Add or cancel Email Signature licences

Email Signature licences give users a centrally managed signature in Outlook. Each licensed user takes one licence, and licences are counted separately from Digital Card seats.

On Premium, every card already includes an Email Signature licence, so there’s nothing to buy. The panel shows “Every Premium card seat already includes an Email Signature licence - there is nothing separate to manage here.”

Before you start

• You need to be an admin of the organisation.
• You can’t add licences during a Pro trial.
• On EFT billing, the panel shows “For EFT billing changes, please contact support at [email protected] or +27 (0) 87 822 1153.”

Open Email Signature billing

1. In the left menu, click Subscription.
2. On the Current Plan card, click the pencil icon to open Manage Subscription.
3. Click Manage Email Signature. It shows “Not added” or how many licences are in use, for example “6 of 10 licences in use”.

Add Email Signature for the first time

• On Pro (paid by card): enter a number in Licences to Add and click Add Email Signature & Pay Now. Your linked card is charged pro-rata for the rest of your current cycle.
• On Free: enter a number in Email Signature Licences and click Add Email Signature & Continue to Checkout. Fill in your billing details and pay through PayFast. Your plan and Digital Card count stay the same.

Add more licences

1. On the Increase Licences tab, enter the new total in New Licences.
2. Click Confirm & Pay Now.

The pro-rata amount for the rest of your cycle is charged straight away. You’ll see “Payment submitted. Your Email Signature seat increase is pending PayFast confirmation. No seat changes have been applied yet.” If the amount is under the PayFast minimum charge, the licences apply immediately and the amount is added to your next bill.

Reduce licences

Reductions start at your next billing cycle.

1. On the Decrease Licences tab, enter the lower number in Licences Next Cycle.
2. If more users have Email Signature than the new count, click Choose Users. Select exactly the number shown and pick an outcome for each:
   • Deactivate (temporary, keeps org access) removes their Email Signature access only.
   • Delete (left the organisation) is for people who have left.
3. Click Confirm Email Signature downgrade, or Schedule for Next Billing Cycle if no users need to be chosen.

You’ll see “Email Signature seat downgrade scheduled for the next billing cycle.”

Cancel all Email Signature licences

1. On the Cancel Subscription tab, click Cancel Email Signature Licences.
2. Confirm with Yes, cancel.

Email Signature stays active until the end of your current billing period. After that, your licences and Outlook add-in access are removed. Your Digital Card plan isn’t affected.

To undo this before the period ends, return to the same tab and click Reactivate Email Signature.

Related

• Email Signature users and seats
• Deploy signatures to Outlook with Microsoft 365
• Refunds