Room Management
Connect Joan to Microsoft 365, Exchange, Google Workspace or iCalendar, set up rooms and buildings, choose device interfaces, and solve common issues.
55 articles in 11 sections, and 1 more
Account configuration 11 articles
- Article30 September 2026Account settingsIn MyJoan under Settings > Account > Profile settings, you can change your login email and password and set up Single Sign-On (SSO) for your account.Read more
- Article29 September 2026How to change MyJoan admin emailTo change the email address of your MyJoan account, click your name in the top right corner, choose Change email address, enter the new address twice and confirm.Read more
- Article30 September 2026How to reset MyJoan account passwordRequest a password reset link with the email address of your MyJoan account; to change a password you still know, go to Settings > Account > Change account password.Read more
- Article29 September 2026Organization settingsIn MyJoan Organization settings, you can add and edit your profile picture, name, field of work, job title, email address, department and default building.Read more
- Article1 October 2026MyJoan (global) settingsMyJoan global settings apply to all your devices, desk booking and parking and asset booking by default, unless a building- or device-specific setting overrides them.Read more
- Article1 October 2026How to change the office hours for Joan devicesJoan devices have no power button, so they follow office hours to save battery, by default 7 AM to 7 PM; change them in MyJoan under Settings > Rooms > Device Settings.Read more
Show all 11 in Account configurationShow fewer
- Article30 September 2026How to upload a custom logo?Upload your company logo to replace the Joan logo on your devices: use a .png with a background, no larger than 180 × 180 pixels, ideally in grayscale.Read more
- Article30 September 2026Calendar settingsJoan works with Google Workspace, Microsoft 365 (Exchange Online), Microsoft Exchange and iCalendar; switch solutions or connect another account in MyJoan under Settings > Integrations > Calendars.Read more
- Article30 September 2026How to change the timezone and time formatSet the timezone and time format in MyJoan under Settings > Rooms > Device settings so Joan devices show correct meeting times, for all devices, per building or per device.Read more
- Article29 September 2026How to delete MyJoan account?Unpair your Joan devices first, then delete your MyJoan account under Settings > Organization > Company details with Delete company, confirming with your email address.Read more
- Article29 September 2026MyJoan settings - per device, per building, and globalIn the MyJoan account, you can edit your settings based on the level of optimization you require.Read more
Room configuration 6 articles
- Article1 October 2026How to add a room resource to MyJoan accountAdd each meeting room, huddle space, desk or personal calendar to MyJoan so a Joan device can manage it, after checking that the connected calendar account has the needed permissions.Read more
- Article30 September 2026How to customize a room resourceAdd a room name, building, capacity, floor and amenities to each room resource in MyJoan under Settings > Rooms > Room list.Read more
- Article30 September 2026How to connect a room resource to your Joan deviceAfter adding room resources to MyJoan, open an unassigned device under Rooms > Devices and choose the room in the Choose a room section to connect it.Read more
- Article30 September 2026Display room capacitySet a lower standard capacity for each meeting room in your calendar, and Joan devices show that limit so people know how many can attend the meeting.Read more
- Article30 September 2026How to connect a room to a buildingIf your company uses multiple working locations, then it's important that they are able to adjust the settings for the different rooms in those locations.Read more
- Article30 September 2026Room bookingIn the MyJoan Portal under Schedule > Rooms, you can see all rooms assigned to Joan devices, filter them and book one; an admin first enables in-app room booking in Settings > Rooms > Overview.Read more
Microsoft 365 7 articles
- Article29 September 2026Preparing Microsoft 365 and connecting it with JoanTo use Joan with Microsoft 365, check that room mailboxes exist in your Microsoft 365 tenant, connect Joan to the Microsoft 365 calendar, and add your rooms in MyJoan.Read more
- Article29 September 2026Joan’s permissions in Microsoft 365Joan only needs read and write access to your company's Microsoft 365 calendar to book rooms on the spot, and it reads meeting data in real time instead of storing it on Joan servers.Read more
- Article29 September 2026MyJoan and Microsoft 365 MFA supportMulti-factor authentication for Microsoft 365 users signing in to MyJoan is set up by a Microsoft 365 administrator, following Microsoft's instructions for enabling MFA.Read more
- Article1 October 2026Delegate permissions in Microsoft 365The account Joan is logged in with must be a delegated user on every Microsoft 365 room resource; set this in the Microsoft 365 admin center and allow up to 24 hours for it to apply.Read more
- Article1 October 2026Microsoft 365 modern authenticationModern authentication enables sign-in features such as MFA and third-party identity providers, and it is on by default for new Joan users; you can check it in the Microsoft 365 admin portal.Read more
- Article29 September 2026Security and data protection in Microsoft 365With Microsoft 365, Joan uses standard authentication and APIs, stores some credentials encrypted and only the room's email, and caches events briefly in case the calendar goes down.Read more
Exchange 7 articles
- Article2 October 2026Preparing Microsoft Exchange 2010, 2013, 2016 (Outlook) and connecting it with JoanTo connect Joan to Microsoft Exchange 2010, 2013 or 2016, you need a public Exchange link, the EWS URL and a delegated user with access to the rooms; Joan supports NTLMv1 and NTLMv2.Read more
- Article29 September 2026Joan’s permissions in Exchange 2010, 2013, 2016 (Outlook)Joan needs only read and write access to your company's Exchange calendar to book rooms on the spot; meeting data stays on Exchange servers, though the Exchange user's login is saved.Read more
