How to book a meeting room in the mobile app

In the Joan Workplace app you can book meeting rooms from the Home screen, the room calendar or the floor plan, and invite colleagues and guests. Users from other companies or email domains can be invited to book your rooms too.

In this article

• What do I need before users can book rooms?
• How do I book a room from the Home screen?
• How do I book a room from the room calendar?
• How do I book a room from the floor plan?
• What can I do with a meeting after I book it?

Prerequisites:

• Have a MyJoan account. More details can be found in A complete guide to get started with Joan.
• Have a calendar connected and a meeting room added. More details on this topic can be found in How to add a room resource to MyJoan account.
• Have a Joan device, Joan On Tablet, or Wayfinding on a TV connected to your account. More details on pairing a Joan device can be found in A complete guide to get started with Joan.

When your account has been onboarded and the first device connected you can start adding new users to your system. Their email addresses are not limited to a single domain or company. You can add users from other companies who will get access to your device-managed room calendars.

You can invite new users to start booking your rooms by simply going to your MyJoan account, navigating to Settings -> User directory, and clicking "Add a user".
We also support automatic active directory user syncing or bulk importing users via CSV files.

Users can download the Joan Workplace app here:

• Android
• iOS

1. On the Home screen, tap New booking.
2. Choose Room.

3. Fill in the New meeting form:

• • Tap the pencil icon next to New meeting to give the meeting a title.
  • Date and Time: set when the meeting starts and ends.
  • Location: tap Choose room, then pick a room from the list or search for it.
  • Meeting visibility: keep Public (default), or choose Private to hide the meeting title, description and attendees.
  • People: tap Invite to add colleagues. Use All departments to filter the list, or type an email address in Invite a guest to invite someone from outside.
  • Description: tap Add description to add an agenda.

4. Tap Save.

You can also tap a room under Suggest more booking options on the Home screen.

The Calendar tab shows the schedule of the rooms you choose, side by side.

1. Tap the Calendar icon in the bottom bar.
2. The first time, the calendar is empty. Tap anywhere to select rooms.

3. In Add rooms, tick the rooms you want to see and tap Save. You can search for a room at the top.

4. Use the arrows or the date at the top to change the day.
5. Tap a free time slot in a room's column. The New meeting form opens with the room, date and time filled in.
6. Add a title, people and a description if you want, then tap Save.

To add more rooms to the calendar later, tap the room icon next to the room columns.

1. Tap the Floor plan icon in the bottom bar.
2. Tap a room on the floor plan. You see the room name and how many people it seats.
3. Tap See room calendar to open that room's calendar, then tap a free slot to book it.

Your meetings for the day appear under Scheduled meetings on the Home screen, with the time, room and attendees. Tap Show all to see all of them, or tap a meeting to open it.

Depending on their role in the meeting, users can:

• End a meeting sooner - limited to the organizer or attendees of the meeting
• Cancel the meeting - limited to the organizer of the meeting
• Extend a meeting - limited to the organizer or attendees of the meeting
• Check-into meetings - limited to the organizer or attendees of the meeting
• See a list of all meetings that are happening in meeting rooms where they are the organizer or the attendee

The video at the top of How do I book a room from the Home screen? also shows how to extend a meeting.

When users book a meeting room they get an email from the calendar provider along with the calendar invite.

If you need help, contact us through the support form.