How to Set Up Digital Signage: An Installation Guide

Digital signage installation often feels like a daunting IT project, but in reality, it doesn't require an engineering degree or weeks of planning. Whether you are installing a digital menu board in a coffee shop or a communication network in a corporate office, the core mechanics are actually pretty simple.

At its heart, a digital signage setup consists of just three things: a screen to show the content, a media player to power it, and software to manage it.

If you're looking for the essential steps to get your digital signage installation process started, our guide will get you there. And, as an aside, while this guide does focus on setting up ScreenCloud, it can apply to any digital signage software solutions.

OK, let's get started...

1. Choose your screen hardware

Before you drill any holes, you need to decide on your display hardware. You might already have some TV screens or other digital displays you're working with, or you might need to do some strategic planning to pick the best displays.

Whatever screens you are choosing, there will be two paths to consider: System-on-Chip (SoC) or an External Media Player setup.

There are pros and cons for both, and some larger digital signage installations might actually include both.

Option A: Smart TVs (System-on-Chip)

If you are buying new hardware specifically for this project, you might look at commercial-grade screens from brands like Samsung (Tizen) or LG (WebOS). These "System-on-Chip" displays have a computer built right inside them meaning that you don't have to use an external media player.

These are the cleanest to install because you don’t need any external cables or boxes. You simply turn on the TV, connect to Wi-Fi, and download the ScreenCloud app directly onto the TV’s operating system.

While this might sound ideal for your usage, there are some pros and cons of system on chip screens to consider.

Option B: Other screens (with a Media Player)

If you are using a standard TV you bought from a retailer, repurposing an old screen you already own, or connecting to a professional display such as a video wall, you might need to use a media player - even if it is a 'smart TV'.

While consumer grade smart TVs can be a cheap option for your digital signage solutions, they are not designed to power all day displays and the internal streaming features might not perform in the long term.

Some also prefer to use a media player with their digital signage screens - regardless whether they're smart TVs or not. This is because an external media player tends to be more powerful and designed to handle high data streaming, all day displays and deliver more professional features such as Remote Device Management or better security.

We recommend purchasing an external media player (like a ScreenCloud PIXI/Station P1 Pro, the Amazon Signage Stick or a Chromebox). You simply plug it into the HDMI port and connect to the power source.

Which should you choose?

If you want a wire-free look with minimal additional hardware, go for a professional-grade SoC display.

If you're looking for enterprise grade features, or you value the flexibility to upgrade your hardware later without buying new screens, go with a your choice of TV and an external player.

For those who are more budget conscious, choose a professional grade smart TV/SoC display, or use our PIXI media player.

2. Connect your media player

Note: If you chose a System-on-Chip display in Step 1, you can skip this section.

The media player is the most important part of your setup, it’s the engine that renders your images and videos. The choice of media players can be as overwhelming as the choice of content management system, with options such as Android players and Chrome OS boxes, Windows players, Raspberry Pi and more.

There has long been a focus on using affordable consumer grade media players (Google Chromecast, Amazon Fire TV stick, Apple TV etc), but we strongly recommend using a digital signage specific player such as our own PIXI or Station P1 Pro, the Amazon Signage Stick or one of the Brightsign player line-up.

How to connect it:

1. HDMI Connection: Plug your device into the TV’s HDMI port. If the space behind the TV is tight, use a HDMI extender cable to prevent the stick from bending or snapping.
2. Power: Connect the USB power cable. Crucial Tip: Plug the power cable into a wall outlet, not the USB port on the back of the TV. TV USB ports often don't provide consistent power, which can cause the device to crash or reboot unexpectedly.
3. Network: While Wi-Fi works well for many, we always recommend using an Ethernet cable if possible. A hardwired connection ensures your content keeps playing smoothly, even if the office Wi-Fi gets crowded.

3. Physical installation and mounting

For the physical part of the digital signage installation, where you place your screen is just as important as what is on it.

