Digital Signage App Overview

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

1. Go to Apps Marketplace and enable Digital Signage.
2. Open Digital Signage → Settings and review the module toggles. At minimum, confirm Enable Screen Management is on (it is by default).
3. 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.
4. 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.
5. 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 ten 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

1. Go to Digital Signage → Screens → Register screen.
2. Enter a name, an optional description, and optionally assign a location.
3. Save. Copy the generated display URL and open it on the target device.

Uploading custom media

1. Go to Digital Signage → Media → Upload media.
2. Upload an image (PNG, JPG, GIF, or WebP) or video (MP4 or WebM). Give it a title.
3. Optionally scope it to a location, add zone tags, set a schedule window, or configure recurring dayparting.
4. Save. If approval is required, it enters the review queue. If not, it appears on matching screens immediately.

Reviewing pending media

1. Open the Media tab. The pending count appears at the top.
2. 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 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.

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

Who can publish content to screens? controls who can upload and manage media slides. Managers, admins, and super admins can always publish — this floor cannot be narrowed. The setting widens access: you can add a content-authors group or open publishing to everyone with app access.

6. More help

• Digital Signage FAQ — specific setup and operating questions.
• Ask AI — the assistant answers questions about Digital Signage from these articles.