Admin User Guide

This guide explains how to create content, organise it into playlists, publish it to screens, monitor players, and manage a DisplayFlow account. Some sections are optional features. The account owner can enable them under Profile > Feature Sections. Your sign-in role and editing locks can also limit the pages and controls available to you; see Account users and editing locks.

Keep screen codes private. A screen code connects a player to your account and should be treated as a connection credential.

Contents

1. How DisplayFlow works
2. Getting started
3. Signing in and account security
4. Navigating the admin
5. Dashboard
6. Media library
7. Slideshows
8. Menu boards
9. Event pages
10. Timetables
11. Property pages
12. Web pages and RSS
13. Quizzes
14. Overlays
15. Playlists
16. Schedules
17. Tickers
18. Screens
19. Connecting an Android player
20. Previewing and publishing changes
21. Profile, features, billing, and AI credits
22. Recommended operating practices
23. Troubleshooting
24. Platform operator appendix
25. Special
26. Screen Override
27. Account users and editing locks
28. Referrals
29. Recruitment
30. Socials

1. How DisplayFlow works

DisplayFlow separates content from delivery:

Media and content pages
          ↓
       Playlist
          ↓
Optional schedule and ticker
          ↓
        Screen
          ↓
Android player or browser player

• Media contains uploaded images and videos.
• Content pages are built-in designs such as menus, events, timetables, properties, recruitment pages, web/RSS pages, quizzes, slideshows, clocks, countdowns and weather.
• TikTok slideshow slots select one video from an imported public feed on each playlist pass. TikTok requires an internet connection.
• Playlists decide what plays and in what order.
• Schedules switch playlists by day and time.
• Tickers add a scrolling message over assigned screens.
• Screens represent physical displays or browser players. Each has its own six-character connection code.

The safest publishing workflow is:

1. Upload or build the content.
2. Preview it.
3. Add it to a playlist.
4. Preview the target screen.
5. Assign the playlist or schedule to the screen.
6. Confirm that the physical display updates and remains online.

2. Getting started

▶ Watch the narrated Getting Started video guide

For a first screen, complete these steps in order.

Step 1: Prepare content

Open Media, choose Add New Media, and upload at least one image or video. Landscape screens normally work best with 1920 × 1080 artwork; portrait screens normally work best with 1080 × 1920 artwork.

Step 2: Create a playlist

Open Playlists, select Add Playlist, enter a clear name, and keep it active. Wait for the saved confirmation. Open the playlist and use Add Item to add your uploaded content. Set the display duration for still images and content pages.

Step 3: Create a screen

Open Screens, choose Add Screen, and enter:

• a recognisable screen name;
• an optional physical location;
• an optional group, if screen groups are enabled;
• landscape or portrait orientation;
• the required offline-alert level;
• the playlist created above;
• whether the screen is active.

Step 4: Connect the player

Click the six-character code in the screen row. On the Android player, open setup and enter that code. See Connecting an Android player.

Step 5: Check playback

Return to Screens and confirm that:

• the player is Online;
• Last Seen is recent;
• the expected playlist or schedule is assigned;
• the screen preview shows the intended content.

3. Signing in and account security

▶ Watch the narrated Sign-in and Login Security video guide

Create and verify an account

When self-registration is available:

1. Open the DisplayFlow registration page.
2. Enter your email address and password.
3. Choose the feature sections needed for the account.
4. Create the account and enter the confirmation code sent to your email address.

If the code does not arrive, check spam or junk mail before requesting another code.

Sign in

Use your own email address and password on the admin login page. Account owners with email two-factor login enabled also enter the temporary code sent to their email address. Team users created under Account users have their own passwords and do not inherit the owner’s email-code login setting. Creating another public registration creates a separate customer account; it does not join an existing team.

Reset a forgotten password

Account owners use the public reset flow:

1. Select Forgot password on the login page.
2. Enter the account email address.
3. Open the time-limited reset link sent by DisplayFlow.
4. Choose and confirm a new password.

For security, the reset page does not confirm whether an email address belongs to an account. Team users ask the account owner to reset a forgotten password in Account users; the public reset flow does not reset team-user passwords.

Change your password

Account owners open Profile > Change Password. Team users open Account users > Change your password. Enter the current password, the new password, and the new password again. Changing a team user’s own password signs out their other sessions.

Enable two-factor login

Account owners open Profile > Two-Factor Login:

1. Enable Require an email code when logging in.
2. Enter your current password.
3. Save the setting.

Make sure the account email address is accessible before enabling this option. Separate email verification and two-factor setup are not available for team-user sign-ins.

Sign out

Use Log out when finishing an admin session, especially on a shared computer or mobile device.

4. Navigating the admin

The navigation is organised around three areas.

Dashboard

The dashboard summarises screen health and content counts.

Content

• Media
• Slideshows
• Menus
• Events
• Timetables
• Property
• Recruitment
• Web
• Socials — TikTok feeds and named Facebook Page timelines
• Quizzes
• Overlays
• Special — clocks, world clocks, countdowns and weather

Optional workspace pages are hidden when their feature is disabled.

Publishing

• Playlists
• Schedules
• Tickers
• Screens
• Screen Override
• Override Setup

Account

• Account users — team sign-ins and your own team-user password
• Profile — owner account settings and billing
• Referrals — owner referral link and rewards
• Advertisers

On smaller screens, open the mobile navigation menu to reach the same pages. READ ONLY users can review content and previews, but cannot publish changes. Profile, Referrals and TikTok feed management are reserved for the account owner or authorised master access.

Automatic saving

Most content and settings editors save automatically with JavaScript enabled, including new records once their required fields are complete. Editing a valid new form and pausing can therefore create the record before you close the window. Wait for the saved confirmation before navigating away. Closing a saved editor may refresh its list.

If saving fails, keep the editor open, correct any validation error and choose Retry. Your draft remains in that page; it is not a durable backup. Where Discard is offered, it restores the last confirmed values. An uncertain network result must be retried so the editor can confirm what was saved. Some row-based editors require correction instead of offering discard. Do not rely on closing the browser or losing power to preserve unsaved edits.

Uploads, image replacement, copying, deletion, bulk price adjustments, account security changes, purchases and message sending use explicit action buttons. Autosaving an override setting does not send a message, and autosaving an advertiser does not send an email. Without JavaScript, use the visible submit controls.

5. Dashboard

The dashboard is the best starting point for routine checks.

Summary cards

• Screens shows the total and how many are online.
• Unassigned shows screens without a direct playlist or schedule.
• Playlists shows the number available.
• Content combines key media and content-page counts.

Needs Attention

This section highlights offline or unassigned screens. For each one:

1. Check Last Seen.
2. Open Preview to confirm the expected content.
3. Open Screens to check its assignment and active state.
4. If necessary, inspect the physical player, network, or power connection.

Recent Screens

This section provides a quick view of recent player health. If groups are enabled, use the group filter to narrow the view to a site, department, or customer-defined group.

6. Media library

▶ Watch the narrated Uploading and Managing Media video guide

The media library stores images and videos used directly in playlists and by content builders. PDF and PowerPoint imports become ordinary images; original documents are not sent to players.

Supported uploads

The upload form accepts:

• JPG and JPEG;
• PNG;
• WEBP;
• MP4;
• MOV;
• MPG and MPEG;
• ZIP archives containing supported image and video formats;
• a single PDF, PPT or PPTX document for conversion into page or slide images.

