Preparing images for digital signage: size, crops and clear artwork
Prepare digital signage images that load efficiently, fit the display and keep important details readable, with a repeatable process from source file to published screen.
Start with the destination
Image preparation begins with the place where the image will appear. Find out the display orientation, the layout region and the player's supported formats before exporting artwork. A file designed for a full-screen landscape promotion may not suit a narrow portrait panel. Knowing the destination prevents repeated resizing and avoids the temptation to stretch an unsuitable image simply to fill the space.
Record the expected viewing distance and what the image needs to communicate. A photograph used as atmosphere has different requirements from an image containing a menu or directions. Fine detail that matters in a close-up product photograph may be invisible from across a room. Prioritise the parts of the image that support the message and remove details that compete without helping the viewer.
Check the actual installation rather than relying entirely on the display's advertised resolution. The player may render a browser window at a different size, the layout may reserve part of the screen for another widget and the television may apply scaling. A correctly exported file can still look wrong when those settings are inconsistent. Test the complete path from asset to visible screen.
Keep a usable source file
Retain the original photograph or editable design separately from the exported display asset. The source gives you room to create a different crop or update text later. Repeatedly editing compressed exports can reduce quality and make future revisions difficult. A simple source-and-export folder structure is often enough to keep the workflow clear.
Record where the image came from and whether the intended use is permitted. A picture found through a search engine is not automatically available for a public commercial display. Use your own material, commissioned work or assets with appropriate permission, and retain the relevant information with the source. This helps future editors understand whether they can reuse the file in another location or campaign.
Inspect the source for unintended content. Reflections, background screens, name badges and documents can reveal information that was not meant for public display. A product photograph may also include packaging or branding that is no longer current. Correct those issues before building the final composition rather than hoping they will be too small for anyone to notice.
Choose an aspect ratio deliberately
The aspect ratio describes the relationship between width and height. If the image and its destination region use different ratios, the player must either crop, add empty space or distort the image. Decide which result is appropriate. Cropping may work for a photograph with room around the subject, while a completed poster containing edge-to-edge text may need a redesigned composition.
Identify the focal point before cropping. For a food promotion it may be the dish; for a product it may be the feature the message describes. Keep that point visible and leave useful space for any copy that will be added in the signage app. A centred crop is not always the best crop, especially when the source was composed for a different format.
Create separate approved variants when the same campaign appears in landscape and portrait. Reusing the source is efficient, but the final composition should be checked for each destination. Do not assume an automatic crop will preserve the right details. Naming variants clearly makes it easier for the publisher to choose the correct file without opening every image.
Balance dimensions and file size
Use enough pixels for the image to appear clear in its intended region without exporting unnecessary size. A large source can be valuable for editing, but the published asset should fit the display's needs. Excessive dimensions can increase transfer and decoding work without producing a visible improvement. Conversely, enlarging a small thumbnail cannot restore detail that was never present.
Compare the exported image at the actual display scale. Look at edges, small text, gradients and areas with fine texture. Compression artefacts often become more obvious around lettering and high-contrast boundaries. If a lower file size damages the information the viewer needs, adjust the quality or rethink how that information is represented rather than accepting a visibly poor result.
Different players and workflows support different formats. JPEG is commonly used for photographs, while formats supporting transparency can be useful for logos or overlays. Modern formats may offer efficient compression, but compatibility should be verified on the destination device. Choose from formats the actual publishing path accepts and test the output there.
- Confirm the destination region's orientation and aspect ratio.
- Export dimensions suitable for that region rather than the largest available setting.
- Compare compressed and original versions at realistic display scale.
- Inspect text edges, gradients and the main subject for visible degradation.
- Check format support on the actual player or browser.
- Keep the editable source so another export can be produced later.
Keep important text clear
Text inside an image behaves differently from editable text in a widget. It cannot reflow when the region changes size, and compression can make it less sharp. Where the selected app supports suitable text controls, consider keeping names, dates and prices editable. This can also reduce the work needed when a small factual change occurs.
If the design requires text embedded in the artwork, treat it as a finished composition for a specific destination. Use strong contrast, suitable type size and enough spacing around the text. Avoid placing important wording over a busy part of a photograph. A subtle shadow does not reliably compensate for a background that changes from light to dark behind each letter.
