License Management

NEW! Updates for August 2026
Many key features have been added to help streamline license management, making it easier to find, organize, manage, and maintain licenses across your environment. Including: Quick-copy Auth Codes, Drag-and-Drop Location and Search and Filter features.

The Licenses section is where Vibe administrators create, organise and manage the locations and licenses used to display content.

A location is a level in your organisational hierarchy, such as a country, office, department or physical site.
A license connects an individual screen, device or supported experience to Vibe. Each license includes the credentials required to activate the Vibe player.

A clear location hierarchy makes it easier to manage themes, playlists, timezones and permissions across multiple screens.

Who can manage licenses?
Licence management is available to Vibe administrators on Pro and Enterprise plans. If you cannot access System Settings or Licenses, contact your Vibe administrator or email support@vibe.fyi

Creating a New License

Before installing the Vibe app on a device, you’ll need to create a license!

Create a licence before installing or activating the Vibe player. During setup, you will decide where the licence sits in your hierarchy, what it displays and who can manage it. You can change most settings later, but having the screen name, location, playlist and timezone ready will make the initial setup easier.

In your vibe portal, click System Settings from the menu
Go to Licenses (left navigation menu)
Click Add New (top right)
Select Add License to add a license.

Add Location or Add License?

Add Location creates a parent level, such as an office, building or department.
Add License creates a child level under a location and includes a unique activation code for a specific display or device

For example, you could create an Auckland Office location and then add Reception Screen and Kitchen Screen licences beneath it. This keeps related screens together and allows them to share settings from the Auckland Office location.

Completing the Licence Details

The licence settings determine where the screen appears in your hierarchy, what content it displays and who can manage it. Some settings can be inherited from a parent location. This is helpful when several screens at the same office should use the same theme, timezone or permissions.

Name (required) - Identifies your screen. Enter a clear, recognisable screen name, such as Auckland Reception Screen or Level 1 — Sales TV.
Set Level (Hierarchy) - Select the parent location under which the licence should appear. If no parent is selected, the licence is created at the root level.
Theme - Apply a predefined design theme. Use Inherit from Parent Location to match other screens beneath the same parent. Themes can control elements such as slide backgrounds, fonts, and information bar styling.
Playlist - Select the content the screen should display. You can assign a playlist during setup or later. Changes typically appear on connected screens within approximately 15 minutes.
Timezone - Set the local timezone for the location to ensure scheduled content displays at the correct local time. For locations created under a parent location, this field defaults to Inherit from Parent Location, but you can select a different timezone if needed.

For Example: If a slide is scheduled to display at 10:00 AM in New Zealand, it should also display at 10:00 AM local time in Australia rather than simultaneously in both countries. Configuring the correct timezone ensures content plays according to each location's local time.

Latitude / Longitude (optional) - Add GPS coordinates when the screen uses location-based content, such as local weather. Select Use Parent Location GPS Coordinates when the screen shares its parent’s physical address.
Finding GPS Coordinates
1. Open a mapping application such as Google Maps or Apple Maps.
2. Search for the location or center the map on your current position.
3. In Google Maps:
  - Drop a pin by clicking or pressing and holding on the desired location.
  - The latitude and longitude will appear in the location details.
  - Alternatively, the browser URL contains coordinates in the format: @latitude,longitude
4. Example (Auckland):
  - Latitude: -36.8602085
  - Longitude: 174.7407637

Permissions - Control which users or user groups can access and manage the location. For locations created under a parent location, permissions default to Inherit from Parent Location, but you can define location-specific permissions when necessary.

Restrict access to selected user groups.
Leave the field empty to allow access to all authorized users.

License Type - Digital Signage is the default licence type and is suitable for standard Vibe screens. Other licence types support Screensaver, Lock Screen, Background Wallpaper, Web Browser, Embedded and Meeting Room experiences. Each has a particular purpose and may have different device limits. See Licence Types before selecting a non-standard type.

Best Practice

✔ Use clear and consistent naming

✔ Build a logical hierarchy (Parent → Child)

✔ Assign themes and timezones at the top level

✔ Always assign a playlist before deployment

✔ Use permissions to control access

Activating a Licence

After creating the licence, use its authorization code to connect the Vibe player. Each code belongs to a specific licence, so check the licence name before copying or sharing it.

Locate the licence.
Copy its authorization code.
Open or install the Vibe player on the device.
Enter the required portal and authorization details.
Allow the device to connect and download its content.

