How LBMX Simplified Meeting Room Booking and Visitor Management with Joan

Matthew Arnold wasn’t looking for a workplace transformation. He was looking for a solution to two practical problems that had been around long enough to become frustrating.

As Senior Systems Administrator at LBMX, Matthew manages the technology behind a company of around 120 employees across Canada, the US, and the United Kingdom. The Ontario headquarters is where most of the company’s in-person activity happens, including meetings, visitors, and the day-to-day office experience.

The challenges LBMX faced before Joan

Two things needed attention: meeting room booking and visitor management.

Meeting rooms were being booked and then left unused. Employees would arrive at a room only to find someone else already meeting inside. Checking availability often meant interrupting someone or opening a laptop. The finance team was among the first to raise the issue, and complaints began to spread around the office.

At the same time, LBMX was preparing for its next SOC 2 review. Physical security and visitor records were part of the picture, but there was no dedicated visitor management system in place.

Matthew decided to tackle both problems at once.

Finding one solution for two problems

Microsoft 365 integration was a baseline requirement, but the deciding factor was whether one solution could address both of LBMX’s needs: meeting room booking and visitor management.

Using separate systems would mean multiple subscriptions, support relationships, and billing processes. 

Joan offered both under one subscription.

The 30-day trial also gave LBMX the opportunity to test the hardware in the actual office. During the trial, the company ordered Joan 6 Pro displays in slate and black and installed them throughout the meeting rooms.

The team ultimately chose the slate finish, which complemented the office environment, and returned the other six devices.

By the end of the trial, the decision was straightforward.

Meeting rooms without the friction

LBMX didn’t need employees to change how they booked meetings.

Most employees continued using Outlook as they always had. Joan displays sync with the calendar, giving everyone a quick view of whether a room is available without having to open a computer.

For ad hoc meetings, Matthew and a few other employees can also book directly from the display.

The biggest sign that the system is working is what stopped happening.

“When things go smoothly in IT, I tend to not hear anyone talk about it or complain about it later,” Matthew says. “That’s kind of what’s happened. Issues that previously had concerns or complaints, no one’s really talking about anymore because it’s not an issue.”

For Matthew, fewer complaints are the clearest measure of success.

A visitor record where there wasn’t one before

The visitor-management problem was different.

Before Joan, LBMX didn’t have a dedicated system for recording visitors. If someone needed to know when a visitor had arrived, the answer might have been buried in emails or depended on someone remembering.

Now the process is more structured.

Visitors scan a QR code at reception, receive guest Wi-Fi credentials, and are logged digitally. The receptionist can then greet them as they arrive.

For a company preparing for SOC 2 reviews, having a consistent digital record provides a much clearer trail of visitor activity and physical access than relying on memory or scattered emails.

Installation without new cabling

The physical installation was another consideration.

Joan magnetic mounting meant LBMX didn’t need to plan for new electrical work, cabling, or complicated mounting hardware. The displays could be placed directly where they were needed without turning the installation into a larger facilities project.

“The fact that we’re able to stick these devices to the wall using those smart magnets made the installation very convenient,” Matthew says.

The design also turned out to be a good fit for the office.

LBMX ultimately chose the slate finish, which closely matches the existing door frames.

“Aesthetically speaking, that looks quite nice and blends in with our environment,” Matthew says. “Which is exactly what most people want.”

One vendor, with room to grow

What started as two separate requests- better room booking and better visitor management- ultimately gave LBMX a single system to manage both.

The benefits are straightforward: fewer room conflicts, a more organized visitor experience, a digital record of visitors, and one vendor for IT to manage.

And LBMX hasn’t needed to stop there.

Desk booking and asset management are already included in the subscription, giving the company options to expand as its needs change. 

For Matthew, that flexibility is part of the appeal.

“For a company that wants to keep things easy and not deal with multiple vendors,” he says, “I think Joan is a great recommendation.”

Looking for a simpler way to manage your workplace?

If your team is facing similar challenges with meeting room booking, visitor management, or workplace coordination, Joan can help bring everything together in one simple solution.

Get in touch with our team to see how Joan can work for your workplace.