Complete guide on how to setup your HootBoard account & kiosk - 2025

Welcome to HootBoard

This document provides a step-by-step onboarding guide for HootBoard kiosk deployments. Whether you're preparing ahead of delivery or setting up on-site, this manual is structured to ensure a smooth deployment from start to finish.

The guide is organized into four parts:

• Part 1: Welcome & Overview
• Part 2: Track A – Admin Dashboard Setup (Before Kiosk Delivery)
• Part 3: Track B – On-Device Kiosk Setup (After Kiosk Delivery)
• Part 4: Post-Deployment, Maintenance, and Support

Part 1: Welcome & Onboarding Overview

Purpose of This Guide

This onboarding guide is intended to assist IT teams, communications managers, kiosk administrators, and operations staff in successfully configuring, launching, and maintaining a HootBoard kiosk. It outlines detailed procedures for setting up both the cloud dashboard and physical kiosk devices.

Who Should Use This?

• IT Staff – To handle device installation, power and connectivity.
• Marketing & Communications – To brand the board, manage apps, and schedule content.
• Operations/Facilities Teams – To oversee kiosk usage, idle content, and on-site interaction.

Estimated Setup Time

• Admin Setup (Track A) – 30 to 60 minutes (excluding content creation)
• Device Setup (Track B) – 20 to 40 minutes per kiosk (depending on location and connectivity)

Part 2: Track A – Admin Dashboard Setup (Before Kiosk Delivery)

1. Creating Your Board

Visit hootboard.com/create-board to begin. 

Enter your organization name and choose your type (e.g., university, hotel, municipality). 

Define your board name and select how it will be used such as guest information, wayfinding, or internal communications.

Once created, you'll be taken to your board's dashboard. This is your control center for all content, app installations, screen configurations, and analytics.

Step 1: Create Board (New User)

Existing user:

• Go to www.hootboard.com and click Log In.
• Authenticate, then select Create HootBoard.

Step 2: Select your Board Type, Board Usage Type and Enter your Board Name, Description, and other details.

Step 4 : Select your board type & continue

2. Branding and Identity Configuration

Go to “Settings” → “Board Branding.”

• Logo: Upload a PNG or SVG version of your organization's logo. This will display across kiosks and apps.
  
  
• Background: Select from a preset or upload a custom background. Use high-contrast imagery to ensure legibility of overlayed text.
  
  
• Color Palette: Set your primary, secondary, and accent colors. These control the buttons, borders, and highlights used in apps and hoots.
  
  
• Short URL: Create a memorable board link (e.g., hootboard.com/greenfieldcampus) to share with your audience.

 

🎥Check out the video tutorial for more information

 

3. Configuring Board Settings

Under “Settings” → “Access & Privacy”:

• Visibility: Set your board as Public (accessible to anyone), Private (members only), or Restricted (requires admin approval).
  
  
• Join Wall: Turn on if you want users to request access rather than automatically joining.
  
  
• Moderation: Choose whether hoots and comments require approval before appearing.
  
  
• Location Setup: Add your geographic coordinates to enable location-based services like local business listings, event discovery, or transit integration.

4. Inviting Members & Assigning Roles

Navigate to “Members” > “Invite by Email.”

Available roles:

• Admin – Full permissions including branding, screen control, and user management
  
  
• Poster – Can create and publish hoots and apps
  
  
• Private Viewer – Read-only access to private and public content
  
  
• Follower – Read-only access to public content           

5. Adding Apps 

Go to “Apps” > “Add App.” HootBoard’s App Marketplace includes:

• Weather – Displays real-time weather at kiosk location
  
  
• RSS Feed – Connects to blogs, newsrooms, etc.
  
  
• Fortune Wheel – Drives engagement via gamification
  
  
• File Viewer – For uploading guides, forms, or brochures
  
  

Custom Apps:

• Web App – Display an external website
  
  
• Collection App – Group posts by theme or campaign
  
  
• File App – Link directly to PDF or document content
  
  

Drag-and-drop to arrange the order of apps as they’ll appear on kiosks.

Read the detailed support article

• How to Create a Collections App and Web App

6. Creating Screens

Click “Screens” → “Create Screen.”

Choose one:

• Interactive – For touch-based kiosk experiences
  
  
• Digital Signage – For passive viewing (e.g., hallway TVs)
  
  

Name each screen by location (e.g., “North Wing Kiosk”) and assign the appropriate apps and board. Each screen can have a unique app mix, layout, and idle content.

🎥Video Tutorial

 

7. Upgrading Screens to Premium

Visit the “Licenses” section to unlock additional features:

• Interactive Premium: Enables full interactivity and app access
  
  
• Digital Signage Premium: Adds scheduled playback and advanced analytics
  
  

Apply licenses to one or more screens as needed. Bundles are available by industry vertical (e.g., Tourism, Campus, Workplace).

