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Everything you need to know about the Screen Management AI Assistant

This feature has not been released yet This article describes functionality that is currently under development and not yet available in PLAYipp.

Questions? Feel free to contact our support team.

The Screen Management AI Assistant is a built-in chat assistant that helps you understand and manage your screens in PLAYipp, without digging through menus. This article covers what it can do, how to use it and how your data is handled.

Table of contents

What the assistant is

The assistant is built into screen management in PLAYipp. Instead of switching between different lists and filters to check on your screens, you ask a question in plain language, just like you would ask a colleague. The assistant looks things up for you and, where relevant, shows the answer as a table, a chart or a short list rather than a wall of text.

The assistant is built and run by PLAYipp. We design and operate our own AI agents rather than handing this off to a third-party chatbot platform.

Who can use the assistant

The assistant is intended for admins who manage screens. What you can see and do through it depends entirely on your existing PLAYipp permissions. The assistant never shows you anything you could not already see in regular screen management, and never lets you do anything you do not already have rights to do.

First release: To start with, the assistant is available to company admins only. Screen admins will get access in a later update. If you are a screen admin and do not see it yet, that is expected for now.

AI in PLAYipp is always optional. See Turning off AI assistants.

What the assistant can help with

The assistant helps with three kinds of things: answering questions, taking screenshots and making changes for you.

Questions it can answer

  • Screen status: online, offline, awaiting activation (added but never connected) or no license
  • Finding a specific screen: by its name (or part of it) or by its MAC address
  • Screen details: a screen's status, address, layout, license (and when it expires) and tags
  • Location: screens at a specific address or area, including or excluding parts of it
  • Tags: which screens have (or do not have) a given tag
  • Layouts: which screens are on a given layout, and how many screens each layout has
  • Licenses: which license a screen uses, how many free slots your licenses have, and their start and end dates
  • Access: which users and groups can manage or publish to a given screen
  • Last check-in: for example screens that have not checked in for 45+ days, or that have checked in within the last week

Screenshots

The assistant can show you the latest screenshot of a screen, or take a fresh one on the spot. See Taking a screenshot.

Changes it can make

All changes require your approval first. See Making changes to your screens.

  • Restart, clear cache or clear web cache on a set of screens
  • Add an existing tag to a set of screens
  • Move screens to another address
  • Put screens on another existing layout
  • Assign screens to an existing license
  • Delete screens (only when you explicitly ask for it)

What the assistant cannot do yet

This version of the assistant does not yet cover:

  • Proactive alerts about upcoming software updates that could affect your screens
  • Detailed error and troubleshooting diagnostics for your screens. This data is currently only visible to PLAYipp Support. If you are troubleshooting a screen issue, contact support at support@playipp.com.
  • Which screens a specific user has access to. The assistant can tell you who has access to a screen, but not the reverse. The Users and User Groups AI Assistant can show which locations, layouts and screen groups a user has access to.
  • Creating new screens, tags, layouts or licenses. This is done as usual in PLAYipp. (If you want to create a new user, that is supported in the Users and User Groups AI Assistant.)
  • Access for screen admins (coming in a later update, company admins get it first)

How to open the assistant

  1. Go to your screens in PLAYipp Manager. The assistant works in both the list view and the tree view.
  2. Click the Ask AI assistant icon in the top header, next to the view selector.
  3. The assistant opens in a large window over the page, with an overview dashboard already filled in. You do not need to ask anything to get started.

The dashboard

As soon as you open the assistant, you will see:

  • Four header numbers: total screens, online, offline and no license
  • A stat grid with more detail: Total screens, Online (with % of all screens), Offline, Not connected, No license and Awaiting activation
  • Ready-made suggestions you can click, such as "List all screens inactive for 45+ days", "Clear cache on screens that are offline" or "Show screens with no license"

All numbers are pulled directly from your account when you load the screens page, nothing shown is estimated. To refresh them, reload the page.

 Asking a question

Type your question in plain language. There is nothing special to learn, and no commands or slashes are needed. A few examples:

  • "Which of my screens are offline right now?"
  • "Who has access to the screen in the Stockholm reception?"
  • "Show me screens with no license"
  • "List all screens inactive for 45+ days"
  • "Which screen has MAC address 00:1A:2B:3C:4D:5E?"

You can write in your own language. The assistant replies in the language you write in, or in the language you use PLAYipp in.

You can also refine what you just asked without repeating yourself. For example, ask "which screens are offline in Gävle" and then follow up with "only the ones with no license" or "also add Kilafors", and the assistant will narrow or widen the same list rather than starting over.

If a screen name matches more than one screen, the assistant asks which one you mean instead of guessing.

Depending on the question, the assistant replies with a short written answer, an interactive table, a chart, number tiles, a screenshot or a list of items you can click straight through to. A list shows up to 50 screens at a time. If more match, the assistant tells you the real total and that the list has been cut off, so you can narrow your question to see the rest.

Taking a screenshot

Ask the assistant to show you what a screen is currently displaying, and it pulls up the latest screenshot on file. You can also ask it to take a fresh one, which captures a new screenshot from the screen, usually within a minute or two. This is the one thing the assistant does immediately, without asking for your approval first.

