one on your website, won’t display in Outlook: it’s replaced by the fallback font. In Gensy, the font is set in the editor’s global styles; a new template starts in Inter, which you can swap for a safe font.

How wide should an email signature be?

Between 380 and 420 px. Any wider and the signature forces horizontal scrolling on phones. Set the maximum width in the template’s global styles, and give images fixed pixel dimensions: Outlook ignores inferred sizes.

How do I add social media icons?

Add the Social element: icons, in a row or a column, where you choose the networks and links. Icon only or icon and text; round, square or no-background shape; original or monochrome logo. For a profile specific to each employee, such as LinkedIn, create a field of the Social media type.

Can I reuse a block in several templates?

Yes. Select a block and choose Save as component, at the bottom of the inspector: it appears in the Components section of the Variables tab in every template of the workspace, and a click inserts it at the bottom of the template. Each insertion is an independent copy. There is no copy/paste: Duplicate reproduces an element, block or row within a template, and components stay within the workspace.

How do I test a template before deploying it?

Check a complete profile and an incomplete one in Real preview; the editor has no mobile view. Then send yourself a test with Send a test, in the ··· menu on the template card, open it on your phone too, and click every link: a badly pasted address can’t be spotted by eye.

Employees and data

How do I import my employees?

On the Employees page, the Import menu offers three sources: CSV file, where you map each column to a field; Microsoft 365, from the Starter plan up (owner or admin); or Paste a text, such as a signature or a business card, which AI turns into a profile for 3 credits. New employee creates a profile by hand. CSV and Microsoft 365 imports skip addresses already present by default; adding by hand and Paste a text don’t check for duplicates. On the Free plan, the only slot is your own profile.

Can I import the Microsoft 365 directory?

Yes, from the Starter plan up, for the owner or an admin. Choose the Microsoft 365 source in Employees → Import: a tenant admin consents to reading the directory, you map its fields to yours, then you import. Disabled accounts, addresses already present, external guests and accounts without a mailbox, shared mailboxes included (to add by hand), are skipped. Only the owner can Disconnect.

What types of fields can I create?

Seven types: Text, Email, Phone, Phone extension, URL / Link, Social media and Image (URL). First name, Last name and Email are provided by default, outside the quota, and Job title is created by default (it counts toward the quota). A field can be marked Required: the profile and the portal flag it, but only the email address is enforced when saving. You get 5 custom fields on the Free plan, 10 on the Starter plan, and unlimited fields from the Essential plan up.

How do I fix badly formatted profiles in bulk?

With Clean up data, in the ··· menu on the Employees page, from the Starter plan up. The rules, which use no credits, fix name capitalization, phone formats, extensions, emails, invisible spaces and links. The AI spell check, at 3 credits, also fixes the spelling of titles and departments. You tick each correction before applying it; Undo stays available from the AI assistant history as long as nothing has been changed since (except for a cleanup of more than 500 corrections).

Can my employees update their own information?

Yes, with the employee portal. In information collection mode, employees complete their profile and photo, and an admin approves each submission. In self-service mode, they also manage their signature (preview, copy and, if you allow it, deployment), according to the options you turn on: template choice, deployment by the employee, method choice and optional validation. You choose which fields remain editable; email and department stay managed by admins.

How do I make team photos uniform?

In Gallery → Team Photos, the owner or an admin clicks Make uniform to apply the same framing, pose, background and lighting to the whole team with AI, at 50 credits per photo, from the Starter plan up. You approve each result, with before and after side by side. Originals are kept and can be restored at any time.

What happens if two employees have the same address?

One address can carry several profiles: imports skip addresses already present by default, but adding by hand and Paste a text don’t check, and Duplicate copies a profile, email included. At deployment, if several of these profiles have a template or a department, they get the Duplicate (Manual) status and are forced into manual deployment, to avoid overwriting the wrong signature. Fix the address or delete the duplicate to return to automated deployment.

How do I handle an employee who sends from several addresses?

Add their other addresses, such as their UPN or old addresses, in the Email aliases (Outlook) field of their profile: the Outlook add-in will recognize the person under each of them. For a shared mailbox such as info@, create a separate profile with its own template instead.

Google Workspace and Gmail

How do I deploy signatures in Gmail for the whole company?

In the Google Admin console, a super admin first authorizes Gensy’s service account through domain-wide delegation (client ID provided by support). The owner then connects Google Workspace in Settings → Integrations with a super admin account of the domain; switch the Deployment page to Automated mode, then click Deploy All. Gensy writes each employee’s Gmail signature through the API: nobody has to install anything. Available from the Starter plan.

