1 Nov 2022

A modern visitor check-in experience in action

It seems there’s no end to the versatility of Joan. What was once a simple room booking system has expanded to include desks, company assets of all ranges, and complete office management… including the visitor experience.

Flashback to a few years ago. Judy, a prominent shareholder, makes a visit to the office. She arrives on site only to find the front desk temporarily empty. So, she sits in the lounge and twiddles her thumbs until the receptionist returns.

Five minutes later, the receptionist is back, apologizing profusely. She’d been in the copy room and hadn’t heard the door. After a warm welcome, the receptionist gets down to business. She asks Judy for her basic check-in information: first and last name, phone number, company, name of her unborn child… the usual.

With luck, the receptionist enters the information correctly, keeping visitor records accurate and reliable. Finally, with the nitty-gritty work over, the receptionist refocuses on impressing the company’s ultra-important visitor.

At least, this is how visitors used to check-in.

The modern visitor check-in 

The Joan visitor experience is a little different — a little more fluid and a little richer. As Judy arrives at a temporarily-vacant reception area, there’s a QR code prompting her to check-in. She scans it with her phone and, lo and behold, the company’s Joan-powered visitor registration portal appears on her screen.

Instead of the name of her unborn child, Judy is asked for other information. The Joan check-in process is customizable, meaning companies can incorporate anything from collecting visitor information to sharing company policies. After inputting her contact information into the visitor registration form, Judy reads and accepts the company’s NDA, all from her mobile device.

By the time Judy is finished, the receptionist is back, profusely apologizing for being late. Luckily, no time was wasted. Judy has checked herself in and is ready for the full warm welcome and office experience. What’s more, the contact information was entered by Judy herself, making it as infallible as visitor information comes.


The meeting experience

Paul is an internal project manager. However, Paul usually works overseas in Germany. This week, he’s visiting the company’s USA-based office. Not only does the New York office want to make a great impression on their fellow, but also make his employee experience as smooth and productive as possible. After all, Paul only flies to this continent once per year — he has to make each moment matter.

One major problem for visiting teammates is that they’re not familiar with the lay of the land. Where are the meeting rooms? The conference rooms? What about shared desks for him to set up camp while he’s in town?

Luckily, the company has Joan. With a meeting scheduled in thirty minutes, Paul checks the floor plan displayed on a large LCD display in the lobby, which is perfect for office wayfinding. Not only does he see where the meeting rooms are, but he also finds a few bookable desks nearby. He pulls out his phone, opens the Joan App, and reserves a desk near the meeting room. There, he settles down and comfortably waits for his upcoming meeting.

Thirty minutes later, he’s the first to arrive at the meeting room. The Joan 6 Pro conference room scheduler clearly shows that he is, indeed, at the right place — his meeting information appears directly on the wireless room display’s touch screen. With the tap of an on-screen button, Paul checks into his meeting. The Joan 6 Pro syncs to the company’s in-house calendar over Wi-Fi, making sure everyone stays up to date on room bookings.

There you have it, another successful Joan experience!


Behind the scenes: Joan edition

While a great visitor experience is essential for a great company image, it’s not the only cog that needs oiling. Here are some other people who had a great workplace experience with Joan in the house.

The office manager

The office manager wears many hats. Sometimes he’s a part of the maintenance crew, sometimes he’s the reception committee. With so many jobs on his plate, he doesn’t have the wherewithal to manage check-in and check-out procedures.

Also, remember during the COVID-19 pandemic when there were government-issued visitor health screening mandates along with check-in? Joan customers simply added health questions to their visitor check-in portal, automating the entire process. The Joan workplace management system keeps paperwork out of the equation, freeing the office manager to focus on the one thing that matters: creating a great visitor experience.

The receptionist

According to Forbes, “A receptionist serves as the interface between a company and its customers as well as the management and employees.” They are the face of the company — the creator of first impressions, the company image, and overall experience.

Forbes goes on to list sixteen points of receptionists’ duties covering everything from greeting visitors to organizing travel arrangements. One thing that is not explicitly on the list, and shouldn’t be on the list, is checking visitors in and out. Why? Because the process should be automated. The receptionist has enough yarn to unravel without adding visitor paperwork to her to-do list.

Also, gathering information can get personal. Not all visitors are comfortable sharing their information with a stranger. By taking the receptionist out of the check-in equation, visitor information can be stored in a strictly confidential way.


The chief information security officer (CISO) has possibly the most stressful job on site. She is the executive responsible for an organization’s information and data security. There are hundreds of possible leaks and risks around the office from dozens of mobile phones connected to the network to one risky bit of spam mail in an employee’s inbox.

One part of the CISO’s job is to implement systems that track every person who enters the office. This means she needs to know who visited the site, at what time, when they left, and the contact information for the individual. Many offices also enforce a privacy policy for anyone who might be exposed to company information. Joan automates these steps. Meaning, the CISO can set the process up once and then walk away. All visitor data is stored in a secure location on the cloud. With visitors inputting their own information into a Joan visitor logbook, their contact details are as infallible as possible, giving the CISO peace of mind.

Checking out

Ultimately, the entire visitor experience dwindles down to the checkout process. Of course, Joan’s got that covered too. As she heads out of the office, Judy spies a second QR code. Once more, she scans it with her mobile phone, opens the Joan check-out page, and is done with a tap. Her check-out information is sent to a secure and confidential digital visitor log.

With one look back, Judy marvels at how clutter-free this particular office is. There are no excess sheets of paper, no crude signage or clipboards with privacy policies. The office experience was undeniably smooth and efficient, letting the front-end staff focus on making her day worthwhile.

Contact our sales for more information on how Joan can transform your visitor experience.