How to Add and Manage Email Signatures in HubSpot CRM (and Keep Them Consistent)

Last updated October 2026

TL;DR

• Your HubSpot CRM signature now lives under Settings > General > Email > Manage email signatures. Older guides, including HubSpot's own generator page, still point to Profile & Preferences.
• Type your signature in the Simple editor, or click HTML to paste code. It applies to one-to-one emails and sequences you send from the CRM.
• Multiple signatures, and a different default per connected inbox, need Sales Hub Professional or Enterprise and an assigned Sales Seat.
• Images that don't show are almost always a hosting problem: use an image from HubSpot's file manager with a Public file URL, never a pasted image or a private link.
• The conversations inbox has its own team signature, and marketing emails use a Contact owner > Signature token. Each user still maintains their own signature, so for a consistent team signature, manage it centrally from Gmail or Microsoft 365.

HubSpot moved the email signature setting, and a lot of the advice online hasn't caught up. This guide follows HubSpot's current Knowledge Base articles (updated through 2026) to show you where the setting is, how to add a simple or HTML signature, how to change or remove it, and how to fix the problems people hit most: images that don't load, formatting that breaks, and duplicate signatures.

The last section is for whoever owns the brand. If you manage signatures for a sales team, per-user settings make it hard to keep every rep's signature correct, and we explain the alternative.

Where are email signatures in HubSpot?

For one-to-one emails from the CRM, the signature is a personal setting. According to HubSpot's Knowledge Base:

1. Click the settings icon in the top navigation bar.
2. In the left sidebar menu, go to General.
3. Click the Email tab.
4. In the Configure section, click Manage email signatures.

HubSpot actually has several signatures, depending on where an email is sent from. This table shows which one applies:

Where the email is sent from	Which signature is used	Who sets it
A contact, company or deal record (one-to-one email), and sequences	Your CRM signature, or the default signature for that connected inbox	Each user
The conversations inbox, from a team address	The team signature for that inbox or channel	An admin, in the inbox settings
A marketing email	No signature, unless the email uses the Contact owner > Signature token, which inserts the owner's CRM signature	The marketer, per email
Gmail or Outlook, including with HubSpot's extension or add-in	Your Gmail or Outlook signature	Each user, in their email client

How to add an email signature in HubSpot CRM

Add a simple signature

1. Open Settings > General > Email > Manage email signatures.
2. Type your signature in the text box. In the Simple editor, use the icons to format text, insert a link or insert an image.
3. Click Save.

A simple signature is the safest choice. It survives every email client because there's almost nothing to break: name, title, company, phone, and one link.

Add an HTML signature

1. Build or export your signature as HTML. If you used HubSpot's free generator, copy the source code, not the rendered signature. Our HubSpot email signature generator guide walks through that.
2. Open Manage email signatures and click HTML.
3. Paste the code, check the preview, and click Save.

HubSpot warns that email clients handle custom HTML differently, and that more styling means more risk of it not rendering when you compose. To change the font, HubSpot suggests the face attribute of a font tag, but many fonts aren't supported across email clients. In practice, keep to table-based layouts, inline styles and web-safe fonts such as Arial or Verdana. Our guide to HTML signature templates covers the details.

How to change, remove or add more signatures

• Change your signature: open Manage email signatures, edit the text or HTML, and click Save. The change applies to emails you send from then on.
• Remove your signature: clear the text box and click Save.
• Add another signature (Sales Hub Professional or Enterprise with a Sales Seat): click the Choose signature to edit dropdown, select Add new signature, name it, enter the signature, and save. Select Use as my global default signature to make it the one used when no other is specified, and the one the Signature personalization token inserts.
• Set a default per connected inbox: on the Email tab, hover over the connected email account, click Actions > Edit default signature, choose a signature and click Set as default.

There is no admin option to edit another user's signature. HubSpot states it plainly in its marketing email documentation: "Each contact owner can customize their own signature. You cannot edit another user's signature" (HubSpot Knowledge Base).

Why images in a HubSpot signature don't show, and how to fix them

A signature image is a link to a file on the web. If a recipient's email client can't load that link, they see a blank space, a red X or a "linked image cannot be displayed" message. Work through these checks:

1. Use an image from HubSpot's file manager. Insert the image with the Simple editor's image icon, or upload it to the files tool and use its URL in your HTML. Avoid images pasted from another document or linked from cloud storage. In one HubSpot Community thread, a signature photo stored in OneDrive turned into a blank rectangle after two years of working, and the answer pointed the user to HubSpot's Files tool.
2. Check the file's visibility. Files uploaded to the files tool are hosted on a public file URL by default. If someone set the file to Private, its URL only works for people logged in to your HubSpot account, so recipients can't see it. Change it back in the file's details panel under File URL visibility.
3. Open the image URL in a private browser window. If it asks you to sign in or doesn't load, recipients won't see it either. This also catches Google Drive, OneDrive and Dropbox share links, which break when the file is moved.
4. Wait out the cache after replacing a file. HubSpot notes that a replaced file may be cached for up to two hours.
5. Keep the image small. Resize the logo or headshot before uploading, and set an explicit width and height in your HTML. See the best size for email signature images.
6. Accept what you can't control. Outlook and many corporate gateways block remote images until the recipient allows them. Put your name, phone number and links in text, not inside the image, so the signature still works when images are blocked.

