A complete guide to getting started with Joan

First time setting up Joan for your office? You are in the right place! This guide will help you get up and running in no time.

There are five major steps in the Joan setup process:

1. Create a Joan Portal account
2. Enter your contact information
3. Select your calendar solution
4. Add rooms and resources
5. Pair your devices

Before you start, please make sure that your Wi-Fi meets Joan’s network requirements. You can find them here.

Create a Joan Portal account

First, we need you to create a Joan Portal account.

What is the Joan Portal? It is a dashboard where you are able to manage every aspect of your Joan system such as managing devices and room resources, enabling and disabling certain features, and controlling your subscription plan and billing information.

As only one email address can be connected to a Joan Portal account, we suggest that you use an email address that is available to everyone who might need to access the Joan Portal, for example, joanportal@yourdomain.com.

The other variable which you will need to enter in order to create an account is your new password.

While we only require your password to be at least 6 characters, we recommend using a combination of upper and lower case characters and numbers to ensure the safety of your account.

Once you have entered your email, password, and confirmed your password, read our Terms of Service and Privacy Policy before agreeing to them.

If you agree to our policies, simply check the little square and click the "Register" button and move onto the next step.

Enter your contact information

In this step of the onboarding process, we get to know you and your company better.

Share as much as you can in order to receive a better and more personalized Joan experience.

The form consists of the following fields requesting standard information:

• Your first name
• Your last name
• Your job role
• Your company’s name
• The number of employees your company has
• The industry in which your company operates
• Which country you are located in
• And your phone number

With an additional two fields asking for additional inputs:

• Maintenance email
• Technical email

Both of the emails refer to personalized and promotional messages and updates that might be of interest to you. The maintenance emails are notifications about the battery status and additional information about your Joan devices, while the technical emails are related to Joan’s technical features, such as firmware updates and new functionalities and features.

These two fields are optional and if not filled out, you will not receive such emails from us. You can, of course, use the primary email which you used to create your Joan Portal account to receive these emails as well, by inputting it in the fields.

Select your calendar solution

Now that we have met each other, it is time for you to connect your preferred calendar solution to your Joan Portal.

At the moment, Joan supports the following calendar solutions:

• G Suite
• Microsoft Exchange 2010, 2013, 2016 (Outlook) 
• Microsoft Office 365
• iCalendar (.ics)
• CollegeNET’s 25Live

For detailed instructions on how to create and connect calendars to your Joan Portal, please click on the links for your preferred solution in the list above.

Please keep in mind that only one calendar solution can be connected to a Joan Portal account at a time. 

Make sure that the calendar account that you allow Joan edit permissions for and that the account you are connecting to the Portal have administrative rights to that calendar.

Add rooms and resources

These are the resource calendars that you wish Joan to display and help you keep track of. These can be either a meeting room, a desk, or any other resource that is being shared and needs to be managed.

Joan will automatically scan your calendar account to see if you have any rooms or resources available to sync with.

If the resource does not show up, you might want to add it manually by clicking “+Add room” and inputting the calendar’s email / ID. 

Once you have added or selected a room resource, you can also customize and provide more information about the resources you wish to connect to your Joan Portal with options such as:

• Room name
• Capacity
• Amenities
• Building
• Floor

Keep in mind that some of these options are limited to the Premium subscription plan.

If you do not have any resources ready yet, do not worry. You can continue to the next step and add your resources later on in the Joan Portal. 

Pair your device

It is finally time to pair a device to your Joan Portal account. This can be either a Joan 6 or Joan 13 device or your own display via the Joan on Display functionality (Available only via the Premium subscription plan)

1. The first step is to configure and connect your device to your Wi-Fi network via the Joan Configurator. For instructions on how to do so, please click here.
2. After successfully connecting to your Wi-Fi network and disconnecting the Micro-USB cable, a PIN code should appear on the screen of the device. 
3. Click the “+ Pair device now” button in the Joan Portal and enter the PIN. Be careful, the PIN code is case-sensitive.
4. Clicking “Pair device” will lead you to a new “Edit device” screen where you can select the device’s functionality depending on which device you paired. For information on what functionalities are available, click here.
5. Once you selected the dedicated resource calendar for the specific device, click “Save”. You can now also add more of your devices to your Joan Portal.
6. If you do not have any more devices, clicking “Next” will finish the onboarding process and you will be transferred to the Joan Portal.

And that’s it! Congratulations on your new Joan Portal account. If this is you are new to the Joan system, you will be provided with a 30-day trial period with our Premium subscription plan. To learn more about the trial period, click here.