Digital Signage
1. What it is
Digital Signage turns any browser-capable screen into a workplace display that rotates alerts, news posts, recognitions, calendar events, and custom media slides. Each screen runs as a web page authenticated by its own token — no partner hardware or device agent is required.
- Enablement: Digital Signage is a pay-as-you-go app billed per registered screen. An admin enables it from the Apps Marketplace, then registers individual screens.
- What it is not: Digital Signage does not replace a third-party signage platform. Its display URL can be embedded as a web zone inside an existing player (BrightSign, Scala, Yodeck, etc.) alongside that platform’s own content.
2. Standing it up
- Go to Apps Marketplace and enable Digital Signage.
- Open Digital Signage → Settings and review the module toggles. At minimum, confirm Enable Screen Management is on (it is by default).
- Go to the Screens tab and register your first screen. Give it a name, optionally assign it to a location, and save. The system generates a unique display URL.
- Copy the display URL and open it in the browser on your target device (a Chromium browser, Fire TV, smart TV, or any signage player that accepts a web URL). The screen begins polling for content immediately.
- Return to the Dashboard tab. Within a few minutes the screen’s status badge should change to Online, confirming it is connected.
What silently does nothing until configured: a screen assigned to a location will only show media slides and broadcasts targeted to that location (or to all locations). If you upload media scoped to “Lobby” but the screen has no location set, that media will not appear.
3. How it fits together
Screens
A screen is a registered display device. Each screen carries its own 32-character token, and its public URL (/signage/display/<token>) is the only credential the device needs. Screens have four statuses:
- Online — heartbeat received within the last 5 minutes.
- Offline — previously connected but no heartbeat in the last 5 minutes.
- Never connected — registered but the display URL has never been opened.
- Inactive — manually deactivated by an admin (the display goes dark).
Example: you register three screens — Lobby Wall (location: HQ), Break Room (location: Warehouse), and Cafeteria TV (no location). Lobby Wall shows only HQ-targeted media. Break Room shows only Warehouse-targeted media. Cafeteria TV shows only media published to all locations.
Content types and the feed
Each screen rotates a playlist built from up to eleven content sources: custom media, alerts, news feed posts, broadcasts, recognitions, calendar events, open shifts, training reminders, OKR progress, contest leaderboards, and Live Boards. Every source is independently toggleable at the tenant level (in Settings) and overridable per screen.
The feed is assembled on each poll. Urgent alerts and custom media slides are pinned to the top of the rotation; everything else sorts by recency.
Content rules (per-screen overrides)
Each content type can be switched on, off, or left to inherit the tenant default — per screen. A screen also supports scheduling windows: a one-shot date range and recurring dayparting (specific days of the week and a daily time window). This lets you show shifts content on the factory floor only during weekdays, 6 AM–6 PM, without touching the tenant default.
Custom media and the approval workflow
Custom media slides (images or short videos) are the content that originates inside Digital Signage rather than being mirrored from another app. Media follows a four-status lifecycle:
Draft → Pending → Approved → (live on screens)
When Require Media Approval is on (the default), new uploads start in Pending and must be approved by an admin before they appear. Editing an already-approved slide sends it back to Pending for re-review. When approval is off, uploads go straight to Approved and appear immediately.
A rejected slide can be edited and resubmitted. An approved slide can be unpublished (returned to Pending without a rejection badge).
Zone tags
Both screens and media slides carry optional zone tags — free-form labels like “lobby”, “safety”, or “cafeteria”. A slide with zone tags appears only on screens whose tags overlap. A slide with no tags appears on all screens. A screen with no tags sees only untagged slides.
Location scoping
Screens can be assigned to a location. Media slides can also be scoped to a location or left as “all locations.” The feed matches: a screen at Location A sees slides for Location A plus all-location slides. A screen with no location sees only all-location slides.
Integration with Communications
From the Communications composer, an author can mark a broadcast or news feed post to appear on screens. This is a request, not an override — the screen’s own content rules still decide whether Communications content shows. Broadcasts can be targeted to specific sites (locations where a screen is registered). The composer shows the signage option only when at least one active screen exists.
4. Running it
Registering a screen
- Go to Digital Signage → Screens → Register screen.
- Enter a name, an optional description, and optionally assign a location.
- Save. Copy the generated display URL and open it on the target device.
Uploading custom media
- Go to Digital Signage → Media → Upload media.
- Upload an image (PNG, JPG, GIF, or WebP) or video (MP4 or WebM). Give it a title.
- Optionally scope it to a location, add zone tags, set a schedule window, or configure recurring dayparting.
- Save. If approval is required, it enters the review queue. If not, it appears on matching screens immediately.
Reviewing pending media
- Open the Media tab. The pending count appears at the top.
- Open a pending slide and choose Approve or Reject. Rejections can include a reason the author sees in their notification.
Forcing a screen refresh
On a screen’s detail page, click Force refresh. This sends a real-time signal to the kiosk to re-fetch its feed immediately instead of waiting for the next poll interval. If the screen is offline, the refresh applies when it reconnects.