Uploaded photos are optimised for large-screen use. MOV/MPG/MPEG files are converted to MP4 when server conversion support is available. ZIP upload requires the PHP ZIP extension; unsupported and hidden archive entries are skipped. The upload form displays the current total request-size limit.

Upload media

1. Open Media.
2. Select Add New Media.
3. Choose Files to upload from your device, or URL to import a directly accessible public image or video link into the media library.
4. Enter a name for a single file or URL, or allow batch uploads to use their filenames.
5. Choose a folder or leave the item Unfiled.
6. For Files, select individual files or a ZIP archive. On phones and tablets, the file picker can open Photos or Files. For URL, paste the direct public HTTP or HTTPS link.
7. Upload or import the media.

After uploading, preview each important item before publishing it. Uploading a file or importing a URL remains an explicit action.

Import a PDF or PowerPoint

Choose Files in Add New Media and select one .pdf, .ppt or .pptx file. Choose a name and folder, then start the upload. Each page or slide becomes a separate active JPEG, with numbered titles in source order. Use a dedicated folder when the imported document should form its own slideshow. Add the generated images to a playlist or select their folder in a slideshow; the document import itself does not create a slideshow.

The document limit is 25 MB and 50 pages or slides, subject to the upload/request limit displayed by the server. Conversion can take up to 90 seconds. Check every converted page because fonts and layout may differ. PowerPoint motion, transitions, audio and embedded videos are not retained; export to MP4 when you need motion. Password-protected documents and macro-enabled PPTX files are rejected. Document URLs, documents inside ZIP files and document-based replacement of one existing media item are not supported. If conversion reports a server or sandbox error, contact support.

Search and filter

Use the media-library controls to filter by:

• search text;
• folder;
• image or video;
• active or inactive;
• used or unused;
• missing file.

Choose 25, 50 or 100 Items per page and use the page controls to browse results. Bulk selections apply to the current page. Review the used/unused indicators and deletion result before removing media.

Media folders

Use Media Folders to create and rename folders. Folders are especially useful for slideshows and for keeping venue, campaign, or customer assets separate.

When creating a folder, you can also create an active playlist with the same name, an active slideshow linked to the folder, or both. The slideshow option is available when the Slideshows feature is enabled.

Deleting a folder normally moves its media to Unfiled. The folder-and-media deletion option removes only unused media; items referenced elsewhere are retained.

Activate or deactivate media

An inactive item remains in the library but is unavailable for normal playback selection. Use this for temporary withdrawal without deleting the record.

Update media

Open the media details editor to change its name and folder; those fields autosave. Use the separate Update Media upload control to replace its source file, and the active control to change availability. Replacing an existing media item retains its references in playlists and content pages, so every use of that item receives the replacement.

Crop and edit images

The image editor supports:

• original, 1920 × 1080, 1080 × 1920, square, or custom output sizes;
• crop, fit, or stretch sizing;
• background colour for fitted images;
• zoom, rotation and horizontal/vertical flipping;
• brightness, contrast, and colour adjustment;
• saving as a new copy or replacing the existing item.

Choose Create a new edited copy when you may need the original again. Choose Replace the current image only when every use of that media item should change.

Delete media

DisplayFlow prevents deletion while media is referenced by a playlist or supported content page. Remove those references first, then delete the item.

Missing files

A missing-file warning means the database record exists but the uploaded file is absent. Use Update Media to replace the file before using that item.

AI Media

When enabled, AI Media creates an image from a written request and chosen style/orientation options.

1. Write a detailed request.
2. Choose the available design options.
3. Optionally choose an existing library image as a reference and select whether it should guide the colour palette, visual style, composition, or subject/product.
4. Generate the image.
5. Check all generated wording, names, dates, prices, branding, and referenced visual details.
6. Accept it to add it to the media library, or generate another result.

The reference is guidance rather than an exact template. Each successful generation can consume an AI credit even if the result is not accepted. AI output can contain inaccurate text or visual details, so never publish it without review.

7. Slideshows

▶ Watch the narrated Creating a Slideshow video guide

A slideshow links a named slideshow item to a media folder containing active images.

Create a slideshow

1. Create a folder under Media > Media Folders. You can create the matching active slideshow at the same time, or complete the remaining slideshow steps manually.
2. Upload the required images into that folder.
3. Open Slideshows.
4. Select Create Slideshow.
5. Enter a unique name, choose the folder, and keep it active.

When adding the slideshow to a playlist, choose:

• Next slideshow image to cycle through the folder; or
• Random slideshow image to choose images randomly.

Adding or removing active images in the linked media folder changes the slideshow contents. A slideshow cannot be deleted while it is used by a playlist.

8. Menu boards

▶ Watch the narrated Creating Menu Boards video guide

Menu Studio organises a menu into pages, sections and items. Open Menus, choose Current menu, then select the page to edit. Your menu settings apply across its pages; page design applies to the selected page.

Create pages and sections

1. Choose Create menu, enter a name, select Standard template or Custom layout, and choose landscape/portrait and the template columns.
2. Choose a background, add sections such as Drinks or Mains, then add their items.
3. Use Add page for another screen of content and Add section for another group on the current page.
4. Complete the required fields and wait for the automatic saved confirmation. New menus, pages, sections and items can be created automatically once their forms are valid.

Each menu retains at least one page. Use the item search to find names or sections on the current page, and Expand all to open the sections.

Background, headings and layout

Under Background and header, choose a background colour, active image or video from Media. Filter the background library by folder. Videos play silently on a loop behind the menu; the page’s duration controls when the playlist moves on. Upload graphics in Media, then reload Menu Studio to select them. Title, section and item artwork use images.

Set the page heading, optional title graphic, colours and page duration. A title graphic takes precedence over heading text. Leave the page heading blank and choose no title graphic for an unlabelled menu. In Layout & page heading, templates support one to three section columns and a header-height setting; set the header height to zero to reclaim the title area. Custom layouts also have Show page heading, a separate heading font/size and a draggable heading box.

Choose a standard arrangement or position custom section boxes by dragging, resizing or entering left/top/width/height percentages. Arrow keys move a focused section by 1%. Arrange into columns supplies starting positions. Keep boxes within the canvas and clear overlap warnings before saving. Switching layout keeps the menu’s items and prices. Changing section structure may require arranging those sections again.

Show background behind items controls transparent sections. Custom sections can use their own text/background colours. Each item occupies one row, with its name left, price right and description below; menu columns position whole sections. Text fits down when space is limited, so enlarge a section or add another page if the preview becomes hard to read. Match the screen’s orientation separately under Screens.

Items, prices and dietary options

Add an item name, description, main price, optional label/option price and optional image. Move items between existing sections using Page and section, and change their order with the arrow controls. Menu currency and menu-wide heading/item/price fonts are under Menu settings. Edit section controls the heading graphic, font, weight, text sizes and whether to show its heading.

Choose Vegan (VG), Vegetarian (V) or Gluten-free (GF) only when the item meets that description. The player displays the selected markers and dietary key. Verify the wording and visibility on the finished screen.

