If you’re new to digital signage, you might be wondering: What exactly should I look for in a digital signage system? Whether you’re setting up one screen in a café or managing multiple displays in an office, choosing the right software can save you time, reduce headaches, and help you deliver content that actually connects with your audience.
In this guide, we’ll walk you through six essential features every digital signage platform should offer. We’ll explain what they do, why they matter, and how they can help—even if you’ve never managed a digital screen before.
1. Overview Dashboard: Your Command Center
A good dashboard is like the cockpit of an airplane—it puts all your important tools and data right in front of you.
What it does:
- Shows a visual overview of your screens and devices (also called players)
- Tracks performance—like which screens are playing content and which might be offline
- Gives quick access to recent uploads, schedules, or changes
Why it matters:
Instead of digging through menus or spreadsheets, you can log in and immediately see the status of your system. For example, if you manage a few screens at a retail store, you’ll want to know if any are offline before the morning rush. A donut chart might show “4 online, 1 offline,” helping you troubleshoot quickly.
Bonus tip: Choose a platform that lets you customise the dashboard. You might want to focus on certain locations, content types, or time zones depending on your business.
2. Content Logging: Keep Your Media Organised
Once you start uploading content—images, videos, promotions, announcements—it can pile up fast. That’s why content logging is so important.
What it does:
- Helps you upload and categorise media files properly
- Allows you to tag files with keywords (like “menu,” “sale,” or “Monday”)
- Stores metadata like upload date, file type, and creator
Why it matters:
Imagine you’re running screens at a café or quick service restaurant. Instead of hunting through a folder of random file names like IMG_3847.mp4, you can instantly search for “Breakfast Menu – Week 1” and schedule it again. Keeping files tidy also makes team collaboration easier—no more guessing what a file contains or who uploaded it.
Pro tip: Use a consistent naming format for media files (e.g., “Event_Promo_July2025.mp4”) and apply tags to group related content.
3. Intuitive Playlist Builder: Drag, Drop, and Schedule
Your playlist is the heart of what people see. Think of it as a slideshow or timeline that plays different pieces of content in a specific order.
What it does:
- Lets you drag and drop media into a playlist
- Sets how long each item plays (e.g., show this image for 10 seconds)
- Allows you to reorder content easily
- Assigns playlists to screens or channels (groups of screens showing the same thing)
Why it matters:
Let’s say you’re managing screens in a gym. You could create a “Morning Motivation” playlist that plays from 6am to 10am, with inspirational quotes, workout videos, and class schedules. In the afternoon, a different playlist could promote protein shakes or upcoming events.
The easier the playlist builder, the faster you can change your content—perfect if you’re short on time or updating things frequently.
Look for: Options to duplicate playlists, preview them before publishing, and apply filters (like time of day or screen location).
4. License Manager: Stay Compliant Without the Confusion
Many digital signage systems require a software license for each screen or player you’re using. It’s like having a movie ticket for every seat—you need one per viewer.
What it does:
- Tracks how many licenses you have
- Shows which licenses are active, expired, or unused
- Lets you assign or transfer licenses when you add new screens
Why it matters:
If a license expires, that screen could stop showing content—not a great brand representation if it’s in a public place. A good license manager prevents that by alerting you before anything goes wrong.
Example: Say you open a second coffee shop and install two new TVs. Instead of calling tech support, you just open the license manager, assign two unused licenses, and go live in minutes.
5. Live Screen Preview: See What Your Audience Sees
Wouldn’t it be great to preview your content exactly as it appears on a screen—without needing to physically be there?
What it does:
- Lets you view a live preview of your screen from your computer
- Offers screenshots or real-time views of what’s playing
- Helps you check for issues like broken links, stretched images, or outdated messages
Why it matters:
Maybe you’re managing screens across multiple office locations or retail stores. With live preview, you can quickly check what’s playing in your downtown or airport branch without leaving your desk.
Example: You update a digital ad for a weekend sale and want to double-check that it’s playing correctly. A live screen preview lets you confirm everything looks perfect.
Tip: Make sure this feature works without needing special hardware, browser plugins, or apps.
6. Built-in Content Designer: Create Without Extra Tools
You don’t need Photoshop to make great digital signage. Many platforms now include native content designers—built-in tools that help you create professional-looking content right inside your dashboard.
What it does:
- Lets you create slides, banners, or animated content from scratch
- Includes templates, stock images, and text editing tools
- Offers widgets like weather updates, news tickers, or countdown timers
Why it matters:
Let’s say you run a dental office and need to post a last-minute reminder: “We’re closed Monday for Memorial Day.” Instead of emailing a designer or learning graphic software, you just open the designer, add your message, choose a background, and hit publish.
Even better: Some systems (like Datapost’s XID) connect to free image libraries like Pexels or Freepik, saving you time and money on visuals.
Final Thoughts
Starting with digital signage doesn’t have to be intimidating. With the right features, your signage software becomes a tool that works for you—not something you have to wrestle with.
Here’s a quick recap of what to look for:
- A dashboard that gives you quick, clear insights
- Content logging to keep media organised
- A drag-and-drop playlist builder for smooth scheduling
- License management to avoid downtime
- Live screen previews for peace of mind
- A built-in content designer to make updates quickly and easily
When you’re just starting out, these six features will give you the confidence and control you need to make your digital signage solution work for your business or organisation.