Google Workspace users can prepare Joan for use in 4 easy steps, by:
- Preparing the Google Workspace calendar for use
- Connecting Joan to the Google Workspace calendar
- Importing a meeting room list
- 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 propagate. Find 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.
Make sure your Calendar and Google Workspace Admin permissions are set to Unrestricted.
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."
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.
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 MyJoan to pair Joan with your calendar.
Once logged in, navigate to "Settings" on the top bar, and go to "Integrations" -> "Calendars" on the left-hand menu. Choose the Google Workspace option.
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.
You can now give Joan permission to manage your calendars for you.
If you have already connected Google Workspace with Joan and want to change your settings, you can always do so by logging into MyJoan where you will be able to connect your Joan to a new Google Workspace account.
3. Importing a meeting room list
Once you have selected Google as your preferred calendar solution, you will need to add resource calendars to your MyJoan. These are the shared spaces, like meeting rooms and offices, 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 Joan 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 Joan 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.
4. Connecting Joan to the Wi-Fi network
Next, you will need 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 device. Poor or unstable connections will result in diminished functionality and a poor battery life.
The Wi-Fi is configured with the help of the Joan Configurator, an app available in MyJoan, which syncs your wireless network settings with an individual Joan device. Connecting Joan to your Wi-Fi takes place in three easy steps.
If you’re having issues with the above, please contact support@getjoan.com and we’ll help you diagnose the issue.