8. Creating Content (Hoots)

Click “Post Here” in your dashboard:

Choose post type:

• Announcement – Plain text + image post
  
  
• Event – Adds calendar integration
  
  
• Photo/Video – Visual-first posts
  
  
• Link – Embed links to websites or PDFs
  
  

Add title, body, optional image, tags, and collection assignment. Set visibility and schedule if desired. Posts appear on kiosk apps and idle loops based on your configuration.

Step 1: Select type of hoot you want to create
Ex: An announcements, event, Job, News, Deals, Videos, Photos, files etc. 

Step 2: Add the content.

Step 3: Select your board and visibility of the hoot and post it.

9. Configuring Idle Sequence

Go to “Screens” → Select a screen → “Idle Settings.”

Add content that should auto-play when no one is using the kiosk:

• Supported formats: JPG, PNG, MP4, Web URLs
  
  
• Each item can be timed individually (e.g., 15s/image, 30s/video)
  
  
• Drag to reorder and preview the loop
  
  

Recommended: Use brand-aligned assets such as event slides, welcome videos, or sponsor ads.

 

10. Analytics and Reporting

Navigate to “Analytics” on the left panel:

Track metrics such as:

• Number of sessions per day
  
  
• Top-performing posts
  
  
• Average time spent on kiosk
  
  
• Heatmaps showing tap locations
  
  

Export PDF or CSV reports to share with stakeholders or use internally for engagement optimization.

 

Part 3: Track B – On-Device Kiosk Setup (After Kiosk Delivery)

1. Unboxing and Hardware Setup

Carefully remove the kiosk unit from its packaging. Check that all components are present:

• The main kiosk device
• Power adapter and cable
• Mounting kit or stand (if included)
• Setup insert with QR code for support resources

Ensure the installation area is level, well-ventilated, and close to a power source. If wall-mounted, use only the recommended hardware and verify anchoring strength. Connect the power supply to an approved outlet and press the power button (if applicable) to start booting the system.

2. Network Configuration

Once powered on, the device will prompt for network setup.

• Choose a Wi-Fi network or connect via Ethernet (if available).
• Enter the credentials for Wi-Fi access and confirm.
• Wait for the device to confirm connection before proceeding.

For enterprise networks, consult IT to whitelist the device MAC address or allow access through firewall configurations. Stable connectivity is essential for content sync, updates, and analytics tracking.

3. Initial Setup Wizard

Option A: New HootBoard User

If you are new to HootBoard follow the below instructions step by step to get started.

Step 1: Tap “I’m new to HootBoard” when prompted.

Step 2: Enter your email address and complete verification via the emailed code.

Step 3: Select your organization type (e.g., tourism board, retail center, school).

Step 4: Add social handles (Google/Instagram) to autofill your business info & manually adjust kiosk pin location if the map pin is off.

Step 5: Review and edit auto-fetched name, logo, and set brand color preferences and give the kiosk a name (e.g., “Lobby Kiosk”).

Step 6:Press “Create Board.” The device will finalize setup and load your new dashboard and default content

Option B: Existing HootBoard User

If you already have a HootBoard account and wish to connect the kiosk to an existing board, you have two options:

1. Enter Screen ID
   • Retrieve the pre-generated Screen ID from your admin dashboard.
   • Enter the code on the device.
   • The kiosk will sync with the assigned board.
   • Each screen ID can only be linked to one kiosk at a time.

• 

2. Select from Board List
   • Log in with your admin credentials.
   • A list of all available boards will appear.
   • Choose the board you want to link with this device.
   • Confirm your selection to sync the kiosk.

4. Initial Content Sync

After setup, the kiosk will preload basic content:

• Sample hoots such as welcome messages or tutorials
• Pre-installed apps like Weather or File Viewer

These are intended for orientation purposes and can be removed. Admins can access the dashboard immediately to start posting, editing, or reorganizing content. Any content changes made on the board will automatically reflect on the kiosk.

5. Idle Content Configuration

Idle mode content is shown when no user is interacting with the kiosk:

• Access “Idle Settings” in your dashboard for the specific screen
• Add slides, videos, custom pages, or app previews
• Recommended file formats:
  • Images: JPG or PNG (1920x1080 for best fit)
  • Video: MP4, under 200MB for optimal playback
• Set sequence order and display duration (e.g., 10s/image, 30s/video)

A well-curated idle loop ensures the kiosk remains visually engaging and informative even when idle.

🎥Video Tutorial to setup idle seqeunce

 

6. Device Maintenance & Troubleshooting

Routine maintenance is minimal but important:

• Rebooting: Tap the top-right corner to access the system menu. Select Restart or Shut Down as needed.
• System Diagnostics: From the settings menu, access system info like device ID, screen ID, IP address, and version number.
• Offline Scenarios: If the kiosk loses connection, it will continue showing cached content but won’t update.
• LED Status:
  • Green: Online
  • Amber: Connected but limited services
  • Red: Error or no network detected

If issues persist, contact HootBoard Support with your screen ID and a description of the error.

