Intranet Onboarding Guide

Welcome to your Appspace Intranet

This guide is designed to help you get started with your Appspace Intranet.

We’ll walk you through set-up and branding, how to manage users, create content and distribute it everywhere with one click, and how to use insights to boost performance. 

You’ll get clear, practical instructions to help you customize and tailor your intranet to your organization and your workplace experience.

Step 1: Getting started with the basics

This step is to lay the groundwork and build the experience. It includes setting up your organization's digital structure, tailoring the navigation for your team, and applying your brand so the platform feels familiar and professional.

1. Take a tour of the platform: Watch the quick overview video to learn how to get around the platform. Getting around the platform tutorial.
2. Apply your brand: Upload your company logos  using Settings > Configuration and set your brand colors so the console feels familiar to your team. 
3. Set up your first location: Understand how locations work and create your first one to see the concept in action. Locations let you target your content, allow different teams to manage different areas, and provide the organizational logic as you scale your usage and users. Understanding the location hierarchy for intranets |  Understanding the location hierarchy for signage
4. Customize navigation: Edit the navigation to structure how your team moves through the intranet. You can find this under Settings > Configuration > Employee Experience.

Step 2: Invite your team

An intranet is only as powerful as its community. Here’s where you invite teammates, assigning the right roles and permissions, and organizing users into groups to make sure the right message reaches the right audience.

1. Understand user roles and permissions: Assign specific administrative or viewing permissions to your team members. Create and Organize User Groups Appspace Intranet User Roles | Digital Signage User Roles
2. Assemble your core team: Identify your cross-functional stakeholders (IT, HR, Communications) who’ll help with rollout.
3. Create and manage a user group: Organize your users into specific groups based on department, location, or project to make content distribution easier. Create and Organize User Groups
4. Invite your core team: Based on the user roles you’ve created, it’s now it's time to start inviting your core team and stakeholders into the platform. 

   Note: Invite using +QUICK ACTION or batch upload via .xlsx<

5. Create an audience: Watch this tutorial to create dynamic segments, ensuring your messages reach exactly the right people. Creating Audiences tutorial

Step 3: Create your first content (plus AI tips)

With a structured platform and users in place, it's time to populate your intranet. This step covers organizing your existing assets, creating new content (text, images, video), and building the channels, topics, and communities where that content lives.

1. Organize your assets: Use Libraries to manage documents, images, and videos. Libraries provide content control and versioning. Understanding the library for digital signage 
2. Upload new content: Practice the Add New Content workflow to bring in custom images, videos, or documents. Create or Upload Content |  Managing the Library
3. Create a Channel, Topic, or Community: Build your first communication space where posts and updates will live. Know Your Spaces: A Breakdown of Channels, Topics & Communities
4. Try Appspace AI: Use Appspace AI to draft copy, images, or generate messaging to save time on content creation.  Create Content with AI Quick video | Content at the Speed of Thought: Appspace AI for Signage
5. Use digital signage templates: Explore the template library to create professional-looking announcements using simple drag-and-drop tools. Use a Template | Creating a card in the Library
6. Design Your Welcome: 

Step 4: Publish across channels

You’ve created content – now it’s time to publish it. With Appspace, you can share updates across mobile, intranet, and workplace screens in just a few clicks.

Distribution channels:

1. Bridge digital & physical: Review the Digital Signage Overview and register a test device to see your content in a physical space. Digital Signage Overview | Register a Device | Supported Devices
2. Go mobile: Download the Appspace App for Android or iOS to see how your team can access corporate content on the go.  Configure the Mobile App
3. Activate physical screens: Use the Publish to Devices feature to send your branded channels to lobby screens or breakroom TVs.

Engagement features:

1. Create a quick post: Create a Quick Post
2. Launch your first Broadcast: Instantly deploy critical news, events, and emergency alerts across your entire workforce through multiple formats, including intranet pop-ups, email, enterprise messaging, push notifications, and pinned content. Utilizing Broadcasts
3. Drive engagement: Create an Event Post or a Poll to invite feedback and interaction. Event Posts (Video) | Create Poll
4. Support culture: Recognize and celebrate team members with the Send Praise feature. And test Social Reactions to see how your team responds.
   Social Reactions (Video)Send Praise

Step 5: Measure what’s working

You’ve created content, shared it, and engaged your team. Now it’s time to see what worked. Appspace Insights helps you track engagement so you can improve what you send next and prove your impact.

1. Visualize with a dashboard: Use the Analytics Overview to get a high-level, real-time overview of your entire employee experience ecosystem. Analytics Module Overview
2. Review engagement metrics: Access employee engagement analytics to track opens, clicks, and views across your intranet and apps. You can identify your most viewed content and channels, monitor click rates for app links, and see which enterprise messaging groups are the most active. Employee Engagement Analytics
3. Use the AI Insights Assistant to answer questions: Ask questions to see which content is truly resonating, helping you prove communication ROI and make smarter decisions without the need for manual reporting or data expertise. Ask things like "What was our most engaging piece of content last month?," "Which departments are interacting the most with our mobile app updates?" "Are there any specific locations where our digital signage isn't getting views?" "What’s the overall employee sentiment for our recent town hall announcement?" AI Insights Assistant
4. Monitor hardware health: Use Device Reports to see which digital signage screens are active and how content is performing in physical spaces. Create & Schedule Device Reports
5. Prove Your ROI: Generate reports to share results and show value clearly. 

Need more resources & support?

• Get answers & support: Knowledge Center
• Connect with other users: Appspace Community
• Follow us on Linkedin: Appspace Linkedin