Read the final export from the normal viewing position. Do not approve it solely because the text is legible when zoomed in on a laptop. If viewers must move closer to understand the message, simplify the copy or redesign the composition. The image should support the intended experience rather than require unusual effort to decode it.
Handle logos and brand elements carefully
Use an approved logo source with sufficient quality and the correct proportions. Do not stretch a logo to fill an arbitrary box or recreate it from a low-resolution screenshot. Leave the space around it required by the organisation's own guidance, where such guidance exists. A clear logo can establish identity without occupying the area needed for the actual message.
Check the logo against the chosen background. A version intended for a dark background may disappear on white, and a transparent file can reveal unexpected edges when placed over a photograph. Preview the complete composition, not just the standalone asset. If alternate light and dark versions exist, use the one appropriate to the destination.
Keep brand colours consistent but practical. Screen brightness, ambient light and display settings can affect perceived colour. Use the approved values as a starting point, then check readability and contrast on the installation. Important copy may need a darker brand-compatible treatment than a pale decorative colour used elsewhere in the identity.
Review generated and edited images
Generative image tools can produce useful visual material, but their output needs factual and visual review. Check numbers, labels, hands, product details and any text that appears inside the image. A plausible-looking package or sign can contain invented wording. Do not publish an image merely because the overall composition looks polished at thumbnail size.
For product or food promotions, compare the output with what the business actually provides. An attractive generated image may imply a size, ingredient or included item that is not accurate. Keep the responsible business owner involved in approval. The purpose of the visual is to communicate the offering clearly, not to create expectations the venue cannot meet.
When using Screenific's tools to assemble or generate screen content, inspect the final published output after editing. The original upload, editor preview and displayed result are different checkpoints. Confirm that changes have reached the intended screen and that the correct image variant is selected. Keep an approved export or reference so later edits can be compared against it.
Build a repeatable export checklist
Use a consistent naming pattern that identifies the campaign, orientation and version. Avoid a sequence of files named final, final-new and final-really-final. A publisher should be able to distinguish the approved landscape image from a draft portrait version without relying on memory. Keep expired assets out of the folder used for current publication.
Review the full composition for accuracy as well as appearance. Confirm dates, prices, names, locations and destination links against the current source. An image can be technically excellent and still contain an obsolete offer. Separate the design approval from the factual approval when different people are responsible for those decisions.
Test the file after uploading. Check for unexpected recompression, cropping, transparency changes or orientation issues. Open the final display URL on the destination player and inspect the result from the audience's viewpoint. A successful upload confirms that the system accepted a file; it does not by itself prove that the audience sees the intended image.
Maintain the image library
Organise active assets so that their purpose and status are clear. Keep sources, approved exports and historical material distinguishable. Archive older campaigns in a way that prevents accidental selection while preserving useful reference material. The aim is a clean publishing workflow, not a large undifferentiated collection of files.
Review images when the underlying offering or brand changes. A price embedded in artwork can remain wrong even after the editable product record has been updated. Search for related variants and playlists rather than changing only the most obvious file. Record which screens use each important campaign asset where practical, especially when several locations share material.
Periodically inspect the actual display. Dust, changed brightness settings, replacement hardware or a moved screen can alter the result even when the file has not changed. Image preparation is part of an ongoing display process. A reliable workflow connects the source, export, publication and physical viewing conditions instead of treating them as unrelated tasks.
Frequently asked questions
Should I always upload the highest-resolution image?
No. Keep the high-quality source, but publish dimensions and quality appropriate to the display region and player. An unnecessarily large file can add loading work without improving what viewers see. Compare the exported result at the actual scale before choosing the final version.
Why is my image cropped on the screen?
The source image and destination region may have different aspect ratios, and the selected fitting mode may fill the region by cropping. Check the layout settings and prepare a suitable crop. Avoid stretching the image, which can distort products, faces and logos.
Is it better to put text inside the image or use a widget?
Use the approach that keeps the message clear and maintainable. Editable text can be easier to update and adapt when the app supports it. Embedded text needs a composition designed for the specific destination, with sufficient size and contrast in the final export.
What should I check in an AI-generated promotional image?
Inspect product accuracy, labels, numbers, text and unintended details. Confirm that the image does not imply an offering the business cannot provide. Review the full-resolution output and the published screen, and obtain factual approval before using it in a public promotion.