How to Exclude Employees from Email Signature Management

Not every employee needs an automatically managed email signature. Executives with custom designs, service accounts, and shared mailboxes are common exceptions. Lastline lets you exclude specific employees while keeping everyone else in sync.

When to Exclude Employees

The exclusion feature is designed for employees who should not receive automatic signature updates. Common use cases include:

• C-level executives They may have custom signatures with unique layouts.
• Service accounts Shared mailboxes like support@, info@, or billing@ do not need personal signatures.
• Contractors and freelancers External team members may not use your company signature.
• Test and demo accounts Internal accounts used for QA or demos.

How Exclusion Works

When you set an employee's status to "excluded" in Lastline, several things happen:

• They are skipped during automatic signature deployments.
• They are excluded from Google Workspace sync operations , so their data will not be overwritten.
• They are excluded from assignment rule evaluations , so no rules will target them.
• They do not count toward your plan's seat limit . Only active users count toward the limit.

Excluded employees remain visible in your employee list. You can filter by status to quickly see who's excluded and why.

How to Exclude Employees

Use the bulk action to exclude several employees at once:

1. Go to the Employees page in your Lastline dashboard.
2. Select the employees you want to exclude using the checkboxes.
3. Click the Bulk Actions button in the toolbar.
4. Select Set Status → Excluded.
5. Confirm the action.

The change takes effect immediately. The employee's existing Gmail signature remains untouched, but Lastline will stop updating it.

You can also add a note to any employee explaining why they were excluded (e.g., "CEO: custom signature") by opening their detail panel.

Add these exceptions after syncing your directory from Google Workspace and need to carve out exceptions.

What Happens to Their Signature

When an employee is excluded:

• Their current Gmail signature remains as-is. Lastline does not remove or modify it.
• If they had a Lastline-assigned signature, it stays active in their Gmail but won't receive updates.
• They can still copy a signature from Lastline manually. The signature link remains active.
• Reinclude an employee by changing their status back to "active".

Best Practices

• Always add a note Record why someone was excluded. "CEO: uses custom signature" is more helpful than no explanation.
• Review exclusions quarterly People change roles. A contractor who became full-time should probably be reincluded.
• Use assignment rules first Before excluding, check whether an assignment rule can give them a different template instead.
• Don't exclude to avoid billing Exclusion removes an employee from automatic deployment and seat counts. Use it for people who should not receive managed updates.