Screen Groups (permissions, not content)

Introduction

Screen Groups (FI: Näyttöryhmät) are a permissions feature in InfoBox. A group bundles a set of screens, and an access mode decides who may use that whole bundle. Groups do NOT broadcast content. They are not how you make the same slide play on multiple screens. This is the most common misunderstanding new InfoBox users have, so we want to be unambiguous up front.

What groups actually do

The exact, narrow behaviour:

• A group has a name (e.g. "Helsinki branches", "Cafeteria team screens").
• A group contains one or more screens. A screen can belong to one group at a time; adding it to another group moves it.
• The group's User access (FI: Käyttäjien pääsy) mode decides who sees and edits all the screens in the group at once.
• Without groups, you'd have to grant each User access to each screen individually.

The two access modes

Pick one in the Create group or Edit group dialog:

• Everyone in the organization (FI: Kaikki organisaation käyttäjät): every member of the organization sees this group's screens, even screens whose own permission list is restricted. No user list is needed. This is the default for new groups.
• Selected users only (FI: Vain valitut käyttäjät): only the users you tick get the group's screens. Search users by name or email, or click Select all users. When you add a user, they're also added to the permissions of each screen in the group.
• Admins always see every screen regardless of the mode.
• The group card shows Everyone has access (FI: Kaikilla on pääsy) or the member count.
• Groups created before this setting existed behave as they always displayed: a group with a user list is Selected users only; a group with an empty list is Everyone in the organization.

What groups don't do

Common misconceptions, addressed directly:

• Groups do not make the same content play on multiple screens. For that, build a playlist and assign it to those screens.
• Groups do not apply a shared schedule. Schedules live on slides and playlists.
• Groups do not show grouped statistics or rollups. Each screen reports independently.

When to use groups

Groups make sense when:

• You have multiple Users who each need access to a defined subset of screens. For example, a regional manager who should see only the Helsinki branches.
• You're onboarding a new team member and want to grant them access to several screens with one click.
• You want to keep contractor access scoped to a specific set of screens for the duration of a project.

Creating a group

Admins only:

• Open Screen groups (FI: Näyttöryhmät) from the side menu.
• Click Add new group.
• Enter a group name and add screens to the group.
• Under User access, pick Everyone in the organization or Selected users only, and tick users if needed.
• Save. Group changes take effect immediately; nothing needs to be published.

What Users see

Members with the User role get a read-only view:

• They see the Screen groups page and the group names on their screens, but no Add new group, Edit, Add to group, or Change group actions.
• They only see groups they may use, and the screens those groups give them.
• In the Edit user dialog, admins see a Screen groups picker listing only Selected users only groups. Groups open to everyone aren't listed, because every member has them already.

If you actually want shared content

Use a playlist instead:

• Build a playlist with the content you want to share.
• Assign the playlist to every screen that should display it.
• When you edit the playlist, every assigned screen updates at once.
• See What's a playlist and Assigning playlists to screens.

Turning groups on or off (org-wide)

Screen groups are an add-on you can switch off for the whole organization:

• Admins open Addons (FI: Lisäosat) from the side menu and find the Screen groups card.
• Click Enable or Disable. The status pill shows Enabled or Disabled. On by default.
• When disabled, every screen group tool is hidden: the sidebar item, group columns and badges in the screens list, and the group panels in the screen editor and user management.
• No data is deleted. Group data is kept, and everything returns when the feature is re-enabled.

Summary

Screen Groups grant Users access to a set of screens, either everyone in the organization or selected users only. They are not for content broadcasting, schedules, or rollup reporting. If you want shared content, use a playlist.