User types and Profiles

Smartsign uses user types and profiles to define what users can access and manage within the system. Understanding these roles helps administrators assign permissions correctly and maintain secure, organized access across the platform.

User access types

There are three user access types in Smartsign. They define the overall scope of wat a user can see and control.

Group Access

A Group Access user must be explicitly granted permission to access specific resources. These resources include (but are not limited to) folders in the media library, channels, templates and screens.

This access type is recommended for most users, such as content creators, publishers, or local administrators.

Site Access

A Site Access user has access to all resources within their site. This user type typically handles system-wide administration and configuration tasks.

Users with site access can view and manage all screens, channels, and media folders without being restricted by group permissions.

Server Admin

Server Admin access is only available for on-premises environments. This type of user is responsible for configuring and managing the Smartsign Server itself, including system settings and local authentication.

note

Server Admins operate above the site level and are not required for normal day-to-day operations.

User Profiles

While access types define how much a user can see, user profiles define what actions a user can perform.

Profiles allow for more granular control over permissions within a site or group.

Default Profiles

There are three default user profiles in a standard installation.

• Site Owner – Has full access to all resources on a site.
  • This profile is typically assigned to IT administrators or system coordinators responsible for managing the entire system.
• Group Admin – Has administrative permissions within a specific group.
  • Group admins can manage screens, users, and media permissions for everyone in that group. This profile works well for organizations with multiple offices or departments managing their own content.
• Publisher – A limited user profile designed for content creators or local users.
  • Publishers can publish and schedule media but must be granted explicit access to their screens or groups. This profile is ideal for local communication teams or users who only need to update content.

Custom user profiles

Smartsign also supports custom user profiles, allowing administrators to tailor permissions to their organization’s needs. A custom profile can define exactly which areas a user can manage — such as media, channels, or screens — without giving full admin rights.

When creating a custom profile, consider:

• Which actions the user should perform (e.g., publish, manage users, schedule content).
• Whether the profile should apply to specific groups or the entire site.
• How the profile fits into your organization’s hierarchy or workflows.

Best Practice

• Assign Group Access to most users and grant permissions through groups.
• Use Site Access only for trusted administrators managing the entire site.
• Reserve Server Admin for technical staff managing on-premises installations.
• Keep custom profiles clearly named and documented for easy management.

Regularly review profiles and permissions to maintain security and clarity.