What permissions are needed in Google Workspace?

You must be the owner of the Gensy workspace and have a super admin account for the Google domain. Nothing needs to be enabled in your own Google Cloud console: you only configure, in the Google Admin console, domain-wide delegation for Gensy’s service account (client ID provided by support), with the gmail.settings.basic, gmail.settings.sharing and admin.directory.user.readonly scopes. The setup guide in the app walks you through every step.

Do my employees need to install anything in Gmail?

No. With Google Workspace, the signature is written directly into each employee’s Gmail settings through the API. It appears in Gmail with no extension or setup on their end.

Why is Google rejecting my deployments?

The banner in Settings → Integrations gives the cause. An authorization refused to the service account (invalid_grant) is fixed in domain-wide delegation, in the Google Admin console. A missing or expired admin proof (30 days without a Gmail deployment), or an account that is no longer a super admin, is fixed by reconnecting Google Workspace with a super admin account. The missing admin.directory.user.readonly scope is added in the Google Admin console; verification then resumes on its own.

What is the admin proof?

Gensy checks when connecting that the account that consented is a super admin of the domain. This proof is valid for 30 days and renews itself, at most once a day, with every deployment to Gmail; with no Gmail deployment for 30 days, it expires and Google Workspace must be reconnected. It’s a safeguard: if the admin loses their rights or leaves the organization, deployments stop and a banner in Settings → Integrations explains it.

Does Gensy work with multiple Google domains?

Yes, if the domains are managed in the same Google Workspace admin account. A single connection then covers all employees, whatever their domain. For a different setup, write to us through the Contact page.

Does the signature also apply to replies in Gmail?

Yes. The signature Gensy writes is the one in the employee’s Gmail settings: it applies to new messages and replies. When the template changes, a new deployment replaces it everywhere.

Does Gensy work with a personal Gmail account?

Automated deployment requires Google Workspace, because it goes through domain administration. With an @gmail.com address, use manual deployment: on the Free plan, Copy signature on the Deployment page copies it ready to paste into Gmail; from the Starter plan up, Send also emails it to you, with instructions for pasting it into Gmail.

Microsoft 365 and Outlook

How do I deploy signatures in Outlook for the whole company?

Download the add-in manifest in Settings → Integrations, upload it in the Microsoft 365 admin center, then deploy it to all users or to a group. After that, everything happens in Gensy: on the Deployment page, switch to Automated mode and click Deploy All; the add-in then serves each deployed employee their up-to-date signature, with nothing to install on their end. Available from the Starter plan.

How do I install the Gensy Outlook add-in?

In Gensy, open Settings → Integrations and click Download Manifest (XML). In admin.microsoft.com, open Settings → Integrated apps → Upload custom apps, upload the file and deploy it to everyone or to a group. Then, on the Deployment page, switch to Automated mode and click Deploy All: the add-in only serves employees deployed this way. The Microsoft badge switches to Connected once a deployed employee has received their signature through the add-in, that is, when they write their first message.

Why does the add-in show “Offline”?

The add-in hasn’t fetched anything for this employee in more than 7 days. Check that it’s still deployed in the Microsoft 365 admin center and that the person has written a message in Outlook recently: the add-in only checks in when a message is composed. If their address exists in two Gensy workspaces, an add-in installed with an older manifest stops serving their signature: download the manifest again in Settings → Integrations and re-upload it in the admin center.

How do I show the name of the person replying from info@?

With the Outlook add-in connected, add the shared mailbox as an employee, with its own template, then insert the Responder element (Shared mailbox section of the Variables panel): name, title, email or phone of the delegate who replies. Title and phone come from the delegate’s employee profile; without one, only their name and email show. Set an “is not empty” condition on that row so it disappears the rest of the time. Not available in Gmail.

Why don’t the images in my signature show up in Outlook?

In corporate environments, Outlook often blocks external images. Ask your IT team to add gensy.email and app.gensy.email to the approved senders: the logo, photo and icons will then display. If only one photo is missing, check on the Deployment page that the employee is online, then give the email client’s cache a few hours.

Why is my signature misaligned in Outlook?

Classic Outlook for Windows renders emails with the Word engine, which ignores much of modern CSS. Gensy generates an HTML table to keep the alignment, and three settings help: fixed pixel dimensions for images, line spacing around 1.4 to 1.5, and a maximum width under 420 px. Starting from a gallery template avoids most structural errors.

Do I need to be a Microsoft 365 admin to install Gensy?

