Operator manual — setting up a venue and its screens

Who this is for: anyone adding a new location to a network in Orchestrate (https://admin.lcm-holdings.com). No technical background assumed.

This is two sittings, usually days apart.

• Before the install (steps 1–2): create the venue and its point of contact. This is what builds the venue's Videri workspace — the installer has nowhere to attach screens until it exists, so this has to be done ahead of the install date, not after it.
• After the install (step 3): the installer tells operations the panels are up. Look them up and give each a screen type. Ten minutes for a typical venue.

Your part ends at step 3. Steps 4–6 — checking the panels and switching them Live in our ad tech — are done by ad operations (Rupert). They're documented here so you can follow what happens next, not because you need to do them.

Before you start step 1, you need:

• The venue's real name and address as Google knows it.
• The point-of-contact's email, first and last name (the venue person who should get access to Videri).

You do not need the screens to exist yet — they can't be attached to anything until you've finished step 1.

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1. Create the venue — a few days before the install

1. Pick the right network (Bartalk, VAST…) from the network list. Everything below happens inside that network — a venue belongs to exactly one.
2. Venues in the left sidebar → New venue.
3. Type the venue's name plus its ZIP code into Search Google Places → Search. ZIP beats city — city names are ambiguous and often return the wrong metro area entirely.
4. Pick the correct match from the results.

• Name, address, coordinates, timezone and — importantly — the venue's opening hours all fill in automatically. Ads only run while a venue is open, so the hours matter.
• No matches? Try the street address instead of the name, still with the ZIP. You can also fill the fields in by hand, but then hours must be entered manually later.
• Careful with chains. Google often returns several locations with the same name. Check the address before picking. If the name that arrives is ambiguous ("Joe's Bar" when there are three), you may edit it to something recognisable — e.g. "Joe's Bar Tampa" — before saving.

1. Fill in the rest:

• POC email / first name / last name — the venue contact who gets a Videri login. Leave blank if nobody at the venue needs access.
• Venue Opened — when the business opened. If you don't know it, a Google search for the venue usually turns it up (the Google listing, a "since 19xx" on their own site, or an opening write-up). Optional, needed by Geopath eventually, and can be added later.
• OpenOOH category — leave blank to use the network default; set it if this venue differs (e.g. a restaurant inside a hotel).
• Contact name/email/phone — your operational contact. Separate from Videri access, though it's often the same person as the POC — fill both in if so.

1. Create venue.

What happens automatically

If the network has Videri provisioning switched on, Orchestrate immediately:

• creates (or reuses) a workspace for the venue's DMA, then the venue's own workspace inside it;
• creates or assigns the POC's Videri user and gives them access.

A summary box appears telling you exactly what happened. Two cases need you:

• "A new Videri user was created" — a temporary password is shown once. Copy it and send it to the POC now; it cannot be retrieved later. They'll be asked to set their own password at first sign-in. (Videri also sends them its own welcome email.)
• "A similarly named workspace already exists" — Orchestrate is warning you that this venue may already exist in Videri. Cancel and check before creating a duplicate; continue only if you're sure it's a different location.

If provisioning fails, the venue is still saved. Fix the cause and press Re-run provisioning on the venue page — nothing is lost, and re-running is safe.

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2. Hand off to the installer

The installer needs the workspace to exist before they arrive on site, so confirm it before the install date rather than on it:

1. On the venue page, check the Videri card shows the venue's workspace. If provisioning failed, Re-run provisioning now — an installer standing in the venue with nowhere to register the panels is a wasted trip.
2. Send the POC their temporary password if one was issued.
3. Tell the installer the workspace name, and ask them to let operations know as soon as the panels are mounted and online.

Then wait. Nothing else can be done in Orchestrate until the screens are physically installed.

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3. Add the screens — once the installer reports back

Open the venue and scroll to Screens.

The normal way: "Look up new screens"

This asks Videri which panels are in this venue's workspace and aren't set up here yet.

1. Click Look up new screens.
2. You get one row per new panel, with its photo, name, profile ID and serial already filled in.
3. For each row, pick the screen type (the hardware model). The grey hint under the picker shows what Videri calls the panel — e.g. "Videri: Spark5" — to help you choose. This is the only thing you must supply.
4. Adjust the name if you want something clearer than what Videri has.
5. Save the rows — one at a time with Save, or all the ones that have a type with Create all with a type.

Each new screen also gets the network's initial content pushed onto its Videri schedule automatically — unless the panel already has a schedule, in which case it's left alone.

