Exclaimer links Workday to email signatures & meetings

Exclaimer has launched an integration with Workday that lets organisations use employee data from Workday in email signatures and video meeting themes.

The link connects HR records in Workday with Exclaimer's software for managing email signatures and meeting branding. The aim is to reduce manual updates and lower the risk of outdated employee information appearing in business communications.

For many companies, Workday is the primary record of staff details, such as job titles and contact information. Yet those details often do not automatically flow into email signatures or meeting displays, leaving IT teams to rely on directory fixes, CSV uploads, or manual changes.

That disconnect becomes more visible as organisations grow, hire new staff or restructure teams. Changes such as promotions, role moves and mergers can leave digital communications carrying inaccurate information if updates are not made across systems.

Research cited by Exclaimer found that 35% of global IT teams rank email signature management among their most time-consuming email tasks. It also found that 80% of organisations still rely on manual methods or user self-service to keep signatures up to date, while in 16% of organisations, responsibility for signatures sits with HR.

The figures highlight a broader overlap between HR-owned employee data and IT-managed systems. Exclaimer argues that email signatures and meeting branding are now prominent communication channels where customers, partners and staff quickly notice errors.

Paul Hammond, Exclaimer's chief product and technology officer, outlined the rationale for the link. "Workday is where organisations manage their people and Exclaimer is where that data needs to show up," he said.

"Until now, there was no direct path between the two, which meant every hire, every promotion, every role change had to be manually reflected across email signatures and meeting branding. That's a maintenance burden that compounds as organisations grow, and it's where errors creep in. This integration closes that gap at the source."

How It Works

The integration allows customers to use Workday as a source of employee data within Exclaimer's platform, alongside directory services including Entra ID and Google Directory. Organisations can pull fields such as names, job titles, departments and contact details from Workday into communications templates.

The setup is designed to preserve the division of responsibilities between departments. HR can remain responsible for maintaining employee records in Workday, while IT retains control over access, deployment and policy settings inside Exclaimer.

It also reduces the need to duplicate employee data across multiple systems. Instead of recreating records elsewhere for signatures and meeting themes, organisations can rely on information already maintained in the HR platform.

Operational Pressure

The launch comes as companies place greater emphasis on consistency and governance across digital communications. Exclaimer's survey found that 92% of leaders believe well-managed signatures are important for building trust and professionalism.

Email signatures may seem routine, but they appear on large volumes of external communication every day. In large organisations, even small errors in job titles, contact details, or department names can spread widely if updates are delayed or missed.

Meeting branding has also become more prominent with the rise of video conferencing. Exclaimer supports branding across Microsoft Teams, Zoom and Google Meet, extending the same employee information into meetings as well as email.

According to Exclaimer, Workday has more than 75 million users under contract globally. The company sees the installed base as a large pool of organisations where HR data exists but is not yet directly connected to day-to-day communication tools.

Scale of Business

Exclaimer says more than 9 million users use it across 75,000 organisations worldwide and processes more than 20 billion email signatures each year. Its customer list includes large corporates, media groups and public sector bodies.

The Workday integration is available as part of Exclaimer's Pro plan. Customers can connect Workday and use HR-managed data to populate email signatures and meeting themes without relying on manual updates or separate directory workarounds.

The integration is intended to help organisations keep employee details aligned across communications as teams expand, restructure, or undergo mergers and acquisitions, without repeated directory clean-up cycles.