Adjust prices changes a section’s numeric prices by a percentage or fixed amount, optionally including option prices. This explicit action includes inactive items, rounds to pennies, never reduces below zero, and skips blank/non-numeric labels such as Market price. Review the result before publishing.

Availability and visibility

Use Availability > Sold out for one item or a whole section. The player shows SOLD OUT instead of its main price and hides its option price; saved prices are retained. Restoring a section preserves individual sold-out choices. Use Visibility > Hidden to remove an item or section from playback while keeping it editable. Availability and visibility changes autosave; wait for confirmation. Players receive these changes when they are connected and sync.

Animation, preview and copies

Menu settings provide static text or entrance animations from left, right, above or below, with speed and replay timing. Section settings can override the effect/speed and add an entrance delay. Preview / Replay Animation checks those choices; Preview full menu checks the saved menu across pages. Review the intended screen shape, reading size, artwork, prices and animation before assigning the menu.

Duplicate menu explicitly copies its pages, sections, items, prices, availability and design into an independent menu, reusing its media-library artwork. The new copy is not assigned to screens or playlists automatically. Shared media replacements still affect both copies.

Protect a layout

Protect menu layout uses your usual login password. While protection is enabled, you can edit existing item details and prices and change visibility or sold-out status. Unlock before changing design, fonts, animation, layout or menu/page/section settings, and before adding, deleting, moving or reordering items. Unlocking lasts 15 minutes in that sign-in session. Lock now ends existing unlock sessions; turning off protection requires unlocking first. Five failed attempts cause a five-minute cooldown. A duplicate keeps protection and must be unlocked separately.

Menu layout protection is separate from the team’s screen and playlist editing locks. A protected shared playlist or screen may also restrict changes to the menu used by it; ask the owner when access is refused.

Download a menu image

Authorised platform master sessions can select a saved page and screen shape, choose Download page PNG, wait for the preview, then choose Download PNG. Landscape files are 1920 × 1080 and portrait files are 1080 × 1920. One selected page is exported, and video backgrounds become a still image. This control is not available to ordinary customer or team-user sign-ins.

9. Event pages

▶ Watch the narrated Creating an Event Page video guide

Event pages display a list of events with optional times or dates.

Create an event page

1. Open Events.
2. Select Add Event Page.
3. Enter a title.
4. Choose a layout: Time then Event, Event then Time, Time above Event, Event above Time, Two-column Cards, Single-column Cards, Three-column Cards, Featured Event, or Timeline.
5. Keep the page active and create it.

Add lines

Select the page’s Edit button to open its editor modal, then select Add Line. Enter the event text and optional display label, location, start/end, and repeat settings. A non-repeating event with no end remains visible for 24 hours after its start; one with an end hides after that end. Repeating events remain visible through their Repeat until value. Add, edit, remove, and reorder lines as required.

Import and organise

Use Import to append up to 500 events from a CSV file, an iCal (.ics) file, or a public iCal URL supplied by Google Calendar, Outlook, or another calendar provider. CSV headers are title,time,location,start,end,repeat,repeat_until. Reimported iCal events with the same UID are skipped.

Search and status filters help with larger page libraries. Select multiple pages for bulk activation/deactivation; pages currently used by playlists are not deactivated. Duplicate creates an inactive draft containing the source styling and entries.

Style and preview

Choose from nine responsive layouts and 12 built-in design templates: Midnight Blue, Gallery Light, Festival, Minimal Mono, Ocean Blue, Forest Green, Sunset, Corporate Light, Chalkboard, Rose Evening, High Contrast, and Warm Paper. You can then customise the background, detail-box colour and typography. The layout check warns about excessive rows, long labels, and low colour contrast. Preview the full-screen page before adding it to a playlist.

AI event screen

When enabled, the AI action produces a landscape or portrait image from the event-page title and lines. Check all names, dates, times, and wording before accepting it into the media library.

10. Timetables

▶ Watch the narrated Creating a Timetable video guide

Timetables support daily, weekly, compact, and room-based information screens.

Create a timetable

1. Open Timetables.
2. Select Add Timetable.
3. Enter a title and optional subtitle.
4. Choose a template.
5. Configure styling and background options.
6. Add timetable rows and save.

Rows can include day, time, activity or subject, and room/location information according to the chosen template. Use the duplicate-row action for repeated entries.

Manage timetables

• Use Preview to check the finished layout.
• Use Duplicate to create a starting copy for another day, room, or site.
• Deactivate a timetable to remove it from normal selection without deleting it.
• Remove it from playlists before deletion.

11. Property pages

▶ Watch the narrated Creating a Property Page video guide

Property pages combine multiple media-library images with listing details.

Before creating a property

Upload the property photographs under Media. Only suitable active media-library images can be selected.

Create a property

1. Open Property.
2. Select Add Property.
3. Enter only the address, cost, and description required for the listing. These fields are optional and empty values are not displayed.
4. Choose For Sale, To Let, To Hire, or Not shown for the listing status. Choose Residential, Commercial, or Not shown for the property type.
5. Choose a layout template. Available layouts include picture-left and picture-right designs, picture-above designs, overlays, a gallery grid, and heading-first variations that place each detail heading above its value.
6. Select Add Detail for each additional fact that should appear.
7. Choose a heading, type or select its content, then select Add Detail.
8. Remove any detail that should not appear on the listing.
9. Select at least one image. Images remain required so a property cannot create an entirely blank screen.
10. Keep the property active and save it.

The heading list is grouped into residential, commercial, room hire, and general details. Room hire options include capacity, hire rate and period, room dimensions, seating layout, catering, refreshments, licensed bar, AV equipment, projector, sound system, stage, Wi-Fi, kitchen access, setup time, booking deposit, and cancellation terms. Empty or zero-value details are not displayed.

Use the folder filter to find images quickly. Existing properties and valid new properties save automatically; a new property waits for at least one selected image. Preview the result and verify that only explicitly added details appear.

Photo layouts and appearance

Gallery grid rotates the main photo and shows the other photos beside it in landscape. With two photos, the second fills the side area; with one, the main photo fills the media area. Portrait Gallery grid uses one rotating photo. Two pictures side by side uses equal panels in either orientation. With more than two selected photos it rotates through ordered pairs; odd totals pair the final photo with the first. One photo fills the panel, and two remain together.

Editor and library previews rotate photos every six seconds. Screen/playlist previews use the player rotation; the playlist item’s duration limits how many pictures can appear before it moves on. Check a long enough duration when reviewing a larger gallery.

Customise Page Background, Details Background, Address and Detail Values, Description, Detail Headings, Price and Badges, Badge Text, and the title/body font and weight. Check the selected colours in the preview, especially text over photographs.

12. Web pages and RSS

▶ Watch the narrated Web Pages and RSS video guide

The Web area stores named web or RSS sources for playlists.

Add a web page

1. Open Web.
2. Select Add Web Page.
3. Enter a name.
4. Choose Web page.
5. Enter the full HTTPS URL.
6. Keep the item active and save it.

Use Preview to check whether the site permits embedding. Some websites block display inside another application, require cookies or login, or are not designed for TV navigation.

Add RSS headlines

1. Create a new Web item.
2. Choose RSS headlines.
3. Enter the feed URL.
4. Choose the number of headlines and RSS layout.
5. Save and preview it.

RSS playback depends on the external feed remaining reachable and valid. A feed owner can change its format without notice.