The authorization code can be copied directly from the licence list, so you do not need to open the Licence Details page each time.

Troubleshooting Activation

If the device does not activate, start with the authorization details and network connection:

Check that the complete authorization code was entered without extra spaces.
Confirm that the code belongs to the correct portal and licence.
Confirm that the licence is active.
Check that the device has an internet connection.
Check whether the licence is already associated with another device.

If the licence belongs to an old or replacement device, remove its existing device association before trying again. See Remove a Device Association and Reuse a Licence below.

Finding and Organising Licences

Search and filters make it easier to work with larger lists of locations and licences.

Search is best when you know the name or authorization code.
Filters are useful when you want to find a group of licences—for example, all test licences or devices that have not synced recently.

Search for a Licence

Use the location name when you know which screen or site you are looking for. Use the authorization code when you have access to a device’s settings and need to identify its licence in the portal.

If a licence does not appear, clear any active filters and try again. If it may have been deleted, check the Deleted Licenses panel.

Filter the Licence List

Available filters include: License Type, Test License, Last Synced

The Last Synced filter is useful when checking the health of your screens. A device that has not synced recently may be powered off, disconnected from the network or unable to reach Vibe. If a device appears out of date, check its power and network connection, then open the Vibe player application on the device.

Organise Locations

Drag and drop locations within the hierarchy to reorder them or move them beneath another parent.

This is useful when your organisational structure changes or a screen has been created in the wrong place. Because the location may inherit settings from its parent, review its theme, timezone and permissions after moving it.

Quick Licence Actions

Open the menu ( ⋮ ) of the license, to access additional actions without opening the Licence Details page.

For example, you can delete a licence directly from the list. Check the licence name and location before continuing, especially when several screens have similar names.

Editing or Viewing a Licence

Open a licence when you need to review its credentials, change its playlist or update its settings.

Open Licenses.
Select the required licence.
Update its settings.
Select Save.

You can also view its authorization details, update permissions, check the associated device and review its sync information.

After changing a playlist, theme or timezone, allow the device time to sync. If the update does not appear, check the device’s Last Synced information.

Deleting a Licence

Delete a licence when the screen or experience is no longer required. Deleting it stops the connected Vibe player from syncing.

From the Licence Details page:

Select the licence.
Select Delete License.
Confirm the deletion.

You can also delete it from the licence list:

Open the overflow menu ( ⋮ ) for the licence.
Select Delete.
Confirm the deletion.

Warning! Deletion takes effect immediately, and the connected Vibe player will stop syncing.

Deleted licences may be available in the Deleted Licenses panel. If a licence cannot be restored, create a replacement and update the Vibe player with the new credentials.

Reactivating a Deleted Licence

Deleted licences can be reactivated from the Deleted Licenses panel on the Dashboard.

Reactivation is useful when a licence was deleted accidentally and you want to restore its original configuration rather than create a replacement.
After reactivating it, check its location, playlist, theme, timezone and permissions. Confirm that the device reconnects and resumes syncing.
If the device does not reconnect, check that it is still configured with the reactivated licence’s credentials.

Refer to the Dashboard help article for instructions on accessing deleted licences.

Remove a Device Association and Reuse a Licence

A licence cannot be transferred to another device until its existing device association is removed.

You may need to do this when replacing a failed screen, moving a licence to new hardware or correcting a licence that was connected to the wrong device.

Open the licence.
Select Remove Device Association.
Confirm the action.
Activate the replacement device using the same licence credentials.

If the original device remains online, it may reconnect automatically. Disconnect or reconfigure the original device before activating its replacement.

If you remove a device in error, an auto reconnection will occur if the screen is online and syncing.

Manage a Device

The Manage Device option opens remote management for supported system-on-chip displays. This allows authorised administrators to monitor or update the device remotely.

Open the licence.
Locate the Device section.
Select Manage Device.

Apply theme, timezone, and permissions at the parent level
Child locations automatically inherit settings

If the option is unavailable, confirm that the device is supported, online and associated with the licence. Your account must also have permission to manage it.

Refer to Channels & Devices for supported hardware.

License Types

The Digital Signage license is the standard license used across all screen types, except for the Desktop Player app. Various location types have different device connection limits, which are managed by Vibe.fyi.