- Article29 September 2026Microsoft Exchange 2010, 2013, 2016 (Outlook) access rightsTo pair Joan with Microsoft Exchange 2010, 2013 or 2016 (Outlook), use an admin account that can create and manage Exchange mailboxes, because Joan works with room mailboxes.Read more
- Article29 September 2026Exchange TestTo test Joan's Exchange connection, run the Service Account Access test at testconnectivity.microsoft.com, save the results as HTML and send the file to Joan support.Read more
- Article29 September 2026Changing your Exchange passwordAfter changing your Exchange password, enter the new one in MyJoan under Settings > Integrations in both password fields and click Check connection and connect.Read more
- Article29 September 2026Security and data protection in Microsoft Exchange 2010, 2013, 2016 (Outlook)With Exchange 2010, 2013 and 2016, Joan uses NTLM authentication and the EWS API, stores some credentials encrypted and only the room's email, and caches events briefly.Read more
Google 8 articles
- Article30 September 2026Types of Google calendars supportedJoan works with Google Workspace accounts on your company domain, and it can also connect to a free Google email account, whose personal calendar is not the same as a room resource.Read more
- Article29 September 2026Preparing Google Workspace and connecting it with JoanTo use Joan with Google Workspace, enable API access, create a calendar resource for each room, connect Joan to your Google Workspace calendar, and add the rooms in MyJoan.Read more
- Article1 October 2026How do I set up room resource calendars in Google Workspace?Create room resource calendars in the Google Workspace Admin Console so people can book meeting rooms and shared resources, which Joan then shows on its devices.Read more
- Article30 September 2026Google Workspace access rightsTo pair Joan with Google Workspace, you have to grant Joan the right to manage your Google calendar. You can achieve this by sharing a room calendar with Joan.Read more
- Article29 September 2026Security and data protection in Google WorkspaceWith Google Workspace, Joan uses OAuth2 and the Google API without storing credentials, keeps only the room's email, and caches events briefly so they still show during a calendar outage.Read more
- Article29 September 2026Permission problems after configuring Joan with a new Google Workspace accountIt may happen that the calendar sync won't work immediately, but don't worry, you might just need to wait a couple of hours!Read more
Show all 8 in GoogleShow fewer
- Article30 September 2026Connect Joan with a free Google email accountJoan is compatible with a Google Workspace account as well as a regular Google account (Gmail).Read more
- Article29 September 2026What is the room identifier in Google Workspace?The room identifier is the room's Calendar ID in Google Calendar, found under Settings and sharing > Integrate calendar; paste it when you add the room in MyJoan.Read more
iCalendar 3 articles
- Article29 September 2026Joan’s permissions in iCalendarJoan reads iCalendar feeds from publicly accessible .ical URLs with read-only access, so it can show meetings but can't edit the calendar or book rooms on the spot.Read more
- Article29 September 2026Preparing iCalendar calendar for use and connecting it with JoanTo use Joan with iCalendar, you need a publicly accessible .ical URL for each room; then connect Joan to iCalendar, connect the device to Wi-Fi and assign a room.Read more
- Article29 September 2026Security and data protection in iCalendarWith iCalendar, Joan reads a standard XML feed with read-only access and no stored credentials; events are cached only briefly so they still show during a calendar outage.Read more
Using Joan in a shared environment 2 articles
- Article29 September 2026Using Joan in shared working environmentsJoan supports the modern workplace, which is why it's so important to allow companies from different locations to work together.Read more
- Article30 September 2026Room calendar sharing for co-working spacesIt is possible to set up your room resources to be visible in other calendars. This comes in handy for shared co-working spaces that share the same room resources but not necessarily the calendar integration.Read more
Buildings 2 articles
- Article30 September 2026Building-specific settingsBuilding-specific settings allow you to set different settings for a certain group of devices while keeping your global settings unaffected.Read more
- Article1 October 2026How to add a building to MyJoan?Buildings are essentially groups of rooms/resources that share the same settings. This allows for easier management of your Joan devices and your office resources in general.Read more
Interfaces 6 articles
- Article30 September 2026Team grid functionalityTeam grid on Joan 13 shows the availability of up to 9 co-workers, including whether they are in a meeting and when they'll be free, best placed at the entrance to a team's space.Read more
- Article30 September 2026Status board functionalityStatus board on Joan on displays shows current and upcoming meetings for up to 40 rooms in one table on a TV or monitor, in landscape or portrait orientation.Read more
- Article30 September 2026Room grid functionalityRoom grid on Joan 13 shows up to 9 rooms at once with each room's name, location, occupancy and time until it changes, which makes it ideal for an office lobby.Read more
- Article30 September 2026Schedule board functionalitySchedule board, the default Joan 13 functionality, shows the current and up to six upcoming meetings for one room, in a Default or Classroom layout.Read more
- Article30 September 2026Real-time booking functionalityReal-time booking, on Joan 6 Pro, Joan 6 RE and Joan on tablets, uses the touchscreen to book a room on the spot, reserve it for later or check its schedule.Read more
- Article29 September 2026Joan in-roomJoan in-room is a screen inside the meeting room that shows the current and next meeting, the agenda, who is missing and how much time is left, so the meeting runs on time.Read more