Manage public TikTok imports in Socials; see Socials.

YouTube and other hosted content

Where supported by the player, hosted pages or video services still depend on the provider allowing embedded playback and on the screen having a working internet connection.

13. Quizzes

▶ Watch the narrated Creating Signage Quizzes video guide

Quizzes can use customer-created questions and shared category banks.

Category controls

The category list shows availability, question counts, and colour themes. Activate only the categories you want random quiz selection to use.

Use Category Theme to set:

• background colour;
• question colour;
• answer colour;
• answer-box colour;
• accent colour;
• correct-answer colour.

Theme changes apply to every quiz in that category.

Create or edit a question

Enter:

• category;
• question;
• optional active image or video from Media;
• answers A, B, C, and D;
• the correct answer;
• countdown duration;
• answer-reveal duration;
• active state.

Preview attached media and proofread the correct-answer selection before publishing.

Add quizzes to a playlist

You can add:

• a fixed quiz question; or
• a Random quiz question marker, optionally restricted to a category.

Random markers let the player choose from the active eligible bank while avoiding an entirely fixed sequence.

14. Overlays

▶ Watch the narrated Creating and Assigning Overlays video guide

Create and style an overlay

Open Content > Overlays and choose Add Overlay. Configure:

• Name — the reusable label shown in playlist and screen selectors;
• Type — Time, Date, Date & Time, QR Code, Text, or Image / Logo;
• Content — required for Text and QR Code overlays;
• Image / Logo — required for image overlays and selected from active images in Media;
• Position — Top Left, Top Centre, Top Right, Middle Left, Centre, Middle Right, Bottom Left, Bottom Centre, or Bottom Right;
• Text Colour and Background Colour;
• Size — from 50% to 200%;
• Active — only active overlays are available for new assignments and player output.

Time and date overlays use the screen timezone. QR codes are generated by the player from the saved content. Use a compact size and test the viewing distance before publishing QR codes or detailed text.

Put an overlay on one playlist item

Open the playlist item editor and choose an overlay from Overlay (Optional). Save the item, then use Preview item with overlay to check its position, colours, size, text, QR code, or image before publishing. Choose No overlay to remove the item-level assignment.

An item-level overlay appears only while that item is playing. Editing the reusable overlay updates every item and screen that uses it.

Put an overlay on an entire screen

Open Screens and find the required screen. In the Assignment column, use the second selector labelled Screen overlay beneath the playlist or schedule selector. Choose the reusable overlay you want, then wait for the row's saved confirmation. Choose No screen overlay to remove it.

A screen overlay remains active across direct, scheduled, and fallback playlists. If a playing playlist item has its own overlay, the item overlay temporarily takes priority; the screen overlay returns on the next item without an item-level overlay. Use the screen row's Preview control to verify the final position, size, colours, image or text, and landscape or portrait orientation.

15. Playlists

▶ Watch the narrated Playlists and Schedules video guide

A playlist is an ordered list of content shown by a screen.

Create a playlist

1. Open Playlists.
2. Select Add Playlist.
3. Enter a descriptive name.
4. Keep it active and create it.

Add items

Open the playlist and choose Add Item To Playlist. Depending on enabled features and available content, items can include:

• images or videos;
• slideshows;
• menu boards;
• event pages;
• timetables;
• properties;
• recruitment pages;
• web pages or RSS;
• fixed quiz questions;
• random quiz markers;
• Special clocks, world clocks, countdowns or weather;
• Next or Random TikTok video slots from the account’s imported feed.

Set Display Duration for still images and generated content pages. Video duration is normally driven by the video itself. The minimum configured item duration is one second.

Slideshow mode

For slideshow items, select Next slideshow image or Random slideshow image.

Reorder and edit

Use the item controls to change order, duration, active state, or selected source. Duplicate an item when you need a similar entry, and delete items no longer required.

Item fields save automatically. Wait for confirmation, and use Retry for a failed save before leaving. Copying/removal and other action buttons still perform their labelled operations. Inactive playlist items remain in the playlist but do not play.

Expire a playlist item

Set an optional expiry date/time when adding or editing an item. The editor uses the application timezone shown on the form, including daylight-saving changes; blank means no expiry. At the deadline the item becomes inactive and stops playing, including during that item. The row stays available for editing and the underlying media is unchanged. Duplicating an item keeps its expiry.

To reactivate an expired item, switch Active on; this also clears its old expiry. Check the saved state before leaving. Item expiry needs the updated item data and a correct device clock.

Team editing locks

Accounts with active team users show screen/playlist lock controls. A Full lock limits editing to the assigned FULL user and owner. Own additions only permits its assigned user to append and manage eligible additions made after the lock was set, while protecting the original items and order. See Account users and editing locks.

Playlist changes and screens

Connected screens assigned to the playlist receive changes through normal player refresh/heartbeat activity. Check the target screen after the update arrives.

Delete a playlist

Before deleting a playlist, check whether screens, schedules, or other delivery settings depend on it. Reassign those screens and rules first.

16. Schedules

▶ Watch the narrated Playlists and Schedules video guide

A schedule selects playlists by day and time. Screens using a schedule can fall back to another playlist when no rule matches.

Create a schedule

1. Open Schedules.
2. Select Add Schedule.
3. Enter a name and create it.
4. Open the schedule editor.
5. Choose an optional Fallback Playlist.

The fallback runs when no active rule matches. If no rule or fallback playlist matches, the schedule does not resolve to playable content.

Add a rule

For each rule, choose:

• playlist;
• optional label, such as Breakfast or Evening;
• days of the week;
• start time;
• end time;
• priority;
• active state.

Times use the application timezone shown in the editor. If the end time is earlier than the start time, the rule runs overnight.

Priority and overlapping rules

Priority controls which rule wins when more than one active rule matches. Use a deliberate priority scheme and preview the result around rule boundaries.

Assign a schedule

Schedules are linked from Screens > Assignment. The schedule editor shows the screens currently using it.

Edit and delete

Schedule details and rules save automatically where indicated. Before deleting a schedule, note its linked screens and give them a new assignment; otherwise they may become unassigned.

17. Tickers

▶ Watch the narrated Creating and Scheduling Tickers video guide

Tickers display scrolling text over assigned screens.

Create a ticker

Open Tickers, choose Add Ticker, and configure:

• internal ticker name;
• ticker message;
• optional Live, Offer, New, Alert, or Info badges;
• optional screen-local clock/date and dot, star, or arrow separators;
• top, bottom, or switching position;
• fixed or random background colour;
• fixed or random text colour;
• scroll speed in seconds;
• switching interval when using the switching position;
• height as a percentage of the screen;
• priority;
• always-on or scheduled display;
• daily start and end times;
• optional overall start and end dates;
• days of the week;
• screen assignments;
• active state.

Multiple tickers

Priority determines which eligible ticker is selected when multiple active ticker schedules overlap. Keep priorities intentional and avoid identical overlapping rules unless that is required.

Assignments

Ticker-to-screen assignments are managed in the ticker editor. The Screens page shows a summary and provides a shortcut back to ticker management.

Preview and autosave

Use the live preview to check contrast, message length, inserted badges, height, and colour choices. New valid tickers and existing ticker edits save automatically, and closing the editor waits for any pending change to finish.

18. Screens

A screen record controls assignment, orientation, alerts, connection, and player actions.

