Are you considering implementing digital signage in your organization, or looking to upgrade your current digital signage system? Choosing the right software from the start saves time and effort, as switching providers later can be costly and complicated. Invest a few minutes now to compare features, usability, and security to ensure you make the best choice for your organization.
Do you need digital signage software?
You might be wondering: “Do I really need digital signage software? Isn’t PowerPoint enough?” While PowerPoint can display slides for narrowcasting purposes, it lacks the advanced functionality of a dedicated digital signage platform.
Setting up a DIY digital signage system often comes with several drawbacks:
Time-consuming content preparation – updating slides manually can take hours.
Limited functionality – features like content scheduling, dynamic feeds, and automated updates are missing.
Labor-intensive maintenance – keeping content up-to-date is prone to errors.
Security and reliability concerns – DIY solutions often lack proper protection for your screens and data.
Using a dedicated digital signage software offers significant advantages:
Automates content updates and scheduling
Supports dynamic and interactive content
Ensures security and reliability
Saves time and reduces long-term costs
For most small and medium-sized businesses, choosing a specialized digital signage service is smarter, faster, and more cost-effective than attempting a DIY setup.
7 Tips for choosing a digital signage system
But what do you pay attention to when choosing this software? What should the software be capable of, and what are the other features that play a role? Here are the most important considerations:
Usability
An important factor is, of course, Usability. After all, you will have to work with it and regularly keep the content up-to-date, sometimes even daily. Nobody is waiting for a complex technical management environment. Choose a software provider that allows you to work with a clear dashboard and simple tools, such as visual drag-and-drop editors. This way, everyone can work with the software, and the management of digital signage in your organization does not depend on a specific person. Choosing a software package that allows you to set a corporate identity that automatically applies to each slide is also advisable. This way, you ensure uniformity on the different screens, and implementing organization-wide changes later is easy.
Choose a platform with a clear dashboard and drag-and-drop editor
Ensure multiple users can manage content easily
Prefer software that applies corporate identity automatically across slides
2. On-Premise or Cloud
When choosing software, you have two choices: on-premise or in the cloud. In ordinary human language, this means: do you choose to install the software on your computer, or do you operate the software via a web browser? For many organizations - especially smaller ones - it is advisable to opt for software in the cloud. Digital signage software in the cloud has several advantages, such as:
No security maintenance on your end
Automatic updates
Flexible access across devices
Tip: Choose a provider with strong reviews and high security standards.
3. Security
Not everyone immediately thinks of good security when choosing software. However, you would certainly not want your screen content hacked and all screens in your organization taken over by malicious parties. Certainly, with cloud software, it is therefore wise to check in advance that security is adequate and fits your needs.
Ensure your system protects against hacking
Check provider security features, especially for cloud solutions
4. Connectivity
Almost every digital signage setup uses data from external sources. Think of the weather forecast, the latest news, social media messages, or traffic information. Consider in advance which sources you want to use. Does the software support these sources? And how easy is it to integrate the data into your screen content? Investigate this at the various providers and list what is or is not a deal breaker for you. In addition to the 'standard apps' such as the weather forecast or the news, external sources also include files or spreadsheets in Dropbox, Google Docs, or Office365. In addition, some platforms also offer opportunities to show the content of sources you choose.
Determine which external data sources you want (news, weather, social media, spreadsheets)
Check ease of integration with chosen software
Example: Bizplay allows apps to display JSON or XML data for dynamic content
5. Playlists vs. Scripted Programming
A less often exposed detail is the distinction between playlists and scripted programming. Again, this is not equally relevant for everyone, but it is good to know before you make a choice.
Playlists: Slides play in a continuous loop, suitable for most organizations
Scripted Programming: Schedule slides based on time, day, or conditions
Recommendation: Choose software that supports both to scale with your content needs. Even better if both options are supported so your usage can grow with the amount of content you create.
6. Service and Support
You hope to use it as little as possible, but service and support are often inevitable. Because what do you do when you get stuck? Correct: you read the software's documentation or ask the service provider. It is nice if you can count on clear instructions and personal support. It may not be the first thing you think of when choosing a provider, but we advise you to consider this in your choice. This way, you avoid being faced with a letdown when stressed out and expecting support.
Check documentation quality and responsiveness of support
Consider personal assistance options to avoid delays during issues
7. Price
And last but not least: the price. Nobody wants to pay the top prize for a product that can be bought for less. Therefore, you indirectly select a pricing model when choosing between on-premise and cloud. Often, you pay a one-off price for locally installed software, while cloud software usually comes in the form of a subscription. Cloud software, therefore, requires a lower initial investment. In addition, the subscription fee includes all future updates.
We do not recommend going for free software or freemium software. Free software can work in the short term, but you can safely assume that you will encounter limitations in the future. In addition, the security and support of free software often leave much to be desired.
Again: see which software providers meet your requirements and choose the platform that best suits your needs. Is this option more expensive than the other options? Do not put it aside immediately, but consider whether the extra investment is worthwhile because you will save costs in the long term. Our experience is that this is usually the case!
On-premise: One-time purchase
Cloud: Subscription with updates included
Avoid free or freemium software due to limitations and security risks
Evaluate ROI: sometimes paying more saves costs long-term
Try Bizplay free
Still not sure which software to choose? Then we have good news: at Bizplay digital signage you can request a free trial that includes all functionality. This way you immediately know whether the software's possibilities and dashboard suit your organization!
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