Digital Signage Screen Maintenance

Digital Signage Screen Maintenance

Your digital screens play a key role in workplace communication — sharing updates, celebrating wins and building culture. They don’t need constant attention, just a bit of ongoing care to stay connected and visible. Small things like a loose cable, changed HDMI input or network hiccup can take a screen offline, but with basic routines and clear ownership, it’s easy to keep things running smoothly.

This guide shares simple steps you can use (or pass to your IT team) to keep screens healthy, online and doing their job.

A blank screen is more than a technical issue — it’s a communication gap.
  1. Screens that are: Connected, Clean, Showing the right content …support engagement and alignment.
  2. Offline screens can: Miss updates, Reduce confidence, Create extra work, Waste investment
Idea
The good news: a few small habits go a long way.

Healthy screens = reliable workplace comms

Establish a Regular Maintenance Routine

We recommend a simple, periodic check — monthly or quarterly depending on your environment.
A quick visual inspection can prevent long-term interruptions. If a screen is offline, it’s usually one of these basic issues:
  • Confirm the screen is on and showing Vibe content
  • Check that the correct HDMI input is selected
  • Ensure the internet connection is active
  • Look for obvious cable or power issues
  • Check that the screen image is clean and readable
  • Ensure the player/device has adequate ventilation


Keep Connectivity Stable

Connectivity is essential to how Vibe works. Without it, scheduled content, updates, and automated feeds can’t refresh.
Think of Vibe like a cloud application — if the network changes, the screen needs to keep up. Where possible:
  • Use wired Ethernet, not Wi-Fi
  • Avoid using guest networks or captive portals
  • Ensure your firewall allows the required domains
  • Keep network passwords stable
  • If you’re planning network changes, loop us or your IT team in first

Assign a Local Screen Champion

One of the biggest reasons screens go offline is simply no one notices until someone complains.
No technical expertise required — just awareness. A small role makes a big difference:
  • A person in each location who performs quick checks
  • First person to action basic troubleshooting
  • Escalates issues to IT or Vibe support if needed

Provide Simple On-Site Troubleshooting Tools

To make uptime easy, consider these practical tools, to help prevent accidental interruptions:
Printed “Quick Fix” Cards next to the screen, with prompts like:
  • Is the screen powered on?
  • Is HDMI correct?
  • Is the player powered?
  • Try restarting the screen and player
  • Who to contact for help
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Print and attach QR Code Stickers linking to your own screen troubleshooting page, or direct to Vibe's Knowledge Base, such as this LG WebOS guide
Idea
Reminder Stickers that state 'Do Not Switch HDMI' - For locations where tampering is common!

Monitor Screen Uptime

If you manage more than a few screens, quick monthly reviews to check your uptime status helps you stay ahead of issues.

These insights help you fix small problems before they become big headaches:
  • Look for screens that have gone offline
  • Identify recurring problem locations
  • Track trends over time
  • Review whether updates impacted performance

Work With Your IT Team

A small investment from IT creates long-term reliability. We hope your internal IT team supports Vibe, we recommend:
  • Adding screen checks to their maintenance schedule
  • Reviewing network stability quarterly
  • Setting up alerts or dashboards if supported
  • Ensuring ports/domains stay whitelisted after changes
Warning
If no team is responsible, screens often get forgotten.

Power Management & Reboots

Screens and players benefit from occasional restarts — especially in busy environments or heavy usage periods.
Good power hygiene prevents flicker, lag, freezing and signal loss:
  • Don't: Unplug screens to power off
  • Do: Use the screen’s remote or menu
  • Do: Schedule periodic restarts (monthly or quarterly)
  • Do: Restart after major network changes

Keep Screens Clean, Safe & Visible

Environmental factors can impact performance and lifespan.
Well-kept screens last longer and look better. We recommend:
  • Cleaning the display with a soft microfiber cloth
  • Dusting vents and ports
  • Avoiding harsh chemicals
  • Ensuring good airflow around the player
  • Avoiding direct sunlight or heat sources

Support Agreement for Extra Peace of Mind?

If you don’t have internal capacity for maintenance, we can support you.
These services reduce downtime and free up your team — especially valuable in environments where screens are unattended or high-traffic.
Talk to us about what might work best for your organisation. We offer options such as:
  • Remote uptime reviews
  • Health-check reporting
  • Scheduled maintenance reminders and check-ins
  • Troubleshooting support
  • Onboarding of new staff
  • Multi-site management

Quick Screen Checklist

  1. Routine Checks
    1. Check that power and HDMI cables are securely connected.
    2. Inspect the HDMI port on both the screen and the WP device for damage or dust buildup.
    3. Confirm the device is powered on and responsive (green light on WP400+ box, or check for screen activity).
    4. Ensure screens are still displaying the correct input source (HDMI 1).
  2. Power Management
    1. Use the in-built screen timer or energy-saving schedule to prevent burn-in and prolong device lifespan.
    2. Avoid hard shutdowns or pulling power cables while devices are active.
  3. Environmental Conditions
    1. Keep screens in a cool, dry, and ventilated area.
    2. Avoid placing screens near direct heat sources, windows with full sun, or humid environments.
    3. Dust vents regularly to avoid overheating.

Touchscreen Maintenance

Touch-enabled displays need extra care to remain responsive and clear.
  1. Cleaning the Outer Glass
    1. Clean the outer touchscreen glass once a week or as needed.
    2. Use:
      1. Diluted mild glass cleaner sprayed onto a soft microfiber cloth
      2. A screen-safe squeegee
    3. Do not spray directly onto the glass — always apply to the cloth first.
  2. Check cable connections, monthly, with a visual and physical check
  3. Clean vents and surroundings, monthly, with an air duster and soft brush
  4. After-Cleaning Tips
    1. Make sure the glass is completely dry and smudge-free.
    2. The touchscreen may behave erratically if wet — wait until it’s dry before using.
    3. You do not need to turn off the screen while cleaning. Just be aware that touches may register unintentionally if the glass is wet.
Warning
Warning – Avoid Internal Damage - The touch foil and PCB board are located inside the glass.
These components are not waterproof. Never let liquid seep into the edges or inside the frame — doing so could permanently damage the screen and void the warranty.

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