Add a screen

Select Add Screen and configure:

• Screen Name — a unique operational label;
• Screen Location — the physical position or venue;
• Group — optional grouping when enabled;
• Orientation — landscape or portrait;
• Offline Alerts;
• Assignment — unassigned, direct playlist, or named schedule;
• Screen Overlay — optional reusable overlay shown across every playlist on this screen;
• Screen active.

Your account cannot create more screens than its current screen tier permits.

Screen list fields

Most screen-row changes save automatically when your role and any screen lock permit editing:

• name;
• location;
• group;
• orientation;
• offline-alert level;
• playlist or schedule assignment;
• screen overlay assignment;
• active state.

Wait for the save indicator before leaving the page.

Screen-level overlays

Choose an overlay in the Screen overlay selector beneath the screen's playlist or schedule assignment. It remains visible as the screen moves between direct, scheduled, and fallback playlists. Choose No screen overlay to remove it.

If a playing playlist item has its own overlay, the item overlay takes priority for that item. When the next item has no item-level overlay, the screen overlay appears again. Use Preview on the screen row to verify the final combination and orientation.

Online and active are different

• Active means DisplayFlow permits the screen to receive normal content.
• Online means the player has contacted DisplayFlow recently.

An active screen can be offline because of power, device, Wi-Fi, or internet problems. An inactive screen should not be treated as healthy merely because it connected recently.

Offline-alert levels

• Critical — alert after approximately 5 minutes offline.
• Standard — alert after approximately 10 minutes offline.
• Low priority — alert after approximately 30 minutes offline.
• No alerts — do not send offline alerts for this screen.

Alert delivery also depends on server email and monitoring being configured.

Controls

• Click the screen code to open connection instructions.
• Preview opens a browser preview of the assigned output.
• Share screen preview creates a public, view-only link that expires after 24 hours and replaces the previous link for that screen. See Screen preview before sharing customer content.
• Release linked device removes the current device binding so another player can pair.
• The Active switch enables or disables the screen.
• Delete permanently removes the screen record after confirmation.

Screen editing locks

With active team users, a screen can be locked to its owner or an assigned FULL user. The lock covers assignments and settings, and can also protect shared playlists/schedules used by that screen. Other users can still view permitted content and previews. See Account users and editing locks.

Screen groups

When available, groups can represent locations, floors, departments, brands, or operational teams. Consistent group names make Dashboard and Screens filters more useful.

Advertiser management

▶ Watch the narrated Managing Advertisers video guide

Use Advertisers under Account to record businesses paying to advertise. Payment terms separate the rate period from the payable term, so you can record arrangements such as £10 per week, payable quarterly. DisplayFlow calculates that example as £130.00 due per quarter, using standard annual factors of 52 weeks, 12 months, or four quarters. Payable terms include weekly, monthly, quarterly, annual, one-off, and other; other terms do not have an automatic total. For standard terms, DisplayFlow also calculates the term end date from the start date automatically. Each record stores contact details, payment status, the next-payment date, an invoice reference, and notes.

Advertiser records are private to your account. They are administrative records only: adding or changing one does not alter screen playback, playlists, or your DisplayFlow subscription.

Choose Add Advertiser Screen to open the promotion-screen selector. It contains ready-made venue-specific artwork for advertising the available space on your displays. Use the left and right arrows to view one design at a time, then choose Add to Media to copy the visible design into your main Media Library. It can then be added to a playlist like any other image. Adding another copy does not alter the built-in design or an earlier copy.

Set your originating Company name under Account > Profile before sending advertiser emails. Use Send Agreement to email the advertiser a clearly spaced, company-branded summary of their rate, payable term, dates, and a fresh private graphic upload link; internal notes are not included. Use Send Upload Link when you only need to resend a link. Each link accepts one JPG, PNG, or WebP graphic for seven days. After a successful upload, the link stops working and the image appears directly in your Media Library. The upload page identifies the originating company but does not expose your screens, existing media, account details, or admin controls.

19. Connecting an Android player

▶ Watch the narrated Adding and Connecting a Screen video guide

Connect a new player

1. Create the screen in the admin.
2. Click its six-character code to open Connect Screen.
3. Install and open the DisplayFlow Android player.
4. Connect the Android device to the venue network using Set Wi-Fi if required.
5. Enter the screen code exactly as shown. Keep the supplied server address unless DisplayFlow support directs otherwise.
6. Choose Save and start player.
7. Wait for assigned content to load.
8. Confirm in Screens that the screen is online and device linked.

Open setup on a running player

While playback is visible, press Menu or Back seven times within five seconds, or tap the top-left corner seven times within five seconds. With a keyboard, use Ctrl+Alt+S; seven presses of F12 also open setup. Enter the supplied setup code if prompted. The basic setup page handles connection settings.

See the Android stick setup guide for current installation and setup instructions.

Browser test player

The Connect Screen window also shows a player URL. Open it in a browser to test the screen assignment. Do not post this URL publicly because it contains or represents access to the screen connection.

Move a code to another device

If a screen is already device linked:

1. Power off or disconnect the old player so it cannot immediately reclaim the link.
2. Open Screens and select Release linked device for that screen.
3. Open setup on the replacement player.
4. Enter the existing screen code.
5. Confirm the new device becomes linked and online before leaving it unattended.

Do not release a device during normal playback unless you intend to pair another device.

20. Previewing and publishing changes

▶ Watch the narrated Previewing and Publishing video guide

Content preview

Use the preview action inside Menus, Events, Timetables, Properties, Recruitment, Web/RSS, Media, or other builders before adding content to a playlist.

Screen preview

Screen preview is the most useful final check because it uses the screen's assignment and orientation. It does not prove that the physical device is online, and does not receive or consume queued Screen Override messages.

Use Share screen preview in the screen row when someone needs to review the output without signing in. The link lasts 24 hours, and creating a new link invalidates that screen’s previous link. Anyone holding it can view the content, so share only with intended reviewers. It is a view-only preview, not a player connection code. Expiry prevents new requests but cannot erase content already displayed in an open browser. READ ONLY users cannot create these links.

Use the Preview speed selector to review a screen or playlist at 1×, 1.5×, 2×, or 4× speed. The faster settings shorten timed content and speed up uploaded video playback in the preview only; they do not change the saved playlist or playback on the physical screen. YouTube video is limited to its supported 2× maximum while the surrounding preview continues at the selected speed. Video previews in the Media Library provide the same speed choices.

Publishing timing

Most changes reach a connected player during its normal refresh or heartbeat cycle.

1. Save the content or assignment.
2. Confirm the admin reports that the change is saved.
3. Allow time for the player to receive the update.
4. Check Last Seen and the physical display.

A working connection is needed to receive new content and assignments. Check the actual screen after a connection interruption.

22. Profile, features, billing, and AI credits

▶ Watch the narrated Profile, Features, and Account Security video guide

Profile is for the account owner or authorised master access. Team users manage their own password under Account users and ask the owner about billing or feature changes.

Account details

Use Profile > Account Details to update the account email address and company name. Advertiser emails and upload pages use the company name. Changing the email may require the new address to be verified before normal access continues.