  • Screenshots work on one screen at a time. If your question matches several screens, the assistant asks which one you mean.
  • A fresh screenshot can only be taken while the screen is online. For an offline screen, you can still see the latest one on file.
  • Each screenshot has a Take a new screenshot button, so you can refresh it without asking again.
  • If the screen does not send a screenshot within a few minutes, the assistant lets you know. The screen may have gone offline, so try again later.
  • If screenshots are turned off for your organization, the assistant cannot show or take them either.

Making changes to your screens

You can ask the assistant to make changes to a group of screens, based on almost any description you give it. For example "restart all offline screens in Building A" or "put the screens in the Oslo office on the Autumn Sale layout". The assistant can:

  • Restart, clear cache or clear web cache
  • Add an existing tag to a set of screens
  • Move screens to another address. You pick a saved address, or enter a new one, on the confirmation card.
  • Put screens on another existing layout
  • Assign screens to an existing license that has free slots
  • Delete screens, but only when you explicitly ask for it. The assistant never suggests deleting screens as a fix.

The assistant only works with tags, layouts and licenses that already exist and does not create new ones. New screens, tags, layouts and licenses are still created from their usual place in PLAYipp. Addresses are the one exception: when moving screens, you can enter a new address yourself on the confirmation card, and it is saved when you approve.

Creating (inviting) new users is done in the Users and User Groups AI Assistant, not here.

The confirmation card

Before anything happens, the assistant always shows you a confirmation card listing:

  • Matched: the screens that fit what you described
  • Excluded: matched screens automatically left out because the change does not apply to them. What that means depends on the action:
    • Restart, clear cache, clear web cache and delete: screens locked by another admin's action already in progress
    • Add tag: screens that already have the tag
    • Change layout: screens already on that layout, or that cannot show a 4K layout
    • Assign license: screens already on that license, and any screens beyond its free slots
  • Selected: what will actually happen if you approve

When moving screens to another address, the card shows how many screens will be moved, and you pick the address before approving.

Click Review list to see every selected screen before confirming. Nothing runs until you click Approve. There is no separate reject button. If you do not want to go ahead, just close the card or ask for something else.

Deleting cannot be undone

Every other action (restart, clear cache, clear web cache, add tag, move address, change layout and assign license) is reversible. The confirmation step is there to make sure the right screens are affected, not because the change itself is permanent.

Deleting is the one exception. Once a delete is approved, it cannot be reversed, so double-check the Selected list before confirming.

While you wait

Some questions take a little longer to look into. After a few seconds, you get the option to close the assistant and be notified when your answer is ready. If it takes longer still, you will see a short "Still working on it" message.

If you close the assistant before the reply arrives, in any way, you get a notification ("Your AI assistant has replied") with a link that takes you straight back to it.

Each answer has a thumbs up and thumbs down, so you can tell us if it was helpful. This helps us keep improving the assistant.

Turning off AI assistants

AI features in PLAYipp, including this assistant, are entirely optional. If your organization would rather not use AI and agent features, an organization admin can turn them off for everyone, in one place:

  1. Go to Organization settings.
  2. Under General, find Allow AI assistants and turn off Enable AI assistants.

Once disabled, both AI assistants (this one and the Users and User Groups AI Assistant) are hidden for every user in the organization, until the setting is switched back on.

How your data is handled

  • Built and run by PLAYipp. The assistant runs on our own AI infrastructure, which we build and operate ourselves. It is not handed off to a third-party AI chatbot vendor.
  • Your data stays in the EU. The language model behind the assistant is hosted in the EU by Berget, a Swedish hosting provider.
  • Same protection as the rest of your PLAYipp data. Data used by the assistant is protected to exactly the same standard as all your other data in PLAYipp. Using the assistant does not lower the bar in any way.
  • Your data is never used to train AI models. Nothing you or your organization does through the assistant is used to train any language model. Your data is only used to answer your own questions.
  • Conversations are kept so you can follow up. Your questions and answers are stored so the assistant has context for follow-up questions. Starting a New conversation clears the previous one from view and from what the assistant considers going forward.

Frequently asked questions

Will the assistant ever do something to my screens without asking me first? Almost never. Any change to your screens always shows you a confirmation step first, listing exactly what will be affected. The one exception is taking a screenshot, which happens right away since it does not change anything.

Does the assistant see more than I normally can? No. It only shows you what you already have permission to see in regular screen management.

How many screens can I see or act on at once? A list shows up to 50 screens at a time. If more match, you are told the real total. The assistant acts on the screens it has found for you, so narrow your question (by location, tag and so on) to see or act on the rest.

Can I undo a change made through the assistant? Restart, clear cache, clear web cache, adding a tag, moving screens and changing a layout or license are all reversible. Deleting screens is not, and the assistant warns you clearly before you confirm a delete.

Can I create new screens, tags, layouts or licenses through the assistant? No, these are created from their usual place in PLAYipp. If you want to create a new user, that is supported in the Users and User Groups AI Assistant.

Is my data safe? Is it used to train AI models? Your data is hosted in the EU by Berget, protected to the same standard as the rest of your PLAYipp data, and never used to train any AI model. See How your data is handled.

I am a screen admin. Why do I not see the assistant? The first release is available to company admins only. Screen admins will get access in a later update.

Can we turn this off for our organization? Yes, see Turning off AI assistants. Turning it off hides both this assistant and the Users and User Groups AI Assistant.