How to set it up

The Joan Visitor Management offers a sleek, efficient check-in process, ensuring a premium first impression while seamlessly collecting essential visitor data.

The Joan Visitor Management solution gives you the option of Seamless Integrations & Notifications for your visitors and employees. Live presence monitoring and reporting, secure document & NDA signing features, health screening questionnaires, and detailed visitor logs for traceability are just a couple of features that our system offers.

1. How to enable Visitor Management

To enable Visitor Management, follow the steps below:

1. Log in to office.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.

2. Add your devices


The Joan Visitor Management system can be installed on any tablet, iPad or laptop, giving you the flexibility to offer ad-hoc check-ins at the reception. The app (Joan Workplace Management app) can be downloaded from the Apple and Google Play store.

You will have the option to pair a tablet or a badge printer to your account. To add a device, simply follow the instructions below:

1. Log in to office.getjoan.com

2. Click on Settings at the top of the page

3. Select Visitors from the left-hand menu and click Devices

4. Click the Pair a device button


For detailed instructions on how to pair a tablet, laptop or printer, visit this knowledge base article.

We support the following printers: Brother QL-710W, QL-720NW, QL-820NWB, QL-810WC and all other network Brother printers with a 6.5cm label width.

3. Configure your devices

Under the Device Settings section, you have the option to add certain fields that need to be filled out by the visitor upon arrival. For the printer, it's the information that will be displayed on the printed visitor badge. 

Tablets
The your full name field is required and can't be removed. Other fields are optional unless you mark them as required. The other field options are:

  • Your email address - the visitor will need to input their email address
  • Your phone number - the visitor will need to input their phone number
  • Host name - the visitor will have the option to select the host's name
  • Custom field - you can define which additional information is required 

Printers

First, you need to enable badge printing for a specific building. After that, you can select which information will be displayed on the visitor's badge. 

  1. Branding: have the badge display your company logo or your company name
  2. Custom field 1: display the visitor's phone number
  3. Custom field 2: display the visitor's email address
  4. Check-inshow the check-in date and time of the visitor
  5. Custom message: a short message that will tell others the reason for the visit

Please note that all of the fields above are optional.

4. Edit your documents

Configure the documents that will be presented to the visitor for signing before they check-in for their visitation. 
1. Navigate to Visitors and click Documents
2. Click Add document
3. Fill out the document details
4. Set if the document requires signing
5. Set if returning visitors need to re-sign the document
6. Click Save.
When a visitor signs a document, you will be able to download it in the portal.
 
That's it! You're now ready to start inviting your visitors.
 
In case you require any assistance, contact our support team via support@getjoan.com.