Nothing listed? Most often it's simply too early — the install hasn't happened, or the installer hasn't finished registering the panels to this venue's workspace. It can also mean every panel is already set up here. Check with the installer before adding screens by hand.

The manual way: "New screen"

Use this when a panel isn't in the venue's workspace, or you're fixing one up.

1. New screen.
2. Enter the Videri profile ID (the canvas/player ID from Videri, e.g. 1031203) → Fetch from Videri. The name, serial number and installation photo come back automatically.
3. Pick a screen type (required) and adjust the name.
4. Create screen.

Never type the serial number by hand. The screen identifies itself to us using its serial, so a typo means the screen will never play ads. Always let Fetch from Videri fill it in.

Stop here. That's your part done — the venue and its screens exist in Orchestrate. Ad operations (Rupert) takes it from here and switches the screens into the ad tech. Let them know the venue is ready.

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4. Check the panels before going live

Steps 4–6 are ad operations' job — read on if you want to know what happens next.

New screens are created switched off on purpose, and this is the step that's easy to misread:

A panel being online in Videri does not mean it's live for ads. Those are two separate things. Videri's status tells you the hardware is reachable and showing the venue's content — that's the installer's work landing. Whether the screen actually receives ads is controlled here, in Orchestrate, by the Live switch in step 5. A panel can sit online in Videri for weeks without ever being switched Live, and it will simply keep playing venue content.

So this step is a health check, not the go-live. Look at the status line on each screen tile:

This status comes from Videri and refreshes about every five minutes, so it can lag reality slightly.

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5. Switch the screens Live

"Live" means Orchestrate will start requesting ads for the screen.

• One screen: open it and tick Live.
• Several: go to Screens in the sidebar, tick the ones you want, and use Set live.

You'll see a confirmation that the screen was registered on the trigger events — that's Orchestrate telling Videri to let us wake this panel for ads. It happens automatically; you never need to do it in the Videri dashboard.

Expect a few minutes of nothing. Panels take a short while to learn about the new events. It's normal for the first handful of ads to show as expired in the play log right after going live. If it's still happening after ~15 minutes, see troubleshooting.

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6. Confirm ads are actually playing

Open Play log in the sidebar (it refreshes itself every 15 seconds). Find your new screens and read across:

• Ad server: filled — an advertiser bought the slot. no_fill just means no advertiser wanted it; that's normal and not a fault.
• CMS: pushed — we successfully told the screen to wake up.
• Screen pull: pulled +2s — ✅ the screen actually played the ad. This is the one that proves the whole chain works.

filled → pushed → pulled is a healthy play. If you see expired in the CMS column, we filled and triggered but the screen never fetched the ad — see below.

To review a whole venue at once, use the Screens page filters: Panel: Online and Content: Plays venue content will show you which are healthy; switch them to Offline / Not playing to list the problem ones.

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Troubleshooting

A screen shows our house ad (the "no ad available" creative). The screen woke up but had no ad to show. Occasional appearances are normal. Constant appearances mean the screen is waking but can't get ads — raise it.

Plays keep showing "expired". The ad was bought and the screen was triggered, but it never fetched. In order of likelihood:

1. It just went live — wait ~15 minutes.
2. The panel is offline — check the status line, then power/internet at the venue.
3. Serial mismatch — the panel reports a different serial than we have on record (some early TCL units did this after a firmware fix). On the screen page, press Sync from Videri next to Device Serial, then re-check.
4. Wrong app build — the panel is running another network's player. Needs the correct APK scheduled in Videri.

The venue went offline by itself and says "the Google Place was changed." Someone corrected the venue's Google Place. Check the address, coordinates and hours are right, then tick Live again to re-enable it.

Nothing appears under "Look up new screens". The install isn't finished, or the installer hasn't assigned the panels to this venue's workspace in Videri. This is expected until they report back.

The POC never got their password. It's shown once and not stored. Have Videri send a password reset, or create the user again from the Videri side.

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Quick reference

Words used here

• Venue — the physical location (bar, restaurant).
• Screen — one panel in a venue.
• Profile ID — Videri's number for a panel (the canvas/player ID).
• Serial number — the panel's hardware ID; how it identifies itself to us.
• Live — Orchestrate requests ads for this screen. Separate from whether Videri says the panel is online.
• Fill — an advertiser bought the slot. No fill — nobody did; normal.
• Pull — the screen fetched the ad; proof it played.
• Expired — we sent an ad but the screen never fetched it.