Scheduled Tasks

Scheduled Tasks allow you to automate operations across your digital signage network. A task runs when its trigger fires — on a configurable cron-based schedule, in response to an account event, or via an incoming webhook — and can target all devices or a specific subset. You can find Scheduled Tasks under Tools > Scheduled Tasks in the CMS.

Getting Started

1. Navigate to Tools > Scheduled Tasks.
2. Click New Task.
3. Give the task a name, select a task type, configure its parameters, choose a trigger (schedule, event, or webhook), and choose which devices to target.
4. Click Save.

Task List

The task list displays all scheduled tasks for your account in a table with the following columns:

Note: All task schedules respect the timezone configured on your account. A banner on the task list page indicates which timezone is in effect.

Task Types

1. System Reboot

Remotely reboot one or more devices on a recurring schedule. This is useful for maintaining device health by periodically clearing memory and restarting the player application.

Parameters: None — the reboot command is sent directly to the targeted devices.

Example use cases:

• Reboot all kiosk devices every night at 2:00 AM to ensure a fresh start each day.
• Restart a subset of outdoor displays weekly to apply pending OS updates.

2. Send Command

Send a custom command to devices on a schedule. Commands are defined in your account's device configuration and can trigger player-side actions such as changing input sources, clearing cache, or running custom scripts.

Parameters:

Example use cases:

• Send a "Clear Cache" command to all lobby displays every Sunday at midnight.
• Trigger a "Switch Input" command on conference room devices at the start and end of business hours.
• Run a custom script command on a specific device group daily to synchronize local content.

3. Generate Report

Automatically generate and deliver reports on a recurring schedule. Reports are emailed to a specified recipient and can optionally be posted to a webhook URL for integration with external systems.

Parameters:

Note: The Report task type is disabled if no reports have been configured in your account.

Example use cases:

• Email a weekly device uptime report in PDF format to your operations team every Monday morning.
• Generate a monthly content playback report in Excel format and send it to stakeholders on the first day of each month.
• POST daily CSV reports to a webhook endpoint for ingestion into a business intelligence platform.
• Use "Since Last Run" as the date range to ensure seamless, gap-free reporting between task executions.

4. AI Analysis

Leverage AI to analyze your network or media performance data and receive intelligent insights via email. AI Analysis tasks use large language models to evaluate device logs, playback metrics, and network health data — and can optionally take automated corrective actions.

When configured with one of the Action types below, an AI Analysis task functions as an autonomous AI Agent — running your instructions on a schedule and acting on your account within defined limits. For a deeper treatment of agent prompt design, notifications, and the full security model, see the AI Analytics & Agents article.

Important: Before configuring an AI Analysis task, you must accept the AI Terms of Service. This is a one-time acceptance stored locally in your browser.

Parameters:

Analysis Types

AI Analysis types are organized into two groups:

Reporting — Generate insights and recommendations delivered via email.

Action — Analyze data and take automated corrective actions on your behalf.

⚠️ Warning: Action-type analyses can make changes to your devices and content automatically. Review the AI's recommendations carefully and ensure you are comfortable with automated modifications before enabling action variants. Action tasks operate strictly within the permissions granted to the AgenticAI role, and any AI-generated media can be held for human review when Media Approval is enabled — see the Permissions section below.

Example use cases:

• Run a weekly Network Performance analysis to receive an email summary of device health trends and uptime issues.
• Schedule a daily Media Performance report to identify which content items are generating the most impressions and which may need refreshing.
• Use a Custom Prompt like "Identify any devices that have been offline for more than 24 hours in the past week and summarize their locations" to get targeted intelligence.
• Enable a Network Performance (Action) task to automatically reboot devices that have been unresponsive for extended periods.
• Schedule a monthly Media Performance (Action) task to automatically disable content that has had zero impressions in the past 30 days.
• Use a Custom Prompt (Action) task to read today's entries from an "Announcements" Data Table each morning, publish any approved items scheduled for the current day to your lobby displays, and expire any that have passed.
• Use a Custom Prompt (Action) task to check for upcoming holidays in the next 14 days and update the lobby playlist with appropriate seasonal content — operating under Media Approval so a person signs off before anything goes live.

Security & Permissions for Action Tasks

Action-type AI Analysis tasks execute real changes against your account, so their authority is deliberately constrained:

• AgenticAI role — Every action an AI task takes is bounded by the permissions assigned to the AgenticAI role (View / Edit / Delete, per resource type). A task can only do what this role allows, regardless of what its prompt requests.
• Media Approval — When enabled, any media an AI task creates or modifies is held out of rotation until an authorized Approver reviews it.

Both controls are described in detail under Permissions below and in the AI Analytics & Agents article.

Triggers

A task's trigger determines what causes it to run. Every task uses one of three trigger types:

Schedule Trigger

The Schedule trigger runs a task on a recurring cron-based schedule. The built-in cron editor provides a visual interface for configuring schedules without needing to write cron expressions manually.

The editor supports the following schedule tabs:

The cron engine uses Quartz-style cron expressions (7-field format including seconds).