For one step only: the add-in is deployed once from the Microsoft 365 admin center, and importing the directory requires consent from a tenant admin. After that, day-to-day signature management happens in Gensy, without any special Microsoft rights.

Can the same address exist in two Gensy workspaces?

Yes, but the signature should be deployed automatically from only one of the two. You are always listed as an employee of the workspace you create; if your address is already set up as an employee elsewhere, the creation dialog warns you, without blocking. An Outlook add-in installed with an older manifest, not tied to a workspace, then stops serving the signature: download the manifest again in Settings → Integrations and re-upload it in the Microsoft 365 admin center.

Deployment

What’s the difference between automated and manual deployment?

Automated deployment writes the signature for you: through the Google API in Gmail, or through the add-in in Outlook. Manual deployment sends each employee their signature by email or link, for them to paste themselves. Manual is the only mode on the Free plan, where it comes down to copying your own signature; automated is included from the Starter plan and remains the most reliable option for an entire organization.

Can I schedule a deployment?

Yes, from the Starter plan up. Schedule… sets a date and time up to 60 days ahead, with shortcuts such as “Tomorrow 9 a.m.” or “Monday 9 a.m.” It runs within about 15 minutes, and up to 20 schedules can be pending per workspace. In automated mode, Schedule removal… does the same to take signatures offline.

How long before a change shows up?

In automated mode, once the template is published: the Outlook add-in serves the new version from the next message, without redeploying, and the Gmail signature is rewritten through the API when you deploy (Update or Deploy All). A photo or image can take a few hours to refresh because of email client caching. In manual mode, nothing changes until the employee pastes their signature again.

What happens when I edit a template that’s already deployed?

As long as you save without publishing, employees keep the published version (except for a never-published template, which serves its draft). When the template is published, the Outlook add-in serves the new version from the next message, without redeploying; in Gmail, the signature already pushed stays in place until the next deployment or the daily sync. Once you publish, employees using the template switch to Update available on the Deployment page. Update refreshes them one by one or as a selection, and Deploy All applies the change to everyone.

How do I remove the signature of an employee who leaves the company?

On the Deployment page, select the employee and choose Unpublish: in automated mode, their signature is removed. Deleting their profile unpublishes nothing: with Gmail the signature stays in the mailbox, so unpublish it first, then delete the profile; with the Outlook add-in, it stops being inserted as soon as the profile is deleted. A signature pasted by hand in manual mode can’t be removed by Gensy.

How do I install a signature in Apple Mail?

Apple Mail uses manual deployment. From the Starter plan up, the link sent to the employee opens a page with their signature, a Copy my signature button and instructions for Gmail, Outlook and Apple Mail; on the Free plan, use Copy signature on the Deployment page. In Apple Mail, the signature is pasted in Settings → Signatures. The link is valid for 30 days and can be resent from the Deployment page.

Can I email the signature to an employee?

Yes, on a paid plan. On the Deployment page, Send emails the signature to the employee, Copy share link (··· menu) copies their public link, and Notify All or Notify Selected re-send the installation email to those who already received it. Quick preview shows the signature in a simulated compose window before sending.

Campaigns and analytics

What is a banner campaign?

A promotional banner added to the signature of employees already deployed, at the template’s Banner element if it has one, otherwise below the signature: for all templates or only some, continuously or between two dates. You create it with the built-in editor and its five presets, or from an image, with a destination link whose clicks are tracked. Available from the Starter plan.

Can I schedule a banner for a specific period?

Yes. Tick Schedule campaign, pick the Run period, then click Schedule. In automated mode, the banner appears and disappears by itself: in Gmail at the daily pass, with the Outlook add-in at the next message; a signature pasted by hand keeps it until it is copied again. Without dates, the campaign stays Always active.

Can I limit a banner to certain employees?

Yes, by targeting specific templates: only employees who use them receive the banner. To target a team, give it its own template, by department for example. Leave targeting empty to reach everyone.

What size should a signature banner be?

Design it for about 400 px wide, the width of a signature that’s readable on a phone, and supply an image at twice the display size so it stays sharp. One idea per banner, text that’s readable without zooming, and a real end date: a March promotion still showing in July costs more than it brings in.

How do I track clicks in signatures?

The owner or an admin turns on Signature analytics in Settings → General, then redeploys: Gensy adds a view pixel and redirect links. The Analytics page shows views, clicks and conversion rate (CTR) over 7, 30 or 90 days, by employee, link and device, and the Campaigns tab shows banner views and clicks, all campaigns combined. Available from the Starter plan.

