Digital Signage User Management and Permissions

Open your profile menu in the top-right corner of the Imagine dashboard, then select Teams. This opens the area where you can view and manage the people connected to your workspace.

The Teams page gives you a quick summary of:

• Total members
• Active members
• Disabled members
• Administrators
• Pending invitations

Below the summary, you can see each person’s name, email address, role, account status, date added, and most recent login. This gives workspace administrators one clear place to review who currently has access.

Giving each person their own account is safer and more accountable than sharing one login across an entire team. If someone leaves or no longer needs access, their account can be disabled without affecting anyone else.

• Individual accounts also allow you to:
• See each person’s role and account status
• Check when they were added and last logged in
• Identify who invited them
• Review their actions in the Workspace Activity log
• Filter activity by user to see who published playlists, exported reports, or made other recorded changes

This is particularly useful when employees, agencies, installers, or regional teams share the same workspace. If something changes unexpectedly, you have a clear record of who did what and when, making troubleshooting and accountability much simpler.

The Teams dashboard currently provides two user roles: Admin and Member.

Admins can manage the account and grant detailed permissions to individual members. Rather than giving every member the same level of access, permissions can be adjusted according to their responsibilities. A member can be allowed to view, edit, or delete selected screens, playlists, media, and other features.

For example, a branch manager could manage content for their own location without accessing the wider network, while a content team member could update playlists without being able to delete screens.

Imagine supports unlimited users per account, so everyone can have their own login and appropriate access. This also provides a clearer activity record of who made changes, and when.

An Admin has full control over the Imagine workspace. This includes changing the company name and logo, managing team members, assigning permissions, and accessing every feature, screen, playlist, media item, schedule, and report connected to the account.

Because Admin access provides complete control, it should only be given to trusted users who need to manage the entire workspace. Most day-to-day users can be added as Members and given permissions that match their responsibilities.

Open Teams and select Add User, then enter the person’s email address. You can also add their full name to personalise the invitation email, although this is optional.

What happens next depends on whether that email address is already connected to Imagine:

• If the person already has an Imagine Digital Signage account, they are added to the workspace as a Member immediately.
• If they do not yet have an account, Imagine sends them an invitation link they can use to register and join.

Always give each person their own access rather than sharing a login. Before adding them, check the email address carefully and make sure they understand what they will be responsible for in the workspace.

These statuses show the current access level of each person connected to your workspace:

• Active: The person has joined the workspace and can access the features and content permitted by their role.
• Disabled: The account remains listed, but its access has been switched off.
• Pending: An invitation has been sent, but the person has not yet completed the process of joining the workspace.

If an invitation remains pending, ask the recipient to confirm that the correct email address was used and to check their spam or junk folder. If they still cannot find it, an Admin can resend the invitation.

The summary at the top of the Teams dashboard shows how many users have each status. You can also filter the list to quickly find pending invitations, active members, or accounts that have been disabled.

Yes. You can search for a member by name or email address, which is much quicker than scrolling through a long list. You can also filter the table to show all users, active users, disabled users, or pending invitations.

This becomes particularly useful as your organisation grows or when several departments, branches, suppliers, or agencies share the same workspace. For example, you can filter for Disabled users during an access review or search an email address to check whether someone has already been invited.

Yes. The member list shows the date each person was added and their most recent login. This gives administrators a useful overview of whether invited users have started using the platform and whether an account appears inactive.

A last-login date should be treated as a helpful indicator rather than a complete measure of someone’s work. A user may only need occasional access, while another person may prepare content outside the platform before logging in to publish it.

During regular access reviews, compare the last-login information with the person’s actual responsibilities before deciding whether their account is still needed.

Yes. Admins can give Members view-only access to the features, screens, playlists, or reports they need, without allowing them to make changes or delete anything.

Read-only access is useful for people who need visibility into the network but are not responsible for managing it. For example, senior management could monitor screen performance and review reports, while a client or regional manager could view relevant screens and content without being able to edit playlists or publish campaigns.

Because permissions can be assigned to individual users, each person can receive the access they need without being given unnecessary control over the wider workspace.

Yes. The member list identifies who invited each person to the workspace. This provides useful context when an administrator does not recognise a name or needs to understand why an external supplier, agency, or colleague was given access.

If you are unsure why someone is listed, speak to the person who invited them before changing their access. This helps prevent an account from being disabled while that user is still responsible for content, reporting, installation, or support.

Yes, an Admin can disable a user from the Teams page without permanently deleting their account or removing them from the workspace member list.

This immediately removes the user’s access while keeping their profile and activity history available for reference. It is useful when someone is on extended leave, temporarily no longer needs access, or when their permissions need to be reviewed.

If access is needed again, an Admin can return to the Teams page and reactivate the user.

Yes. Team members can use their own accounts to work in the same Imagine workspace, so content management does not have to depend on one person or one shared login.

It still helps to agree on responsibilities. If several people are working on the same campaign, decide who will:

• Prepare or upload the content
• Build and check the playlist
• Set the schedule
• Publish the final changes
• Confirm what is showing on screen

A simple internal process prevents two people from making conflicting changes and gives the team a clear final check before important content goes live.

Yes, an Admin can manage these permissions from the Teams page, giving each Member access only to the screens, locations, playlists, and features they need.

For example, a branch manager could be given access to screens at their own location, while a content team member could manage media and playlists without accessing account administration. Permissions can also control whether someone may view, edit, or delete particular content and features.

This is especially useful for larger networks, franchises, agencies, and multi-location businesses where different people are responsible for different parts of the screen network.

Yes. Imagine’s Workspace Activity log brings member, playlist, and screen activity together in one timeline, giving you a clear record of what happened, who was responsible, and when it took place.

For example, the log can show when a user published a playlist, applied transitions, or exported a report. It also records screen events, such as a player coming online or losing its connection. Each entry includes the relevant user or player, the action, the time and date, and the affected playlist or screen where applicable.

You can make the activity log easier to review by:

• Filtering it to one member
• Choosing Members, Playlists, or Screens
• Searching for a specific activity
• Selecting a date range
• Exporting the results

This is especially useful when several people manage the same account. If something changes unexpectedly, you have a practical starting point for finding out what happened. It also improves accountability without requiring team members to keep a separate manual record of every routine action.

Yes. Two-factor authentication is available with Imagine’s Enterprise plan, adding an extra layer of protection to your account and screen network.

In addition to entering a password, users must complete a second verification step when signing in. This helps protect the account if a password is lost, shared, or compromised.

If your organisation requires two-factor authentication for security or compliance purposes, contact the Imagine team to discuss the Enterprise plan.

Yes, an Admin can give an agency, franchisee, regional manager, or client access only to the screens, locations, and content they are responsible for.

For example, head office can retain control of national campaigns while individual franchisees manage approved local promotions. An agency could also manage screens for a particular client without being given access to the rest of the network.

Permissions are managed through the Teams page and can control which screens, locations, playlists, media, and features each Member can view, edit, or delete. This keeps responsibilities clear while protecting the wider network from unauthorised changes.