Custom Content or CMS - How to Choose the Right Digital Signage for You

When it comes to digital signage, there’s no one-size-fits-all answer. Some workplaces thrive with simple, custom content that gets the message across clearly. Others benefit from the flexibility and scalability of a full content management system (CMS).

The good news? You don’t have to guess. By understanding what each option offers, you can make a confident choice that matches your team’s needs, whether you're just getting started or planning for future growth.

In this blog, we’ll walk through both approaches, explore where they shine, and help you decide which path makes the most sense for your workplace.

Custom content: the essentials-only option

Custom content delivers essential digital signage functionality without overwhelming complexity. 

Quick setup for immediate results

Custom content gets your digital signage running without extensive configuration. You select from preset layouts, add your text or images, and schedule when content appears. 

Perfect combination of room status and announcements

With Joan custom content, you can display room status from Joan devices alongside your announcements on the same screen. This means employees see both meeting room availability and company updates in one place without needing separate displays.

Simple scheduling that works

The scheduling interface operates with straightforward date ranges and repeat options. Set your content to appear during specific hours or days without navigating complex calendar systems. When you manage fewer displays, this direct approach saves time and eliminates confusion.

Built for straightforward needs

Companies with one person or small team managing all digital signage needs benefit most from custom content. When one person or small team manages all digital signage needs, the streamlined interface prevents feature overload while delivering professional results.

WDS with CMS: the enterprise solution

Workplace Digital Signage with Content Management Systems handles sophisticated communication requirements across large, complex organizations. This approach provides the flexibility and control that enterprises need for comprehensive digital communication strategies.

Advanced content creation capabilities

The graphics editor within CMS platforms offers sophisticated design tools comparable to presentation software or website builders. Create rich, customized layouts that match your brand guidelines and communication objectives. Professional templates provide starting points while allowing complete customization for unique requirements.

Sophisticated scheduling and management

Calendar-based interfaces with drag-and-drop functionality make complex scheduling manageable. Schedule the same content across multiple displays simultaneously, create display groups for efficient management, and maintain clear oversight of all scheduled content through visual calendars.

Comprehensive user management

Enterprise environments require different people to handle different aspects of digital signage. CMS platforms provide detailed role-based access control, allowing HR to manage employee recognition content while office teams handle operational announcements. Department managers can update their specific areas without accessing company-wide controls.

Data integration and external sources

Connect RSS feeds and custom data sources to your displays. This feature enables real-time information updates from multiple systems, creating dynamic content that stays current without manual intervention.

Advanced CMS platforms provide sandbox environments for testing content and layouts before deployment. This separation prevents disruption to live displays while allowing experimentation and refinement of complex content strategies.

How to choose the right approach for your workplace

Four questions to ask when choosing your digital signage approach.

How big is your company and how is it structured?

Smaller companies with one person or small team managing digital signage work well with custom content, while larger companies with multiple departments, locations, or communication managers need the advanced permission controls that CMS platforms provide.

How complex is your content?

Companies displaying basic announcements and simple workplace information work well with custom content and its preset layouts. Organizations requiring branded presentations, complex designs, or frequent visual changes need the advanced graphics capabilities that CMS platforms provide, especially when digital signage represents your brand to clients or visitors.

Who manages your digital signage?

Organizations with one person managing all digital signage work efficiently with custom content, while workplaces where multiple departments need to create their own content require the user management and permission controls that CMS platforms provide.

Where is your workplace headed?

Workplaces with stable, predictable needs work well with custom content long-term, while rapidly growing teams or those with evolving communication requirements should consider CMS platforms even when current needs seem simple. 

Joan Workplace digital signage combines power with simplicity

Joan Workplace digital signage delivers flexible solutions that work with your existing hardware while adapting to your specific communication needs. 

1. Works with any display technology. Choose ePaper displays for energy efficiency, use existing LCD monitors, or mix different screen types throughout your office. 
2. Simple custom content or advanced CMS. Start with straightforward templates and preset layouts for immediate results, then scale to sophisticated content management with advanced permissions when your needs grow.
3. Integrates with your complete workplace. Room booking, desk scheduling, visitor management, and parking coordination work together with digital signage in one unified platform instead of managing multiple separate systems.
4. Scales naturally as you grow. Begin with custom content and transition to enterprise CMS features without changing hardware or losing your investment in the platform.

The real value lies in making the right choice now.

Digital signage isn’t one-size-fits-all. The right choice saves time, money, and endless frustration. Let Joan specialists help you get it right the first time.