Are you setting up Joan for the first time in your office? You've come to the right place! Our step-by-step guide will walk you through the entire setup process.
The Joan setup process consists of five main steps:
- Create a MyJoan account
- Room Booking set up
- Desk & Asset management
- Visitor Management
- Select a subscription plan
Before beginning the setup process, it's important to ensure that your office's Wi-Fi meets Joan's network requirements. You can find these requirements listed here for your convenience.
Create a MyJoan account
To get started, we kindly ask you to create a MyJoan account.
MyJoan serves as a centralized hub for managing all aspects of your Joan system. From device, room, desk, resource, & visitor management to enabling/disabling features and controlling your subscription plan and billing information, MyJoan has got you covered.
To ensure accessibility for all potential admins of MyJoan, we recommend using an email address that everyone eligible can access, such as myjoan@yourdomain.com. The only other variable required for account creation is your new password. While we only require a minimum of 6 characters for your password, we highly recommend using a combination of upper and lower case letters and numbers to maximize the security of your account.
After you've entered your email, password, and confirmed your password, please take a moment to review our Terms of Service and Privacy Policy before agreeing to them. If you're in agreement, simply check the little box and click the "Sign up" button to move on to the next step.
Room Booking set up
Select your calendar solution
It's now time to connect your preferred calendar solution to your MyJoan.
Joan currently supports the following popular calendar solutions:
To get started, simply click on the link for your preferred calendar solution from the list above to access detailed instructions on how to create and connect your calendar to MyJoan.
Please keep in mind that only one calendar solution can be connected to your MyJoan account at a time. Additionally, make sure that the calendar account allows Joan edit permissions and that the account you're connecting has the correct permissions for that calendar.
Add rooms and resources
Once you have selected your preferred calendar solution, you will need to add resource calendars to your MyJoan. These are the shared spaces, like meeting rooms or desks, that you want Joan to help you manage and keep track of.
You can add your rooms here: https://my.getjoan.com/settings/rooms/room-list
Joan can automatically scan your calendar account to find any available rooms or resources that can be synced with your MyJoan Portal.
Please note: Clicking Autoscan rooms will pick up all room resources (for which you have the correct permissions) from your calendar, and add them to your Joan portal account. This can cause unpleasantries, especially if you have, for example, 50+ rooms, but only want 7 rooms in the MyJoan portal.
If the resource does not show up, you might want to add it manually by clicking “Add a 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
If you don't have any resources to add just yet, don't worry! You can always move on to the next step and add your resources later in MyJoan.
Pair your device
It is finally time to pair a device to your MyJoan account. This can be a Joan 6 Pro, Joan 6 RE, or Joan 13 Pro device. You can as well connect your own display via the Joan on Display or Joan on Tablets functionality
- The first step is to configure and connect your device to your Wi-Fi network via the Joan Configurator mobile app. For instructions on how to do so, please click here.
- After successfully connecting to your Wi-Fi network and disconnecting the USB cable, a PIN code should appear on the screen of the device.
- Click the “Pair a device” button in MyJoan (here) and enter the PIN. Be careful, the PIN code is case-sensitive.
- Clicking “Save” will lead you to a new “Edit device” screen where you can select the dedicated resource calendar for the specific device, click “Save”.
And that’s it! Congratulations on your new MyJoan account. If this is you are new to the Joan system, you will be provided with a 30-day trial period with all features available. To learn more about the trial period, click here.
Desk & Asset management
How to enable Desk & Asset reservation
In order to enable the Desk booking & Asset reservation system, you will need to navigate to Settings, then click on Desks, and toggle the "Enable Desks & Assets".
How to configure the Desk & Asset system
Once enabling the Desk & Asset management system, you will need to complete these steps:
-
Upload your company's floor plan
-
Add desks/assets to the floor plan
-
Explore additional features and settings (see here)
All these steps can be followed in detail on our dedicated article for this topic, here.
Visitor Management
How to set up visitor management
To enable Visitor Management, follow the steps below:
1. Log in to my.getjoan.com
2. Click on Settings at the top of the page
3. Select Visitors from the left-hand menu
4. Toggle the Enable Visitor Management button
5. Click Save.
For a full guide, please check our articles related to the topic: How to set up visitor management & How to add your devices for the Visitor Management
General Settings
The Joan Visitor Management offers a sleek, efficient check-in process, ensuring a premium first impression while seamlessly collecting essential visitor data.
Once you activate Visitor Management for a particular building, you gain the ability to customize the settings for each individual building. You can access the settings on MyJoan > Settings > Visitors > General settings.
You can read more about all the settings here.
How to setup Visitor ePaper badge
You can begin using the Visitor ePaper badge badge by first turning it on by holding the button on the back of the Visitor ePaper badge. The screen will refresh to display the current battery percentage and the MAC address. In the MyJoan portal, navigate to Settings -> Visitor -> Devices -> click the "Pair a device" button.
Select the Visitor ePaper badge option and choose a name for the badge so that you can identify it in your MyJoan account. Enter the MAC address displayed on the Visitor ePaper badge and click "Pair device".
You can find the full instructions, and what requirements this feature needs, all in our comprehensive guide below:
Select a subscription plan
Once your account is set up, you will be automatically enrolled into a 30-day free trial plan. Check out this next article for frequently asked questions regarding the free trial.
You can subscribe to one of the available plans already during your trial period. To do so, follow these steps:
- Log in to MyJoan with your account credentials
- Navigate to the “Settings” page via the top navigation menu.
- Select “Plans & Billing” from the left-hand side menu
- Fill in your company details if you have not done so yet, and click Next
- Click on the payment option you wish to choose. You can choose between payment via Credit card, a Prepaid code, or, Payment via invoice (contact sales@getjoan.com for the latter option)
- If you have entered a prepaid code, this will automatically activate the subscription plan you paid for.
- If you chose Payment via credit card, or Payment via invoice, you will be re-directed to the overview page. At the bottom of this page, you can see that you are already enrolled in the 30-day free trial with your new account.
- To change the subscription plan, please click on Select Plan
- Select your desired plan by clicking on the plan's name. To learn more about the pricing of each plan, click here
- A new "Cost estimate" page will appear. Here you will see a complete breakdown of your monthly/yearly subscription costs based on the selected plan, the number of devices connected to your account and tax (if applicable).
- Click "Confirm" to confirm your subscription.
If you need any additional technical assistance, please reach out to support@getjoan.com
, or, sales@getjoan.com for subscription and pricing related questions.