If you're managing a network of multiple screens then it often makes sense to hire a professional digital signage installation services provider. They will normally be able to advise you of the best placements (if it hasn't already been decided) and of course make sure all your signage screens are secured.

Some of the most important factors to consider when it comes to the installation process:

The "Eye-Level" rule

A common mistake is mounting screens too high. If you mount a display near the ceiling (the "Billboard Effect"), people have to crane their necks to see it, which can make it easy to ignore

• For reading: Mount the screen so the center is roughly 60–65 inches from the floor.
• For ambience: If the screen is just for high-level branding, you can go higher, but tilt it downward using a tilting wall mount.

Screens are usually installed within the eye-line of the viewer or customers, so in a fast food restaurant this might be behind the counter, in a retail store it might be as part of a product display.

But in an office or manufacturing plant, you might need more careful planning to decide on the best placement for your specific audiences.

Managing the cables

One of the most common challenges can be knowing where to put your cables - after all a messy installation ruins the illusion. Before you hang the TV, check your VESA mount (the square hole pattern on the back of the TV). If you are using an external media player, we recommend using a tilt mount rather than a flush "slim" mount.

A tilt mount adds a few inches of clearance between the TV and the wall, giving you just enough space to hide the media player and excess cabling behind the screen. Use zip ties or velcro strips to secure the player to the mount arms so nothing dangles below the bezel.

4. Connect to ScreenCloud

Once your screens are all installed, it's time to connect to your content management software. ScreenCloud is designed to connect to your choice of screen or media player in minutes, meaning you can speed up your installation process.

Here's how it works:

1. Launch the App: Turn on your TV. If you are using ScreenCloud device, it will boot straight into ScreenCloud OS. If you are using an Android TV, head to the app store, search for "ScreenCloud," and launch the app.
2. Get the Code: You will see a pairing code on the TV screen (e.g., X Y Z A B C).
3. Pair: Open your laptop, log in to your ScreenCloud Dashboard, and click "New Screen." Enter the code displayed on your TV.

In a matter of seconds, your dashboard will sync with the TV, and the status will flip to "Online." You have just successfully set up your digital signage network and you're ready to start publishing content.

5. Schedule and publish content

Once you're all set with the technology, it's time to get into the software and start sharing your digital signage content.

You don't need to be a graphic designer to get started creating dynamic content. In your ScreenCloud dashboard, you can upload your own images and videos, or use our App Store to pull in content you already have, from sources such as Canva, your Google Slides, Instagram feed, or Microsoft Power BI dashboards.

Simply drag your assets into a Playlist, assign that Playlist to your newly paired screen, and hit publish.

Your screen will download the content locally (so it keeps playing even if the internet flickers) and begin playback immediately.

Professional tips for a smooth digital signage installation

Whether you choose a professional installation, or you're setting up with our own team, there are a few little things to keep in mind. These are:

Disable "Eco Mode" Consumer TVs are designed for living rooms, not lobbies. They often have settings like "Auto Standby" or "Eco Mode" enabled, which turn the TV off after 4 hours of inactivity. Dig into your TV’s picture settings and make sure these are turned off to avoid an unfortunate outage.

Secure your remote Once your digital signage is set up, you shouldn't need the physical remote control often. So make sure to put it in a labeled drawer or safe place. There is nothing worse than a screen going down and realizing the only remote that can change the input source is lost...

Planning a larger rollout? If you have successfully set up your first screen and are looking to deploy this across 50, 100, or 1,000 locations, the strategy changes. You’ll need to think about network security, remote device management, and user permissions.

For the big picture, check out our IT Manager’s Guide to Rolling Out Digital Signage.

Try ScreenCloud

ScreenCloud offers one of the most powerful and user-friendly digital signage solutions available. Built for enterprise, ScreenCloud offers near 99% glitch-free operation, easy setup and scaling, unique content integrations and best-in-class professional support.

Whatever your industry or the business requirements for your digital signage, try ScreenCloud FREE for 14 days, or book a demo today.