Teams and Grouping User Guide for XOGO Manager

Teams and Grouping User Guide for XOGO Manager

1. Introduction

We're thrilled to introduce Teams and Grouping on XOGO Manager – powerful new features designed for organizations with larger teams or extensive digital signage networks. These tools provide greater organization, collaboration, and control, tailored to meet the needs of those managing multiple users or numerous displays.

2. Who This Guide Is For

This guide is written primarily from the perspective of a Company Administrator. Administrators have full access to all Teams & Grouping features, including enabling the feature, creating Teams, managing users, and configuring Player Groups.

Sub-users (non-administrators) will see a limited set of features based on the permissions their Administrator has assigned. If you are a sub-user and cannot access a feature described in this guide, please reach out to your Company Administrator to review or update your permissions.

3. Admin vs. Sub-User: What Each Role Can Do

Sub-users: If a feature listed above is not visible or accessible to you, it is likely restricted by your Administrator. Contact your Company Administrator to request a change to your permissions.

4. Logging In

1. Visit XOGO Manager (https://manager.xogo.io)

2. Enter your registered email and password.

3. Click Login to access your dashboard.

5. Teams & Player Grouping

i. Overview

With Teams, you (Admin) can create distinct groups of users within your account to better manage permissions, access, and content workflows. This feature is ideal for organizations with multiple collaborators working across different locations or screens.

The Teams feature in XOGO Web Manager enables collaborative management of Players, Playlists, and other assets.

ii. Enabling Teams & Grouping

1. Navigate to Profile > Profile & Settings > Teams and Player Grouping under Company.

2. Click Enable Teams and Grouping.

iii. Disabling Teams & Grouping

Disabling Teams & Grouping is a managed process handled with the assistance of XOGO Support to ensure no data or Player configurations are lost.

1. Navigate to Profile > Profile & Settings > Teams and Player Grouping under Company.

2. Click Request Reset to Basic Mode.

3. Once submitted, a support ticket will be created automatically.

4. A XOGO Support agent will reach out to gather more information and guide you through the process of disabling the feature.

Note: Do not attempt to manually delete Teams or Player Groups as a workaround for disabling this feature. Doing so without moving Players first will cause those Players to cease functioning and all associated content will be lost. Always use the Request Reset to Basic Mode option to initiate the process safely.

iv. How to Use Teams

Once Teams & Grouping is enabled, a Teams section will appear under the Widgets panel in the sidebar.

1. Navigate to Teams from the sidebar.

2. Click Add New to:

· Invite users by email

· Create a new Team

· Create a new Player Group

v. How to Create a New Team:

1. Click Add New → Team.

2. Enter a valid Team Name.

3. Select users to add by clicking the + icon.

4. Click Create Team to finalize.

5. Once created, the Team will immediately appear in the Teams window under My Teams.

6. To view or edit a Team, click Manage Team.

7. Once the management window opens, click Edit Team in the top-right corner to make further changes, such as adding more members.

8. To update a user's role-based permissions, click the Edit icon next to their name. To remove a user, click the Delete icon.

Role Permissions:

· Admin – Full access to all features and settings.

· User – Limited access based on assigned permissions.

Note: Only Company Administrators can create Teams, assign users, and manage role‑based permissions such as uploading, editing, or deleting assets, playlists, and players.

vi. How to Invite Users

1. Click Add New → Users.

2. Enter the required details in the Invite User form.

3. Click Invite User.

4. The user will receive an email invitation to join your account.

vii. Grouping Players

Organize your digital signage players into manageable groups, each overseen by a designated team. Grouping simplifies content deployment, enhances collaboration, and ensures efficient management of your signage network.

The Player Grouping feature allows you to organize multiple Players into a single group, simplifying content management and deployment at a scale.

viii. How to Create a Player Group:

1. Navigate to Teams → Add New → Player Group.

2. Enter all required details, including:

· Group Name

· Team (select the appropriate Team)

· Playlist (optional — can be assigned later)

· Players (optional — can be assigned later)

Note: Playlists and Players can be left empty at creation. Team members can add content, create Playlists, and assign Players later.

3. Click Create Player Group to finalize.

4. To view the new Player Group, navigate back to the Teams view, click Manage Team for the relevant Team, then select the Player Groups tab.

5. You can also view your player groups created by Navigating to Players page and toggle the icon at the top right of the page as show in the screenshot below.

6. The Player Groups list displays each group's name, the number of Players assigned, and any associated Playlists.

7. To add additional Player Groups within the same Team, click Add Player Group in the top-right corner.

8. To edit an existing Player Group, click the Edit icon from the Player Groups page. From there you can:

· Add or remove Players.