Feature Sections

Enable or disable all optional content, publishing, and account sections, including Special, Overlays, Screen Override, Override Setup, and Advertisers. Media, Playlists, Screens, Referrals, Dashboard, and Profile remain accessible and cannot be switched off. The Special, Overlays, Screen Override, Override Setup and Advertisers controls hide navigation and block direct admin-page access without stopping existing playback or the standalone staff message sender. The Menus, Slideshows, Events, Timetables, Property, Recruitment, Web, Quizzes, Schedules and Tickers switches can also affect playback. Disabling sections does not delete content.

Check affected playlists before disabling a feature already used on live screens.

Password and two-factor login

Manage these under the relevant Profile cards. See Signing in and account security.

Billing

The billing area shows the current account state and available subscription controls. Depending on account configuration, you can:

• choose monthly or annual billing;
• choose an eligible screen tier;
• include optional hardware quantities;
• begin checkout;
• open the billing portal to manage an existing subscription.

A lower screen tier cannot be selected when the account currently has more screens than that tier permits. Expired or invalid billing can restrict admin access and stop assigned screens from receiving normal playlist content.

Externally collected monthly payments

If Profile shows Paid (assumed) and externally collected monthly payments, payment is arranged outside DisplayFlow. This arrangement has no expiry date or expiry reminders; DisplayFlow does not collect or verify those payments. Contact DisplayFlow for payment or plan changes instead of using subscription checkout/portal controls. If a payment is manually marked unpaid, normal account tools and screen content are suspended; the owner can still sign in and reach Profile to resolve it. Access returns after DisplayFlow marks it paid. Separate AI-credit purchases remain available. Offline players see payment-status changes when they next contact the service.

AI credits

The profile displays included, purchased, used, and remaining AI media credits. Included credits are calculated from the number of screens in the account. Available controls can include:

• buying a credit pack;
• enabling automatic renewal;
• choosing the balance threshold that triggers renewal.

Review costs displayed by the live billing interface before confirming a purchase.

Delete account

The Danger Zone permanently deletes the customer account after password and typed confirmation. This is destructive and can remove customer-owned records and uploaded content. Export anything required and disconnect operational screens before using it.

23. Recommended operating practices

Name items consistently

Use names that describe location and purpose, for example:

• Scunthorpe Reception - Main Screen
• Lunch Menu - Weekdays
• Gym Timetable - Studio 2
• Christmas Offers 2026

Use folders and groups

• Media folders organise source assets and drive slideshows.
• Screen groups organise operational displays.

Avoid creating multiple spellings for the same group.

Preview before assigning

Check content-page preview, playlist order, and screen preview. Pay special attention to portrait orientation, long text, small prices, embedded websites, and AI-generated wording.

Avoid deleting live dependencies

Deactivate content first when practical. DisplayFlow blocks many unsafe deletions, but always check playlist and screen assignments before removing anything.

Keep a fallback

For scheduled screens, configure a fallback playlist with safe evergreen content. This avoids an empty screen when no rule matches.

Monitor screen health

Review Dashboard > Needs Attention regularly and use appropriate alert levels. Investigate repeated offline/recovery cycles even if the screen is currently online.

Protect access

• Use a unique password.
• Enable two-factor login.
• Keep connection codes and player URLs private.
• Log out on shared devices.
• Release a linked device only during an intentional replacement or repair.

24. Troubleshooting

The screen is unassigned

Open Screens > Assignment and select a direct playlist or schedule. Confirm the selected playlist and required items are active.

The screen is offline

1. Check power, HDMI, and the display input.
2. Check the Android device's Wi-Fi or wired network.
3. Check whether the venue has internet access.
4. Confirm the player application is open.
5. Check Last Seen in the admin.

The screen is online but content is wrong

1. Confirm the correct screen row and code.
2. Check its direct playlist or schedule assignment.
3. For schedules, check day, time, application timezone, priority, and fallback.
4. Confirm playlist items and source content are active.
5. Preview the screen.

A schedule is not switching

Check:

• the schedule and rule are active;
• the correct days are selected;
• start and end times are correct;
• overnight timing is intentional;
• overlapping rules use the intended priorities;
• the screen is assigned to that schedule;
• a fallback playlist is configured.

A ticker is missing

Check the ticker's active state, screen assignments, date range, days, daily times, priority, and text/background contrast. Confirm the screen's ticker summary reflects the assignment.

Media cannot be deleted

The item is still referenced. Remove it from playlists, menus, events, properties, recruitment pages, or other listed dependencies, then try again.

Media shows “missing file”

Use Update Media to upload a replacement. Do not rely on the item until its preview works.

A web page does not display

The external site may block embedding, require authentication, use unsupported browser features, or reject the player's network. Test its preview and use an uploaded image/video alternative when embedding is not permitted.

RSS headlines do not load

Verify the feed URL opens publicly and returns a valid RSS/Atom feed. The feed server may be unavailable or may have changed its format.

An Android player will not pair

1. Confirm the code is copied from the intended screen.
2. Confirm the screen is active.
3. If it reports an existing device link, use Release linked device.
4. Check Android network access.
5. Re-enter the code and save setup again.

Login or email code problems

Check the email address and spam folder, then retry after allowing time for delivery. Use password reset if the password is uncertain. Contact DisplayFlow support if verification, reset, or two-factor messages consistently fail.

An edit is locked or read only

Check your role under Account users, the screen/playlist lock and any shared menu/media/schedule dependency. Ask the owner to change access or make the protected edit. A Menu Studio layout lock separately requires your login password to unlock design changes.

A playlist item disappears at a deadline

Check its expiry in the application timezone. Switch Active on to reactivate it and clear its previous deadline, then wait for the saved confirmation.

Changes will not save

Keep the editor open, check required fields and connectivity, then use Retry. An account access/lock change or a master customer switch can invalidate an open editor. Reopen it in the intended customer context after access is confirmed. Do not repeatedly create another copy to recover an uncertain save.

Billing restricts the account

Open Profile > Billing and review the displayed status, screen tier, and portal/checkout options. If the account has more screens than the selected tier permits, remove unused screens or choose a sufficient tier.

25. Platform operator appendix

This section applies only to authorised DisplayFlow master operators. Customer administrators do not see these tools.

Clients

The Clients page is the starting point for selecting a customer context. After selecting a client, the normal admin pages operate inside that customer's account. Always check the selected-client banner before making a change.

Use Switch Client to leave the current customer context and choose another account.

Use Download All Clients CSV for a fresh export of every owner account, including archived accounts, regardless of the selected customer or table filters. It includes contact/billing details, UTC dates, screen/content counts and AI-credit balances. Prices and monthly income estimates use the current standard tiers; they are not historical invoice totals or negotiated charges. The export excludes passwords and screen credentials but still contains private customer data: store it securely and share only with authorised staff. Downloading does not change accounts or playback.

Use Email Clients to send a separate plain-text message to one, several, or all customer accounts. Choose a welcome, getting-started, or help template to fill the subject and message, review and edit the text, then send it. The welcome template includes sign-in, user-guide, and support links. Recipient addresses are not shared between customers.

For a monthly arrangement collected outside DisplayFlow, choose Plan: Monthly > Payment arrangement: Monthly — external payments. Payment defaults to Paid (assumed), has no end date/reminders, and suspends normal access only when manually marked unpaid. Changing this setting neither collects payments nor cancels an existing Stripe subscription; cancel an active subscription before switching arrangements. Dated manual agreements remain a separate option.

