In the Rooms section, you’ll see a clean, intuitive table displaying all rooms currently assigned to your Joan devices. This centralized view allows you to easily browse and manage room availability. Simply navigate to Schedule → Rooms in the MyJoan Portal to get started.
If you do not see this option on the website, please log in as the admin, and navigate to Settings > Joan Labs > Room Booking, to enable the feature company-wide.
To help you find the right space quickly, the view can be filtered using several criteria:
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Building – Narrow down rooms by location
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Floor – See only rooms on a specific level
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Amenities – Filter by features such as whiteboards, conferencing equipment, etc.
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Room Name – Select a specific room directly
If the My meetings only option is enabled, only the meetings created by you will be visible in the calendar below.
Creating a Reservation
There are two simple ways to create a new room reservation from the Rooms section.
Simply click the Reservation button at the top of the interface and fill in the booking details, or, select a specific time slot directly on a room’s calendar to create a reservation on the spot.
This flexible and user-friendly layout is designed to make room scheduling as smooth as possible, whether you're managing one office or multiple locations.
If you would like to book a room resource calendar directly from the Floor Plan, please ensure that the room resource has been correctly added to your office layout. This step is essential for enabling seamless booking functionality through the visual floor interface.
To add the room resource, navigate to Settings > Rooms > Layout.
Once you're on the layout page, locate the room on the floor map. Click on its position, and then assign the appropriate room resource calendar to that location. This will link the calendar to the specific room, allowing it to be booked directly from the Floor Plan view.
Once the room is successfully added, you can proceed with creating a room reservation under Schedule -> Floor plan.
Limitations
This feature currently supports only Google and Microsoft Office 365 calendars. We plan to add support for Microsoft Exchange in the future.
Data Collection & Retention
This section explains how calendar data is collected and synchronized.
Data Synchronization Policy
We synchronize calendar data for a two-month window: one month in the past and one month into the future from the current date. This means only events falling within this timeframe will be synchronized with our internal database. Events outside this window (older than one month or scheduled more than a month in advance) will not be synced or updated.
Data Retention Policy
All synchronized data for the Room Booking feature is currently (during the early access phase) retained for 1 year within MyJoan for operational use and data analytics.
Upon a user's request for data deletion:
- All their existing room booking reservations will be removed from the operational database.
Types of Data Collected
We collect the following calendar data:
- For calendar events: Title, summary, start/end time, status, visibility, conference link, and whether it's an all-day event.
- For attendees, organizers, and creators: Email, name, and status.
If you encounter any issues, please contact support@getjoan.com.