Event Trigger

The Event trigger runs a task in response to something happening in your account, rather than on a fixed schedule. Because the task acts on the data carried by the event, Event triggers are available only to AI Analysis tasks — the triggering event's data (such as the uploaded media's details or the new device's details) is passed into the AI prompt, so your instructions can reference and act on the specific item involved.

Currently supported events:

Example use cases:

• Media Uploaded — "Analyze the newly uploaded media and flag it for review if it contains offensive or non-brand-safe content. If the media exceeds 4K resolution, resize it down to 4K." (Combines automated content moderation with a transform, acting on the specific file that was just uploaded.)
• Media Uploaded — "Generate a descriptive title and tags for the newly uploaded media and apply them, so the media library stays searchable without manual data entry."
• Device Registered — "When a new device registers, summarize its details and email the operations team so a new install is reviewed promptly."

Note: Because Event-triggered tasks can act on account data, they are subject to the same AgenticAI role permissions and Media Approval safeguards as Action-type tasks — see the Permissions section. An event task that resizes or modifies media, for example, will have that media held for approval when Media Approval is enabled.

Webhook Trigger

The Webhook trigger runs a task when an external system sends an HTTP POST request to the task's unique webhook URL. Any custom payload included in the request body is passed to the task, allowing external tools, scripts, or business systems to trigger signage automation on demand. For AI Analysis tasks, the payload is made available to the prompt so the task can act on the supplied data.

Example use cases:

• Trigger a content refresh from a CI/CD pipeline after new assets are published.
• Let an external booking or event system kick off a task when a room or event status changes, passing the relevant details in the payload.
• Fire an AI Analysis task from a third-party monitoring tool, passing alert context in the payload for the AI to evaluate.

Device Targeting

Each task can target:

• All Devices — The task applies to every device in your account (or organization, if applicable). This is the default.
• Specific Devices — Toggle off "All Devices" and use the device picker to select individual devices. The picker displays devices grouped by their device group.

Managing Tasks

Enable / Disable

Toggle a task on or off without deleting it. Disabled tasks retain their configuration but will not execute on their schedule. Use the pause/play button in the task list or the toggle on the task edit page.

Run Now

Manually trigger a task immediately, regardless of its schedule. The task must be enabled to use Run Now. This is useful for testing a newly created task or running an ad-hoc report.

Delete

Permanently remove a task. A confirmation dialog is shown before deletion. This action cannot be undone.

Permissions

Access to Scheduled Tasks is controlled by the Tools > Tasks > View permission. Users without this permission will not see the Scheduled Tasks tab under Tools. Task creation, editing, and deletion also require this permission.

If your account uses organizations, tasks are scoped to the user's organization — non-owner users will only see tasks belonging to their organization.

Governing What AI Action Tasks Can Do

The Tools > Tasks > View permission controls who can create and manage tasks. What an Action-type AI Analysis task is allowed to do once it runs is governed separately, by the AgenticAI role and the optional Media Approval workflow.

The AgenticAI Role

The AgenticAI role is a dedicated custom role that defines the boundaries of every AI agent task. It is configured under Account Settings > Users & Permissions, and supports three permission levels for each resource type:

These permissions apply across all resource types — devices, media, playlists, schedules, and templates — letting you grant a Custom Prompt (Action) task exactly the access it needs and nothing more. A task cannot exceed the AgenticAI role's permissions no matter what its prompt instructs.

Media Approval

For organizations that require oversight of AI-generated content, Media Approval adds a human checkpoint. When enabled (under Account Settings), any media created or modified by an AI task is held out of rotation until a user with the Approver role reviews and approves it. This is valuable for brand compliance, regulated environments, and staged rollouts of agent-driven content.

For complete guidance on the agent security model, prompt design, and notifications, see the AI Analytics & Agents article.

Tips & Best Practices

• Use "Since Last Run" for reports and AI analysis to ensure continuous, non-overlapping data coverage between executions.
• Start with Reporting AI analysis types before enabling Action variants to understand what changes the AI would recommend.
• For Action tasks, begin with view-only AgenticAI permissions and expand to Edit/Delete only as you gain confidence in your prompts.
• Enable Media Approval for any Custom Prompt (Action) task that generates or publishes content, so a person signs off before it reaches your displays.
• Test a Custom Prompt through the Account Assistant first to confirm it produces the expected result before scheduling it as an Action task.
• Use Event triggers for reactive workflows (e.g., moderating or processing media the moment it's uploaded) instead of polling on a schedule.
• Keep Media Approval enabled for Media Uploaded event tasks that resize, transform, or regenerate media, so changes are reviewed before going live.
• Secure Webhook triggers by treating the task's webhook URL as a secret, and validate the payload your external system sends.
• Schedule reboots during off-hours (e.g., 2:00 AM) to avoid disrupting content playback.
• Use descriptive task names to make the task list easy to scan (e.g., "Nightly Reboot – Lobby Kiosks" or "Daily Announcements Publish – Lobby").
• Test with Run Now after creating a task to verify it works as expected before relying on the schedule.
• Leverage webhooks on report tasks to feed data into external dashboards or ticketing systems automatically.