An archived account stays archived when billing is edited. Correct its billing under Archive, mark external payment Paid if required, then explicitly Restore. Check customer context before any billing change or restoration.

All Screens

Without a selected client, All Screens provides a read-only cross-account view. It can filter active/inactive and online/offline screens for support triage without changing customer settings.

AI Usage

AI Usage provides cross-client AI credit and usage reporting. Filter to a client when investigating consumption, but use the customer's Profile controls for customer-scoped settings.

Customer account changes

When working in a selected customer context:

• confirm the account email and client banner;
• avoid changing content or screen assignments without an authorised request;
• document destructive or billing-related changes;
• use the customer's Preview and screen-health evidence to verify the result;
• switch out of the client context immediately after finishing.

Quick reference

26. Special

▶ Watch the narrated Special Pages video guide

Use Content > Special to create clocks, world clocks, countdowns and weather pages for your playlists.

Create a Special page

1. Open Special and choose Add Special.
2. Choose Clock, World Clocks, Countdown or Weather, then enter a name that you will recognise in the playlist picker.
3. Choose the layout and colours, and complete the options for your page type below. Check the live preview.
4. Keep Active and available for playlists enabled. Options save automatically once the required fields are complete; wait for the saved confirmation before closing. Resolve any save error before continuing.
5. Open Playlists, edit the target playlist and choose Add Item. Select the saved page under Specials, set its display duration and add it to the running order.
6. Preview the target screen, then check the connected browser or Android display after it receives the update.

Choose the page type

• Clock: select a timezone, layout and clock face. Choose 12- or 24-hour time and whether to show the date and seconds.
• World Clocks: add up to eight named locations with their own timezones. Choose a layout and digital, analogue or combined analogue/digital clocks; set the time format and date visibility.
• Countdown: enter a heading, timezone, target date and time, and a message to show when the countdown completes. Each time the playlist shows this page, it displays the time remaining until the same target date and time. Choose Number tiles or Minimal, an optional background image, and Effects: Off, Soft shadow, Contrasting outline, Solid text backing or Background image 50% transparent. Number tile background affects tiles only; Numbers / completion sets digits and completion text; Heading / labels / date sets the surrounding text. Solid backing uses the selected Background colour. The 50% option blends the image with that background colour while keeping text and panels clear. Check the preview, including long headings and completion text.
• Weather: enter a location, search and select a result so its coordinates are saved. Choose Celsius or Fahrenheit, current conditions or a forecast layout, and one to five forecast days. The editor uses sample weather; check screen preview or the player for actual conditions.

Clock and countdown accuracy depends on the player device having the correct time. Weather needs connectivity to refresh; a previously received forecast may appear as Last available forecast, or the screen may report that weather is temporarily unavailable.

Edit or remove a Special page

Use the pencil button in Special to edit a saved page. Changes update playlists that use it when their players refresh. A saved page keeps its type; create another page to use a different type. If a page is missing from Add Item, check that it is active. Remove a page from its playlists before deleting it.

27. Screen Override

▶ Watch the narrated Screen Overrides video guide

Use Publishing > Override Setup to prepare reusable message settings, then Publishing > Screen Override to send a temporary full-screen message to one screen. Examples include an order number with “Order ready” above it, or a patient call with a room on the third line.

Prepare an override setting

1. Open Override Setup and choose Add Override.
2. Enter a Setting name, choose the destination Screen, and enter the fixed Top line.
3. Optionally enter Third-line choices, one per line, such as Room 1 and Room 2. Leave these empty for a two-line order-number message.
4. Choose the background and each text line’s colour, and check the sample preview.
5. Set the display duration from 3 to 300 seconds and the start-within expiry from 1 to 60 minutes (default 10 minutes). Expiry is the deadline to start the message, separate from how long it stays on screen.
6. Optionally enable Play a chime when each message starts, keep the setting active and wait for the saved confirmation. Valid new settings and subsequent edits save automatically; saving a setting never sends a message.

Use the pencil button to edit or deactivate a setting. Changes apply to future sends; messages already queued retain the original text, screen, colours, chime and timing.

Send and track a message

1. Open Screen Override and select a setting.
2. Enter the main message on the second line and optionally select a third line.
3. Check the preview and named destination screen, then press Send.
4. Use Refresh status under Queue and recent messages to see progress. Resend queues a fresh copy of the original message for the same screen, with a fresh expiry.

Messages play in the order sent, sharing one queue per screen across all settings. Each message temporarily replaces normal content and hides tickers and overlays. Normal playback restarts after the queue finishes; the interrupted item normally starts again from its beginning.

Online players check for messages every 30 seconds once they have detected an active setting. The first detection can take the player’s previously configured heartbeat interval. Delivery also depends on connectivity and messages already in the queue, so sending is not instantaneous. An offline screen cannot receive new messages until it reconnects, and messages that miss their start deadline expire.

• Queued: saved and waiting for the player to report a start or completion.
• Displaying: the player reported starting the message.
• Completed: the player reported finishing its display duration; check the physical screen when confirmation matters.
• Expired: the start deadline passed without an acknowledged start, or a displaying message stopped reporting for too long.

Status can lag playback by a heartbeat, and short messages can go straight from Queued to Completed. History times are UTC. A player reload before acknowledgement can replay an unexpired message. Screen previews do not receive or consume live override messages.

Let staff send from a phone

Open Staff message page from Override Setup, or visit the staff sending page. For eligible accounts without team-user records or a screen editing lock, staff sign in using the account email address and the destination screen’s six-character code. They can select that screen’s active settings, preview, send, refresh history and resend messages. Administrators control setup, colours and durations.

Share these details only with authorised staff: anyone with the pair can send messages to that screen and see its recent history. These shared details do not identify individual staff members. Sign out after using a shared device.

The shared staff page is disabled when the account has any team-user records, including disabled users, or the destination screen is locked. Existing staff sessions also lose access. Owners and authorised FULL users must use the signed-in admin Screen Override page, where individual access and locks apply. READ ONLY users cannot send messages.

Check delivery and sound

If nothing appears, check that the setting and destination screen are active, the screen is online and account access is current. Refresh history and check for queued or expired messages. Verify delivery on the actual browser or Android screen.

For the optional chime, check that the screen has working speakers and its volume is unmuted. A standard browser may need a click or key press on the player before it allows sound. Audio restrictions do not prevent the visual message from displaying.

Account users and editing locks

▶ Watch the narrated Account Users and Editing Locks video guide

The original customer account remains the owner. Open Account > Account users for additional sign-ins to that same account; each user has their own email and password. All account content remains in the owner’s customer workspace. Registering another public account creates a separate workspace.

Create or change a team user

The owner opens Account users, enters a unique email, an initial password of at least eight characters, and FULL or READ ONLY access. Enter the owner’s current password to create the user, change access, disable sign-in or reset a forgotten password. A master acting for a selected customer uses the Master Access password. DisplayFlow does not email an invitation or the initial password; share it privately.

Team users change their own password in Account users using their current password. They ask the owner to reset a forgotten password. Separate team-user verification and email-code two-factor setup are not available. Owner verification, password reset and optional email-code login continue through the owner’s existing sign-in flow.