· Change the default Playlist.

· Assign custom Playlists to individual Players.

· Click Save once the changes are made.

Note: Player Grouping is especially beneficial for businesses managing multiple screens or locations that require synchronized or consistent content delivery.

ix. How to Delete a Team or Player Group

Only Company Administrators can delete Teams or Player Groups.

To delete a Team:

1. Navigate to Teams > Select a Team > Manage Team.

2. Click Edit Team in the top-right corner.

3. Scroll to the bottom and click Delete Team.

Note: Deleting a Team will permanently delete all content, Playlists, and Players associated with that Team. This action cannot be reversed. Only custom Teams can be deleted. The Default Team cannot be deleted.

To delete a Player Group:

1. Navigate to Teams > Team A > Manage Team > Player Groups.

2. Click the Delete icon next to the Player Group you wish to remove.

Note: Only custom Player Groups can be deleted. The Default Group cannot be deleted. If a Player Group contains Players, those Players will also be permanently deleted along with the group.

x. Content and Playlists in New Teams

Each new Team is treated as a separate account and does not share content with your Default Team. When working within a new Team, you will need to set up content independently.

Follow these steps when setting up a new Team (e.g., Team A):

1. Go to Profile – Change the Team view to ‘Team A’ to go into the team.

2. Upload content and create a Playlist within Team A before assigning it to any Players.

3. Add Players to Team A — either by creating a new Player or by moving an existing Player from your Default Team.

Note: Players moved from the Default Team will not have a Playlist automatically assigned. You will need to assign one manually.

To assign a Playlist to moved Players via Player Groups:

1. Navigate to Teams > Team A > Manage Team > Player Groups.

2. Click the Edit icon (pencil) on the relevant Player Group.

3. Select a Default Playlist from the dropdown and click Save.

This is ideal if you want all Players in the group to display the same content.

To assign different Playlists to individual Players, you have two options:

· Navigate to the Player Groups page under Team A and select Custom Playlist for each Player individually.

· Or navigate to the Players page, open each moved Player, and manually assign a Playlist.

xi. How to move Players Between Teams and Groups

Moving Players between Teams and Groups is particularly necessary when an Administrator needs to delete a Team or Player Group. Before deleting any Team or Player Group, ensure all Players within it have been reassigned. If a Team or group is deleted while Players are still assigned to it, those Players will cease to function, and all associated content will be lost.

This feature is also useful for large organizations that need to reorganize Players across different groups.

There are two methods for moving Players between Teams or Groups:

Method 1: Via the Players View

1. Navigate to Players in XOGO Manager.

2. Click the three-dot menu (⋮) on any Player and select Move Player To.

3. In the dialog box, select the destination Team and Player Group, then click Move.

3. Confirm that the Player has been successfully moved to the selected Team and Group.

To move Players in bulk:

1. Click the Select option near the Filter icon at the top of the Players view.

2. Select all Players to be moved, click Select Bulk Actions, and choose Move Players.

3. Follow Step 3 above to complete the bulk move.

Note: You can also delete or restart Players in bulk using the same Select Bulk Actions workflow.

Method 2: Via the Teams View

4. Navigate to Teams in XOGO Manager.

5. Click Manage Team for the relevant Team.

6. Select the Player Groups tab.

7. Click the Edit icon on the desired group.

8. Click Select to choose Players from the list.

9. Click the Select Bulk Actions dropdown to choose from the following options:

· Move Players — Reassign selected Players to a different Team or Group.

· Apply to Players — Assigns the same Playlist across all selected Players

10. Select Move Players to reassign Players between Teams or Groups.

11. Select Apply to Players to display the same Playlist across all selected Players.

6. Tips for Efficient Use

· Use Player Groups to simplify large-scale Player management.

· Maintain a consistent naming convention for Assets, Playlists, Planners, Teams and Groups.

· Keep your Library organized for easier content creation.

· Enhance viewer engagement with Widgets and Overlays.

· Use Teams for structured collaboration and role-based access control.

· Administrators: When deleting Teams or Player Groups, you must move all existing Players to a new or existing Team or Group beforehand. Failure to do so will cause those Players to cease functioning, and all associated content will be lost.

· Sub-users: If you encounter access restrictions, contact your Company Administrator to adjust your permissions.

7. Getting Help

If you need assistance:

· Click the Chat Box icon at the bottom of the XOGO Manager interface- it can help answer most common questions quickly.

· If your query is not resolved, reach out to XOGO Support for further assistance from our team.