Part 4: Post-Deployment, Maintenance, and Support

Final Deployment Checklist

Use this list before handing off the kiosk to front-line users:

Ongoing Management

Assign a primary admin to maintain the board:

• Update content weekly or per campaign schedule
• Review analytics monthly
• Add/remove apps as needs evolve

Set up recurring calendar reminders for quarterly kiosk review and performance assessment.

Support Resources

• Email Support: [e-mail]
• Video Tutorials: Available in your dashboard under the Help menu
• Community Forum: about.hootboard.com/support
• Live Support: By appointment for enterprise clients

For large-scale deployments or multiple location onboarding, reach out for white-glove service offerings or partner training options.

A. Glossary of Common Terms

• Board: The central place where all content, apps, and settings are managed.
• Hoot: A content post created within a board. It can be an announcement, event, image, or video.
• Screen: A configuration that defines what content and apps are shown on a kiosk or signage display.
• App Marketplace: A section in the HootBoard dashboard that allows users to add new functional modules (apps) to their screens.
• Screen ID: A unique identifier used to pair a physical kiosk device with a screen configured in the HootBoard dashboard.

B. IT & Network Configuration Notes

• Prefer Ethernet for stable and high-bandwidth environments.
• Recommended internet speed: Minimum 5 Mbps download, 2 Mbps upload per kiosk.
• Whitelist domains: *.hootboard.com and all associated subdomains.
• Use static IP addresses for better network control in managed environments.
• Proxy configurations can be supported. Reach out to support for guidance if your organization uses advanced network routing.

C. Recommended App Sets by Industry

• Tourism/DMOs:
  • CityGuide
  • Transit Info
  • Weather App
  • Event Calendar
  • Selfie app
• Universities:
  • Event Feed
  • Campus Announcements
  • PDF Viewer (for policies/forms)
  • Student Club Highlights
• Hotels & Hospitality:
  • Concierge Services
  • Dining & Room Service Info
  • Local Attractions App
  • Feedback Form or Survey
  • Selfie app
  • Deals
• Corporate & Workplaces:
  • Internal Announcements
  • Cafeteria Menus
  • HR Policy Updates
  • Recognition Wall

D. Frequently Asked Questions (FAQ)

Q1: My kiosk won’t connect to Wi-Fi.
Make sure you are connecting to a 2.4GHz or 5GHz network. If issues persist, try rebooting the kiosk and re-entering credentials. In enterprise environments, confirm if MAC address whitelisting is required.

Q2: Can I reset the kiosk and start fresh?
Yes. Contact HootBoard support to remotely unlink the current screen ID. You will then be able to re-initiate setup from the beginning.

Q3: How often does the kiosk sync with the dashboard?
The kiosk performs a background sync every few minutes. Immediate sync can also be forced by restarting the device or saving a new post from the dashboard.

Q4: Can content be scheduled for specific days or times?
Yes. Hoots can be scheduled to appear at future dates, and idle sequences can be timed per item for specific durations.

Q5: Is there a way to track kiosk engagement?
Yes. Use the Analytics section in your dashboard to view session counts, interaction heatmaps, hoot engagement, and device uptime logs.

Q6: What should I do if the screen is frozen or unresponsive?
Try a soft restart by accessing the system menu (top right). If that doesn’t work, power off and unplug the kiosk for 30 seconds, then restart.

Q7: Can I use a mobile hotspot or public Wi-Fi for setup?
Yes, though we recommend stable enterprise or office Wi-Fi for long-term use. Avoid networks that have login portals (e.g., airport or café Wi-Fi).

Q8: How do I transfer the kiosk to another location or board?
Contact support to unlink the current screen ID. You can then reconfigure the device at the new location with a new or existing board.

Q9: Is there a limit to how many hoots or apps I can add?
There’s no hard limit, but for optimal performance, keep idle loops under 20 items and avoid oversized media files.

Q10: Can multiple kiosks share the same board and screen configuration?
Yes. You can use the same screen ID on multiple kiosks for a synchronized experience. This is useful for campuses or convention centers.

Q11: What formats are supported for uploaded videos and images?
Images: JPG, PNG (recommended size: 1920x1080).
Videos: MP4 only, under 200MB per file.

Q12: How do I change branding or colors after setup?
Go to the dashboard → Settings → Branding. All visual changes are updated in real time and synced across kiosks.

Q13: What happens if I accidentally delete a screen or board?
Deleted boards cannot be restored. Always confirm deletion, and consider exporting hoots first for backup.

Q14: How do I know if my kiosk is offline?
You’ll receive a dashboard alert if a kiosk hasn't synced recently. You can also check LED color on the device (red = offline).

Q15: Can I display different content at different times of day?
Yes, using the Idle Sequence + Time-of-Day scheduling under “Idle Settings.” Available on Premium licenses.