Is the view count accurate?

Every pass through a tracked link counts as a click, known bots excluded, but a security tool that opens the links in an email can add some. The view count is an estimate: an employee who sees their own signature while composing counts as a view, an email client that blocks images counts none, and recognized corporate gateways are set aside. Repeated opens from the same address for the same employee are grouped for about 30 minutes.

Does tracking comply with Quebec’s Law 25?

It’s designed with Law 25 in mind: no cookies, no IP addresses in the statistics, and it only turns on if the owner or an admin decides so. Tracking covers your employees’ signatures, not their correspondents, but a ranking by employee exists: tell your teams what the numbers are for before turning it on.

How do I export statistics?

Export CSV, on the Analytics page, covers the displayed period or a full month, up to twelve months back: totals by employee, totals by day and the ten most-clicked links. Event-level detail for a month is available from support on request.

AI, MCP and API

How is AI used in Gensy?

In several places: the editor’s assistant applies a change you describe in one sentence, and AI suggests your fields, turns a pasted signature into a profile, fixes spelling in profiles and makes team photos uniform. Nothing is applied without your click, and the 8 latest AI actions can be undone from the history, as long as nothing has changed since. Available from the Starter plan.

What is an AI credit?

The unit of the monthly quota shared by all AI features. A message to the editor’s assistant costs from 5 credits (depending on the template’s size), analyzing pasted text 3 credits, a uniform photo 50 credits. The Starter plan includes 1,000 per month, the Enterprise plan 15,000, and the quota resets every month.

What happens when I run out of AI credits?

AI features stop until the following month, or until you change plans. Everything else works normally: editor, deployment, no-credit cleanup rules. Your balance is shown on the Plan card of the dashboard and in Settings → Billing.

What is the MCP connector?

The Model Context Protocol is a standard that lets an AI assistant use an application’s tools. Gensy’s MCP connector gives Claude, ChatGPT, Claude Code or Cursor 51 tools, with the role of the person who authorizes it: workspace, employees, fields, templates, departments, campaigns, signatures and deployments, analytics, team and activity. Available from the Starter plan.

Can I manage my signatures from Claude or ChatGPT?

Yes, from the Starter plan up. Add a custom connector with the address https://app.gensy.email/api/mcp (in ChatGPT, through Developer mode), choose the workspace and scope on the consent screen, then simply write what you want: “Put the Marketing department on the bilingual template and schedule the deployment for Monday at 9 a.m.” Nothing to install, and access can be revoked in one click.

Can the assistant delete data without asking me?

No. Destructive tools (deleting, unpublishing, cancelling a schedule, removing a member) require a confirmation that the assistant must ask you for. A read-only scope doesn’t even expose the write tools, and every action appears in the workspace’s activity log.

Does my data go through Anthropic or OpenAI?

The app’s AI features go through the providers listed on the Subprocessors page. If you connect the MCP connector to an assistant, Gensy’s responses also pass through that assistant’s provider and are subject to its terms, as the consent screen reminds you. Portal tokens and billing credentials never go through this channel.

Does Gensy offer an API?

Gensy exposes its tools through its MCP server, which you can use with an API key from a local client or a script (npx -y gensy-mcp). Keys are generated in Settings → AI assistants & API keys, as read-only or read and write, with an expiry of your choice. Limit of 90 requests per minute per key. Available from the Starter plan.

Pricing and billing

Does Gensy offer a free plan?

Yes: 1 employee (your own profile), 1 template, 3 images and 5 custom fields, with manual deployment through Copy signature, with no email sending or share link. It’s the best way to try the editor on your own signature. Automated deployment, AI, departments, campaigns and analytics unlock starting with the Starter plan.

How much does Gensy cost?

From $0 to $149 per month, depending on the number of employees: Starter $15 (10 employees), Essential $29 (25), Professional $49 (50), Business $89 (100) and Enterprise $149 (250). An annual commitment takes 10% off. Prices are in Canadian dollars, plus applicable taxes; organizations in the United States pay in US dollars (Starter US$12, Essential US$24, Professional US$39, Business US$79, Enterprise US$129 per month). Beyond 250 employees, the Custom plan is priced on quote.

How am I billed with the Quarterly option?

Prices are shown per month and charged in advance for 3 months — $15 per month for Starter, so $45 CAD per quarter. Billing is handled by Stripe.

What about an annual commitment?

