Preparing Google Workspace and connecting it with Joan

Google Workspace users can prepare Joan for use in 4 easy steps, by:

  1. Preparing the Google Workspace calendar for use
  2. Connecting Joan to the Google Workspace calendar
  3. Importing a meeting room list
  4. Connecting Joan to the Wi-Fi network

 

1. Preparing the Google Workspace calendar for use

Before connecting Joan to your Google Workspace account, you will need to make sure that your calendar supports Joan's functionality in four easy steps:

 

Make sure you have the correct admin rights to manage your calendar

To connect Joan with Google, you will either need an account with Super Admin administration rights or will need to share your room calendar with Joan.

Please note that any changes in Google admin rights might take up to 24 hours to propagateFind out more on how to set access rights for Joan in Google Workspace here.

 

Adjust the settings of your Google account to enable API access

Before connecting Joan to your Google Workspace account, you will need to adjust the settings of your Google account to enable API access. Open https://admin.google.com/ and click on the "Security" option.

 

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Make sure your Calendar and Google Workspace Admin permissions are set to Unrestricted.

 

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You now have to provide your Google calendar permission to see event details.

For Joan to be able to sync with a room, resource sharing settings for your calendars must be set to “Share all information.” To adjust this setting, return to the Admin console at https://admin.google.com/ and select "Apps."

 

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Navigate to "Apps" > "Google Workspace" > "Settings for Calendar" > "Sharing Settings," and select "Share all information." Third parties such as Joan are now allowed to change your calendars.

 

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Make sure that you have created a calendar resource for your room

For Joan to manage your chosen meeting room, you will first need to create a calendar resource in Google Workspace. See how here.

 

2. Connecting Joan to the Google Workspace calendar

After preparing the Google Workspace calendar for Joan, log into the Joan Portal to pair Joan with your calendar.

Once in, select Google Workspace as your desired calendar solution.

 

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After clicking "Next" you will be redirected to a Google login screen, where you will sign into your Google account. This is not a third-party service, but rather Google’s own servers, representing the most secure way to give Joan permission to manage your calendars. In this way, not a single username or password is stored with us.

 

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You can now give Joan permission to manage your calendars for you.

 

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If you have already connected Google Workspace with Joan and want to change your settings, you can always do so by logging into the Joan Portal where you will be able to connect your Joan to a new Google Workspace account.

 

3. Importing a meeting room list

Remove any room resource you don’t want to be managed by Joan by clicking on the resource name or deselect all with "Select none." Please note that at least one room must be selected for the onboarding process to continue.

 

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If the room you want to manage is not among the room resources listed, this means that it has not been added to your calendar.

Add it manually, by adding the room resource email to the Joan Portal, or add the room to your calendar and scan for rooms again.

 

4. Connecting Joan to the Wi-Fi network

Next, the Joan Portal will lead you through the steps necessary to connect your Joan device to the wireless network you want to use.

Please note that the quality of your Wi-Fi network will significantly influence the performance of Joan. Poor or unstable connections will result in diminished functionality and a poor battery life.

If you’re having issues with your wireless connection, please contact support@getjoan.com and we’ll help you diagnose the issue.

The Wi-Fi is configured with the help of the Joan Configuratoran app available in the Joan Portal which syncs your wireless network settings with an individual Joan device. Connecting Joan to your Wi-Fi takes place in three easy steps.