Changing access, disabling a user or resetting their password signs out their existing sessions. Disabling a user or changing them to READ ONLY preserves content and returns their locks to the owner; re-enabling them does not restore those locks. Changing the owner’s email does not transfer account ownership.

Assign a screen or playlist lock

Lock labels and controls appear in Screens/Playlists only while there is at least one active team user. The owner can assign, change or release any lock; a FULL user can claim an unlocked resource for themselves. READ ONLY users cannot change locks.

• Screen Full lock: the owner and assigned FULL user can change its assignment/settings.
• Playlist Full lock: the owner and assigned FULL user can edit its settings and items.
• Playlist Own additions only: the assigned user can append items and edit, replace, duplicate or remove their own eligible additions made after the lock was set. Every item already present is protected, even one previously added by that user. Playlist settings and ordering remain protected.

A FULL user can release their own Full lock. Only the owner can release an Own additions only lock. The owner retains full editing access in every mode.

Shared content and messages

Locks also cover shared dependencies. Editing a menu/media item used by a protected playlist, or a schedule assigned to a protected screen, can affect that screen indirectly. If the system refuses an edit, ask the owner or authorised lock holder to make it, or create separate content for your work. This is separate from Menu Studio’s password-based layout protection.

Accounts with any team-user records, including disabled users, cannot use the shared email/screen-code staff message page. Locked screens cannot use it either. Owners and authorised FULL users send through the signed-in Screen Override page. Screen playback continues independently of who is signed into the admin.

Referrals

The account owner opens Referrals to create or copy the account’s referral link and review referred-account status. Share the link before the new customer registers so the registration can be attributed. The page shows the current Amazon voucher reward and qualifying monthly-payment or annual-hold requirements; use those displayed terms when sharing. Registration alone does not earn a voucher, and externally arranged payments are not automatically verified by the Stripe-based qualification flow.

For the master administrator, Referral Fulfilment shows referrals awaiting review. Mark a voucher sent only after it has actually been sent outside DisplayFlow. Creating a link, recording fulfilment and rejecting eligibility are explicit actions.

28. Recruitment

▶ Watch the narrated Creating a Recruitment Page video guide

Use Content > Recruitment to create reusable job adverts with one picture and the job details you choose to show.

Create a job advert

1. Upload the picture to Media and keep that image active.
2. Open Recruitment and choose Add Job.
3. Enter the required Job Title and choose one image under Picture. Each job uses exactly one picture.
4. Add Location, Salary / Pay and Description if required. Empty optional fields are not displayed.
5. Choose a layout, add the job details below and keep Active enabled.
6. Check the preview. Valid jobs save automatically once the title and picture are present. Wait for Saved before closing; use Retry if a save fails. Save Job also submits the form.

Add standard or custom job details

Choose Add Job Detail, select a heading, enter or select its Content, then choose Add Detail.

• Job Type offers Full-Time, Part-Time, Temporary, Permanent, Contract, Fixed-Term, Casual, Freelance, Internship, Apprenticeship and Volunteer.
• Other standard headings include Company, Department, Work Location, Working Hours, Experience, Qualifications, Benefits, How to Apply, Closing Date, Start Date and Job Reference.
• Choose Custom Heading to enter your own label and content, such as Staff Benefits and Training and staff discounts. Several custom headings can be added.

Only added details appear on the advert, in their saved order. A standard heading can be added once, with up to sixteen details in total. Edit a detail's content in its row; custom heading labels are editable too. Use the bin icon at the end of the row to remove that detail, then wait for the saved confirmation.

Choose the layout and appearance

Choose Picture left, Picture right or Full image with details overlay. Open Colours and Fonts to change the background, panel, heading, text, labels, accent and badge colours, plus heading/body fonts and weights.

Check contrast and text length in the preview. If the capacity message appears, shorten the description or job details. Preview the destination screen in its landscape or portrait orientation and confirm the result on the connected browser or Android display.

Add the job to a playlist

1. Open Playlists and edit the target playlist.
2. Choose Add Item and select the job under Recruitment.
3. Set Display Duration and, if required, an expiry date/time; then add the item.
4. Check its order and active state, preview the target screen and confirm playback after the player receives the update.

If the job is missing from the picker, check that Recruitment is enabled and both the job and its picture are active. Editing a saved job updates playlists that use it. Deactivate a job to stop showing it without deleting it. Remove all its playlist references before deleting the job; its picture cannot be deleted while the job uses it.

Turn Recruitment on or off

The account owner opens Profile > Feature Sections, changes Recruitment, and waits for the saved confirmation or selects Save feature settings. Authorised master access can change this setting for the selected customer. Team users ask the owner to change it.

Switching Recruitment off hides its navigation, blocks direct access to its admin page and prevents recruitment items from playing after players receive the updated settings. Saved jobs and playlist entries remain available when it is enabled again. Review affected playlists before switching it off.

READ ONLY users can view permitted content and previews but cannot save changes. Screen and playlist editing locks can also protect a job and its picture; ask the owner or authorised lock holder to make a protected change.

Socials

Open Socials for TikTok feeds and named Facebook Page timelines. Enable Web & Socials under Profile > Feature Sections to show both Web and Socials. This setting retains your existing Web preference.

Older video walkthroughs may show TikTok under Web; use Socials for feed management.

TikTok public profile imports

The account owner opens Socials > TikTok > Public profile, enters a public @username or full profile URL, chooses up to ten recent videos and selects Import public videos. No TikTok sign-in is needed for this public import. TikTok supplies a selection of recent public posts, so it may not be an exact newest-ten list. Private or unavailable profiles cannot be imported.

Import creates a managed playlist and Web entries. To mix TikTok with your ordinary content, open your target playlist and choose Add Item > TikTok slideshow > Next TikTok video. Each pass plays the next imported video to its end, then continues with the next playlist item; it wraps after the last video. Random TikTok video is also available. The slot uses the refreshed feed automatically.

Use Refresh now to fetch again. Automatic hourly refresh depends on the server’s sync job being configured. A failed refresh retains the last successful selection. A stopped or successfully empty feed skips reusable TikTok slots. Edits to managed imported entries may be replaced by refreshes; keep independent content outside that managed selection. Stopping imports retains saved Web links for manual use.

Only the account owner or selected-customer master access can configure, import, refresh or stop a feed. Existing authorised TikTok feeds retain their controls. Playback needs internet and an available public video. Standard browsers may require interaction to allow audio. Refresh an older running player before using a new TikTok slideshow slot.

Facebook

The account owner opens Socials > Facebook, enters a Feed name and the full public Facebook Page URL, then selects Add Facebook feed. No Facebook developer account or access token is needed. Add more named feeds for other Pages as required.

Open your playlist, choose Add Item, and select the saved feed name under Facebook. Set its display duration. Each time the playlist reaches this item, it loads the Page timeline again. Use Preview in Socials to check the feed; Edit, Disable / Enable and Delete manage saved feeds. Remove a feed from its playlists before deleting it. Editing the feed updates every playlist that uses it.

This displays Facebook’s timeline layout and requires internet access. Pages must be public and have no age or country restrictions. Facebook may show cookie or sign-in prompts; check the preview and your signage screen. Individual stories and reels are not imported or rotated as separate videos. Only the account owner or selected-customer master can manage Facebook feeds; team users with playlist editing permission can select an active saved feed.