An annual commitment takes 10% off. Starter drops from $15 to $13.50 per month, or $162 CAD for the year; Professional from $49 to about $44, or $529; Enterprise from $149 to about $134, or $1,609.

What changes between the free plan and a paid plan?

The Free plan covers your own profile, 1 template and 3 images: you copy your signature yourself and paste it into your email app. From the Starter plan up, deployment can be automated through the Google API or the Outlook add-in (or delivered by email or link), and departments, analytics, campaigns, AI credits, the AI assistant and the MCP server unlock; limits are higher too.

Are taxes included?

No, applicable taxes are added to the listed prices. Registration numbers: GST 722984804RT0001, QST 1229598054TQ0001.

What happens if I go over a quota?

The app shows your counters — employees, templates, departments, images, AI credits. Reaching a limit blocks adding (an import that would exceed it is refused as a whole), and the app offers to replace a template or an image, or to move to the next tier; when AI credits run out, AI features stop until the 1st of the next month. If you move to a smaller plan, employees beyond the limit switch to the “Limited by plan” status and their automatically deployed signatures are removed.

Can I change plans or cancel?

Yes, at any time. The workspace owner does it in Settings → Billing and the Stripe portal (Manage billing): upgrade, downgrade or cancel (back to Free). A cancellation takes effect at the end of the current period, with no pro-rata refund; the first payment of a first subscription is refunded in full on request within 30 days. Before a downgrade or a move back to Free, Gensy shows you what will be removed.

What happens to my workspace if I cancel my subscription?

The workspace reverts to the Free plan. Profiles and templates are kept, but automatically deployed signatures are removed, images are suspended, API keys and connectors are revoked, and the Outlook add-in stops serving signatures. Signatures pasted by hand stay in place. A new subscription restores images and direct links, but removed signatures must be deployed again, and API keys and connectors created again.

Do you have an offer for more than 250 employees?

Yes, the Custom plan: limits, AI credits and collaborators by agreement, starting from the Enterprise plan’s, with priority support and corporate annual billing. Pricing is by quote, based on the number of employees: write to us through the Contact page.

Security and privacy

Where is my data hosted?

The database, authentication and files are hosted by Supabase, on AWS in the us-east-1 region (Northern Virginia, United States); the app is served by Vercel. Each provider, its role, the data it handles and where that data is processed are listed on the Subprocessors page.

Is Gensy compliant with Quebec’s Law 25?

Gensy is designed with Law 25 in mind: a privacy officer, a public privacy policy and subprocessor list, analytics with no cookies and no stored IP addresses, and data export and deletion. Since the data is hosted outside Quebec, your privacy impact assessment must take this into account; the data processing agreement is published on the website, with the terms and the privacy policy.

Who can access my workspace?

The workspace owner has full access and is the only one who can manage billing, the Google Workspace and Microsoft 365 connections, roles, export, reset and deletion. Invited collaborators, as many as your plan allows, work in the workspace. Admins also manage the brand, general settings and fields; members create and edit templates, employees, departments and campaigns, and deploy. Employees see only their own profile, through the portal if it’s enabled. Each workspace is strictly isolated from the others.

Can Gensy support see my data?

Support, only with your permission: a support team member only enters your workspace’s content if the owner accepts their request from the bell icon. Access is logged, carries the “Super Admin” badge in Settings → Team and expires on its own after 72 hours; you can revoke it sooner. Separately, Gensy’s operations team can access data when needed to operate and secure the service, for example to diagnose an outage or handle a security issue.

Can I turn on two-factor authentication?

Yes. In My account → Security, turn on two-factor authentication with an app such as Google Authenticator, 1Password or Authy. The “Remember this device” option skips the code for 24 hours, and can be revoked everywhere.

How long is data kept?

Detailed statistics are kept for 90 days, daily aggregates for 13 months and monthly archives for 12 months. Activity log, AI action history, notifications and schedules: 90 days. AI assistant conversations: 12 months; support requests: 12 months after the last activity. Invitations expire after 14 days, and support access after 72 hours.

How do I export or delete all my data?

In My account → Security, Export my data produces, for the owner, a JSON file of the active workspace’s data (without images, only their addresses), and Delete my account erases the account and the workspaces it owns, after you confirm by typing your email. Settings → Reset also lets the owner empty or delete a single workspace, as long as they keep access to another workspace. Deletion is permanent: the subscription is cancelled immediately, with no pro-rata refund, and signatures already installed stay in place, so unpublish the Gmail ones first.

Comparing Gensy

What is the best alternative to Exclaimer?

