QR Code and NFC booking

The QR Code and NFC booking features enhance the desk booking and check-in experience by giving users a fast, intuitive way to manage reservations directly from the Joan Workplace mobile app. Users can simply scan the QR code or tap the NFC tag on a desk to instantly book, modify, or check in based on desk availability.

Both features are enabled by default.

Contents

• Overview
• Setting up QR codes
• Setting up NFC tags
• How users interact with them
  • QR codes
  • NFC tags
• Expected behavior
• Enabling local check-in only
  
  

Overview

With QR Code and NFC booking, users no longer need to manually search for desks in the app. Scanning or tapping brings them directly to the correct desk, where they can complete bookings or check-ins in seconds. The system automatically adapts to desk availability and booking status, ensuring a smooth and efficient experience.

Setting up the QR codes

1. Log in to my.getjoan.com with your admin account.
2. Go to Settings → Desks → Layout.
3. Select a desk and click Edit Desk.
4. Click Get QR Code.
5. A QR code file will download. Print it and place it on the corresponding desk.

Setting up NFC tags

1. Log in to my.getjoan.com with your admin account.
2. Go to Settings → Desks → Layout.
3. Select a desk and click Edit Desk.
4. Click Copy Link to copy the desk URL.
5. Use any NFC-writing application to program your NFC tag with the copied link.

Tip: Apps like NFC Tools (iOS and Android) allow you to easily write the desk URL onto any NFC tag.

How Users Interact with QR Codes and NFC Tags

Using these features is quick and intuitive.

• QR Codes

1. Open the phone camera.
2. Point it at the QR code placed on the desk.
3. Tap the link that appears.
4. The Joan app opens automatically and guides the user through booking or check-in.

• NFC tags

NFC tags work just as seamlessly. Most modern smartphones have an NFC chip (the same technology used for Apple Pay or Google Wallet).

Important for Android Users:
Make sure NFC is enabled. Go to Settings, search for NFC, and activate the toggle.

To use NFC:

1. Unlock the phone.
2. Hold the top-back area of the phone near the NFC tag.
3. The phone detects the tag and prompts the user to redirect to the Joan app ready to complete the booking or check-in.

 

Expected behavior

This section explains how QR Code and NFC booking behaves in different configurations and booking scenarios. It clarifies how the system selects booking times, handles overlapping reservations, and respects booking limits.

1. QR/NFC booking when timeslots are not enforced

• Require use of pre-defined timeslots is disabled.

• When the user scans a desk/asset QR code or taps an NFC tag:

  • The start time ("From") defaults to the current time (for example, if scanned at 10:15, it shows 10:15).

  • The end time ("To") defaults to the current time plus the default duration (e.g., 8 hours later).

  • After the suggested time is shown, users can manually adjust both start and end times and complete the booking.

2. QR/NFC booking when timeslots are enforced

• Require use of pre-defined timeslots is enabled.

• When scanning:

  • The system automatically selects the predefined timeslot that contains the current time.

  • If there is no timeslot that includes the current time:

    • The system selects the next upcoming timeslot for that desk/asset.

    • If no future timeslot is available for that day, the default timeslot is used (as shown under Desks → Time slots).

  • In this mode, the custom time fields reflect the selected timeslot’s start and end times (not the current time).

3. Non-overlapping reservations allowed (desks and assets)

• Users can make multiple bookings for the same resource as long as they do not overlap in time.

  • Example:

    • Book Desk A from 17:00–23:00.

    • Then scan Desk A to book 09:00–17:00 → allowed (touching but not overlapping).

    • Scan to book 05:00–09:00 → allowed.

    • Scan to book 10:00–11:00 → not allowed (this overlaps with 09:00–17:00).

• The logic applies identically to assets.

4. “Limit 1 concurrent reservation” per asset type

• When Limit one concurrent desk reservation per person (or the asset type equivalent) is enabled:

  • A user can book one asset of a given type at a time (e.g., only one laptop).

  • Example:

    • Book Asset Type A (e.g., a specific laptop) via QR from 09:00–17:00.

    • Attempt to scan Asset Type B (e.g., parking) for the same time → allowed.

    • Attempt to scan another Asset Type A for the same time → not allowed because that asset type is already booked by the same user concurrently.

Enabling Local Check-In Only

This option requires users to physically scan the QR code or NFC tag at the desk in order to check in.

1. Log in to my.getjoan.com with your admin account.
2. Go to Settings → Desks → General settings.
3. Enable Local check-in only.

When enabled, users cannot check in remotely—they must be on-site.
Here is an example of a user checking in with a QR code upon arriving at their desk:

 

If you encounter any issues during the steps above, please contact us at support@getjoan.com.