License Type	Description	Devices per License
Screensaver	This option enables content to automatically pop up when devices are idle, providing an engaging or informative display during inactive periods. The screensaver displays can include images, videos, or full-screen presentations.	10 devices
Lock Screen	The lock screen feature overlays content directly on the device’s lock screen, often used for urgent messages or branding that needs to be seen immediately upon device activation. This is particularly useful in public or enterprise environments. Lock Screen locations can only display playlists that contain static images; video and other dynamic content types are not supported. This ensures content remains visible and performs correctly while the device is locked.	10 devices
Background Wallpaper	This setting allows for static or dynamic images to serve as the device's desktop or main background. It’s ideal for branding, company themes, or aesthetic environments.	10 devices
Web Browser	This feature turns devices into web browsers that can access, display, or interact with specific web content, portals, or dashboards. It’s useful for displaying live data, news feeds, or interactive content.	10 devices
Embedded	Embedded displays refer to content integrated directly within other applications or systems, often using dedicated APIs or embedded code snippets. These are typically used for real-time data feeds, embedded dashboards, or third-party integrations.	1 device
Meeting Room	Designed specifically for collaborative and conference environments, this location type provides room booking displays, meeting schedules, and room-specific information. It also supports dual-screen configurations. To use two displays with the same meeting room, simply enable the Dual Screen toggle when selecting or configuring the Meeting Room license. This is ideal for rooms with multiple entrances or where meeting information needs to be visible from different viewing areas.	1 device

Device limits apply per license.

Screensaver, Lock Screen, Background Wallpaper, and Web Browser licenses support up to 10 devices, while Embedded and Meeting Room licenses support 1 device each. To increase your licenses, contact your Vibe Administrator, or the Vibe Support team.

WebOS IPK URL

The WebOS IPK URL installs the Vibe application and licence credentials together on a supported WebOS display.

Copy the generated URL from the WebOS IPK URL field using Copy to clipboard. Copying the generated value helps avoid errors in the portal name or authorization code.

Example:

Site name: https://design.fyi
Authcode: 12345678
Screen orientation : Landscape

Example URL:
https://download.vibe.fyi/webos/app.ipk?design&12345678

If your screen's orientation is Portrait, add `&1` at the end of the URL, like this: https://download.vibe.fyi/webos/app.ipk?vibe&12345678&1

FAQ

How many licences do I need?

For standard Digital Signage, create a separate licence for each screen or device. This gives each device its own activation credentials and allows its content, settings and sync status to be managed independently.

Some specialised licence types support multiple devices. Screensaver, Lock Screen, Background Wallpaper and Web Browser licences support up to 10 devices per licence. Embedded and Meeting Room licences support one device each.

What is the difference between a location and a licence?

A location is a parent level used to organise your screens—for example, by country, office, building or department. Locations can provide shared settings such as themes, timezones and permissions.
A licence connects a screen, device or supported experience to Vibe. It includes the authorization credentials used to activate the Vibe player.

Can I change a licence after creating it?

Yes. Open the licence to change settings such as its name, playlist, theme, timezone and permissions.

After saving a change, allow the connected device time to sync. Playlist and configuration updates typically appear within approximately 15 minutes.

Why is scheduled content appearing at the wrong time?

Check the timezone assigned to the licence. If the licence inherits its timezone from a parent location, check the parent setting as well.
The timezone should match the physical location of the screen. Once corrected, allow the device time to sync before checking the schedule again.

Why can’t a user see or manage a licence?

The user may not have permission to access the licence or its parent location.
Check whether the licence uses Inherit from Parent Location, then review both the parent and licence-specific permissions. The user must also have an appropriate Vibe role to manage licences.

Can I use an existing licence on a replacement device?

Yes, but you must first remove the licence’s association with the original device.
Open the licence, select Remove Device Association, then activate the replacement device using the existing licence credentials.
Disconnect or reconfigure the original device first. If it remains online, it may reconnect to the licence automatically.

Why is my authorization code not working?

Check that:

The complete code was entered without additional spaces.
The code belongs to the correct Vibe portal.
The licence is active and has not been deleted.
The device has an internet connection.
The licence is not already associated with another device.

If the licence is associated with old hardware, remove the existing device association before trying again.

Which licence type should I choose?

Use Digital Signage for a standard Vibe screen.
Choose another licence type only when you need a specific experience, such as Screensaver, Lock Screen, Background Wallpaper, Web Browser, Embedded or Meeting Room.
Remember that Lock Screen playlists support static images only, and device limits vary between licence types.

Why can’t I see the Manage Device option?

Manage Device is available only for supported system-on-chip displays.
The device must be supported, online and associated with the licence. Your user account must also have permission to manage it. Refer to Channels & Devices for supported hardware.