For client-specific fixes, see email signature images not showing and Outlook signature images not showing. For hosting options outside HubSpot, see our guide to image hosting for email signatures.

Other common HubSpot signature problems

Symptom	Likely cause	Fix
Formatting looks right in HubSpot but breaks for recipients	Complex HTML, custom fonts or CSS that email clients ignore	Simplify to a table layout with inline styles and web-safe fonts, then send a test to a Gmail and an Outlook address
Two signatures on the same email	A HubSpot signature plus a signature added by your email client or a signature tool	Keep one source. If signatures are managed from Gmail or Microsoft 365, clear the HubSpot signature, including each inbox default
The wrong signature on some emails	A different default is set for that connected inbox	Check Actions > Edit default signature for each connected account
No signature in a marketing email test	Test sends only show the owner signature when you preview as a specific contact	Send the test as a specific contact, as HubSpot explains
An email from the conversations inbox has the team signature, not yours	A team signature takes priority for that inbox or channel	Expected behavior. Edit the team signature in the inbox settings

Signatures in the conversations inbox, sales emails and marketing emails

Conversations inbox (team email)

When you connect a team address such as sales@ to the conversations inbox, you can click Add team signature in the inbox settings and write it in the Simple or HTML editor. HubSpot's documentation says this signature only applies to emails sent directly from the conversations inbox, and that it's used by default instead of each user's personal signature when they send or reply from that address. You can insert tokens for the sender's full, first or last name. A beta adds email address, job title and phone number.

Sales emails (one-to-one and sequences)

These use the CRM signature from the steps above. They're sent through the rep's connected Gmail or Microsoft 365 inbox, which HubSpot describes as sending "using your company's email servers". That detail matters for the last section.

Marketing emails

Marketing emails don't carry a signature by default. To make one look like it comes from the contact's owner, set the From name and address to the owner tokens, then place the Contact owner > Signature token where you want the signature. If the contact has no owner, HubSpot uses the fallback user, or the fallback value you enter (HubSpot Knowledge Base).

Why per-user signatures drift, and how to manage them centrally

Everything above is done by each user, one account at a time. That's fine for a five-person team. At 50 or 500 reps, it means every rebrand, title change, new phone number or campaign depends on each person updating their own settings in HubSpot, and again in Gmail or Outlook. Some never do, and the emails reps send to your best prospects end up with the least consistent branding. Our guide to company-wide email signature management explains the operating model.

The alternative is to manage the signature where the email leaves your company. Because HubSpot sends sales emails through the rep's connected mailbox, a server-side signature tool for Google Workspace or Microsoft 365 can add the signature in transit. Scribe works this way. It has no HubSpot app and nothing to install in HubSpot. According to Scribe's HubSpot documentation, with server-side installation live, one-to-one emails, sequences, replies and templates sent through a connected inbox get the rep's managed signature, as long as the From address belongs to a teammate whose signature is installed. Marketing emails and automated workflow emails are sent from HubSpot's servers and don't get it.

If you go this way, clear each rep's HubSpot CRM signature first, or recipients will see two. Note that this also empties what the Contact owner > Signature token inserts in marketing emails, so check with your marketing team first. Scribe's documentation doesn't list conversations inbox team emails among the covered cases, so test a team address before you rely on it.

The full setup, including booking links and banner tracking, is in our guide to HubSpot email signatures for teams.

Frequently asked questions

How do I change my email signature in HubSpot?

Click the settings icon, go to General, open the Email tab, and click Manage email signatures in the Configure section. Edit the signature in the Simple editor or click HTML to edit the code, then click Save. If you have multiple signatures, pick the one to edit from the Choose signature to edit dropdown.

Where did the signature setting in Profile & Preferences go?

HubSpot moved it. The current path is Settings > General > Email > Manage email signatures. Some older guides and HubSpot's own signature generator page still mention Profile & Preferences.

Can I paste an HTML signature into HubSpot?

Yes. In Manage email signatures, click HTML and paste your code. HubSpot warns that email clients handle custom HTML differently, so keep the layout simple, use inline styles and web-safe fonts, and send a test to Gmail and Outlook addresses.

Why is the image in my HubSpot signature not showing?

The image URL usually isn't publicly reachable. Use an image from HubSpot's file manager with its File URL visibility set to Public, avoid pasted images and Google Drive or Dropbox share links, and open the URL in a private browser window to check it. Outlook may also block remote images until the recipient allows them.

Can I have more than one signature in HubSpot?

Yes, with Sales Hub Professional or Enterprise and an assigned Sales Seat. You can add named signatures, choose a global default, and set a different default signature for each connected email account.

Can a HubSpot admin set one signature for the whole team?

Not for CRM signatures. Each user manages their own, and HubSpot says you cannot edit another user's signature. Admins can set a team signature for a conversations inbox. For one consistent signature on every rep's sales email, manage it centrally from Gmail or Microsoft 365 with server-side signatures.

Do HubSpot marketing emails include my signature?

Only if the email uses the Contact owner > Signature personalization token, which inserts the contact owner's CRM signature. Test sends show the signature only when you send the test as a specific contact.

Next step

Set up your own HubSpot signature with the steps above. If you're responsible for a whole team's signatures, try managing them centrally instead: Scribe's 14-day free trial needs no card, and you can pilot server-side signatures with one sales team first. See email signatures for sales teams using a CRM for how this works across HubSpot, Salesforce, Outreach and Salesloft.