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, an admin needs to enable it company-wide:
- Log in to MyJoan as an admin.
- Go to Settings > Rooms > Overview.
- Tick the In-app room booking (mobile & web) checkbox.
- Click Save.
Schedule → Rooms now shows for everyone in your company.
To help you find the right space quickly, the view can be filtered using several criteria:
- Building – Narrow down rooms by location
- Floor – See only rooms on a specific level
- Amenities – Filter by features such as whiteboards, conferencing equipment, etc.
- 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.
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.
To book a room from the Floor Plan, the room resource first needs to be added to your office layout:
- Go to Settings > Rooms > Layout.
- Find the room on the floor map and click its position.
- Assign the room resource calendar to that location.
The room can now be booked under Schedule > Floor plan.
This feature works for all supported integrations, including Google, Microsoft Office 365, and Microsoft Exchange.
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 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.