It depends on your size and your email platform. Gensy is built for organizations that want to deploy to Google Workspace and Microsoft 365 from the same interface, in French, with tiered plans rather than per-user pricing. It offers a free plan, a visual editor with display conditions, and campaigns and analytics from the Starter plan. The best test is still your own signature: trying it takes a few minutes.

Gensy or CodeTwo: which should I choose?

Both centralize an organization’s signatures. Gensy covers Microsoft 365 through an Outlook add-in and Google Workspace through the Gmail API in the same workspace, which matters if you use both or plan to switch. For the rest, compare them on your own use case: the editor, the language of the interface and support, the billing model and the total cost for your actual number of employees.

Is there a Quebec alternative to Letsignit or Signitic?

Yes: Gensy is designed and operated in Quebec by Agence Hélium, with a French-language interface and support, prices in Canadian dollars and a privacy officer you can reach in Quebec. It covers Google Workspace and Microsoft 365, with display conditions, campaigns, analytics and a connector for AI assistants.

Why not use Microsoft 365 signature rules?

Exchange transport rules add text to the message on the server side: the sender doesn’t see their signature while composing, formatting stays limited, and the signature often ends up at the bottom of the conversation rather than under the reply. Gensy inserts the real signature in Outlook, visible before sending, with a visual editor, per-employee conditions, campaigns and analytics.

What’s the difference between a free signature generator and Gensy?

A generator produces a signature to copy, one person at a time; everyone pastes it in, then it goes out of date. Gensy keeps a central template, fills in each employee’s data and, from the Starter plan up, deploys to Gmail or Outlook without copy-pasting. When a detail changes, a single edit is enough for the whole team.

How do I migrate from another signature tool?

Start from your current signature: Start with AI turns it into a first template and fields, with no credits used. Then import your employees from a CSV exported from the old tool or from Microsoft 365, connect Google Workspace or the Outlook add-in, and turn off the old tool before deploying to avoid two signatures.

Does Gensy charge per user?

No. Gensy sells tiered plans: Starter at $15 per month for up to 10 employees, Professional at $49 for up to 50, Enterprise at $149 for up to 250. Many tools on the market charge per user, often with a minimum number of licences: compare the total cost against the actual number of people who need a signature.

Why choose a Quebec provider?

For language, first: an interface, documentation and support in French. For billing in Canadian dollars, with GST and QST. And for Quebec’s Law 25: a privacy officer you can reach in Quebec and a public subprocessor list. Gensy is a product of Agence Hélium, in Quebec City.

Best practices

What should a professional email signature include?

The essentials: name, title, organization, a phone number and the website. If needed, add a logo, a booking link or two or three social networks. Avoid repeating the email address, which the recipient already has, as well as quotes and long disclaimers. A good signature can be read in three seconds.

Should you put your photo in your email signature?

In relationship-driven roles, such as sales, brokerage or consulting, a photo helps the recipient put a face to a name. What matters is consistency: same framing, same background and same format for the whole team. Plan a fallback logo for those who don’t have a photo, with an “is empty” condition.

Does my email signature have to be in French in Quebec?

The Charter of the French Language governs the use of French in business communications in Quebec, and its requirements were strengthened in 2022. A signature in French, or bilingual with French at least as prominent as English, is the safest practice. For your specific situation, check with the Office québécois de la langue française.

Should you add a confidentiality notice to your signature?

It’s rarely mandatory, and its legal weight is debated. If your sector calls for one, such as legal, finance or healthcare, keep it short and place it last, in small text. In Gensy, a display condition can limit it based on a field of the employee’s profile, or you can give the departments that need it their own template.

Why does my signature arrive as an attachment?

When an image is pasted into the message, Outlook sends it as an embedded attachment: the recipient sees a paperclip, sometimes an image001.png file. A Gensy signature loads its images from a server, like a web page: the message stays light and nothing shows up as an attachment.

Why does my signature look wrong in dark mode?

In dark mode, email clients sometimes invert your colours, sometimes only the background. Black text on a forced white background becomes a white box in the middle of a dark message. The safest setup: a transparent background, text with enough contrast to work both ways, and a logo that stays readable on a dark background.

What size should the logo be in a signature?

Around 120 to 180 px wide on display, rarely more than 60 px high. Supply a file at twice that size so it stays sharp on high-density screens, and set its dimensions in pixels in the template: Outlook ignores inferred sizes.

Do you need a different signature for replies?

Many organizations use a short version for replies: name, title and phone, with no logo or banner, to keep long threads lighter. The full signature stays for the first message, where it makes its first impression.

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