How to Restrict User Access with Teams?

Learn how to create teams in EasySignage and control which playlists, screens, schedules, and settings each team can reach.

What are teams for?

Teams are how you give users access to specific screens and content instead of your whole account. You create a team, set its permissions, and assign users to it. Users in the same team can be limited to their own playlists and screens, which is what makes it practical to hand a department or a client their own workspace inside one account.

The Administrators team exists by default, has full access, and cannot be edited or deleted.

 

How do I create a team?

  • Click the profile icon in the top right corner
  • Click User Management
  • Go to the TEAMS tab
  • Click +ADD
  • Enter the team name, for example Team1
  • Tick the privileges the team should have
  • Click ADD TEAM

 

What can I control per team?

Each area has its own checkbox, and most add a Restricted option that narrows access to the team’s own items.

  • Playlists gives access to playlists. Add Restricted and the team only sees playlists assigned to it
  • Screens gives access to the screens console. Screens Admin additionally lets the team add and delete screens, change screen tags, add licences, and open proof of play. Without it, the team can view screens and set screen content only
  • Schedules gives access to schedules, with Restricted limiting the team to its own
  • Media Assets lets the team use Media Assets in the console and when adding a layer to a playlist
  • Settings gives access to your account settings. Leave it unticked and the user manages only their own profile

 

How do I limit a team to certain screens?

Use Restrict by tags under the Screens permission.

  • Tick Restrict by tags, then click + Add
  • Enter one or more tags and click Save
  • Tag the screens to match: go to SCREENS, click edit screen configuration, click Tags, enter the same tag, click Save

Only screens with matching tags become available to that team. Leave the option unticked and the team can reach every screen in the account.

The separate Restricted checkbox under Screens works on groups and video walls, limiting the team to its own rather than those created by other teams.

 

How do I assign a playlist to a team?

Set the team when you create the playlist, or edit an existing one.

  • Go to Playlists and click +ADD PLAYLIST
  • Name the playlist, for example playlist.Team1
  • Choose the team in the Team drop-down
  • Click Save

To reassign later, click Edit playlist and pick a different team. Administrators can share a playlist across teams this way.

 

Can I protect part of a playlist from a team?

Yes. Lock the layer you want to keep. A locked layer can only be edited by users in the same team as its owner, plus the account holder and the Administrator team, so your logo stays put while the team manages the rest.