Rotating a screen’s token
If a screen’s URL may have been exposed, go to the screen’s detail page and click Regenerate token. The old URL stops working immediately. Update the device with the new URL.
Reviewing the audit log
Go to Digital Signage → Audit log. Every change an admin makes is recorded: screens created, edited, deleted, activated, deactivated, force-refreshed and token-rotated; media created, edited, deleted, submitted, approved, rejected and unpublished; and settings updates and resets. Each entry shows who acted, what they acted on, when, and the originating IP.
Filter by action type or by a date range, and choose 50, 100 or 200 entries per page. The action dropdown is built from what has actually been recorded, so it only ever offers actions your business has performed. Approvals and rejections made through the AI assistant are recorded here too, marked as taken via the agent.
The tab is visible to company admins and to users granted the Digital Signage app-admin role.
Reviewing analytics
Go to Digital Signage → Analytics. The dashboard shows total impressions, impressions by content type, top content items, top screens, a daily trend chart, and a screen uptime summary (total, online, stale). The default range is 30 days. Analytics data can be exported to CSV.
5. Settings
All settings are at Digital Signage → Settings.
Modules
| Setting | Default | What it changes |
|---|---|---|
| Enable Screen Management | On | Shows the Screens tab and the screen registration UI. |
| Show Custom Media | On | Enables the custom media library and includes media slides in the feed. |
| Require Media Approval | On | Uploaded media starts in Pending and must be approved before going live. When off, uploads go straight to Approved. |
| Show Alerts on Screens | On | Includes active alerts in the screen rotation. |
| Show Feed Posts | On | Includes recent Communications news feed posts. |
| Show Recognitions | Off | Includes employee recognitions. Off by default for privacy. |
| Show Calendar Events | On | Includes upcoming events (next 7 days). |
| Show Shifts | Off | Includes open shifts at the screen’s location. |
| Show Training Reminders | Off | Includes certification deadlines expiring within 30 days. |
| Show OKR Progress | Off | Shows current-quarter company-level objectives with traffic-light progress. Requires OKR Hub to be enabled. |
| Enable AI Agent | On | Allows the Digital Signage AI agent to answer questions and take admin actions. |
| Email Admins About Offline Screens | On | Sends the daily email when a registered screen stops checking in. Turn it off to silence those emails without disabling the app. Recipients can also mute them under the Digital Signage notification category. |
Display Defaults
| Setting | Default | What it changes |
|---|---|---|
| Default refresh interval | 60 seconds | How often a new screen polls for updated content. Per-screen overrides take precedence. |
| Default theme | Light | Light or Dark kiosk appearance. Per-screen overrides take precedence. |
Content Publishing
Three capability settings, each defaulting to the behaviour it replaced, so nothing changes until you move a radio. App admins and business admins can always do all three.
Who can publish content to screens? controls who can upload and manage media slides — and, because the library is shared, who can open it and see every slide in it. It defaults to managers and above. Widen it to everyone with app access or to a content-authors group, or narrow it to app admins only. How far does this grant reach? scopes it: leave it company-wide, or choose their own location only so a site manager publishes to their own sites and cannot make an org-wide push. Anyone you have given the “Contributor — records only” grant for Digital Signage can also publish, whatever this setting says.
Who can approve media before it goes live? controls approve, reject and unpublish. It defaults to app admins and business admins. Naming a group here is how you let a comms or brand team sign content off without making them Digital Signage app admins — that tier also shows every screen’s kiosk URL and opens Settings.
Who can see screen analytics? controls the Analytics tab and its CSV export. It defaults to app admins and business admins. The audit log is deliberately not part of it and stays admin-only, because it records who did what and from which IP address.
6. Other ways to reach Digital Signage
Ask AI
With Enable AI Agent on, the Digital Signage assistant answers admin questions from the live data rather than from these articles. It can list screens with their online/offline status, summarise how many screens are up, list media by status, show what is pending review, and read the admin audit trail. It can also approve or reject a media slide — both ask you to confirm first, both are limited to whoever Who can approve media before it goes live? admits, and both need the media library switched on. Try “Which screens are offline?”, “Show me media pending approval”, or “Who changed signage settings recently?”
On a phone
Opening Digital Signage on a phone shows a read-only status dashboard: how many screens are online and offline, each screen’s state, and — if you can publish media — how many slides are waiting for review. Registering screens, managing media and changing settings stay on desktop. Open the desktop layout on a phone by adding ?desktop=1 to the URL.
API
Two read-only endpoints are available for reporting and integrations: GET /api/v1/digital-signage/screens and GET /api/v1/digital-signage/media, each with an index and a show action. They are scoped to your business, and each requires the same access as the matching tab in the app: screens needs the app-admin tier with Enable Screen Management on, and media needs publishing access with the media library on. An employee who is bounced from a tab in the browser is bounced from the endpoint too. There are no write endpoints — registering screens and approving media happen in the app.
7. More help
- Digital Signage FAQ — specific setup and operating questions.
- Ask AI — the assistant answers questions about Digital Signage from these articles.