Scan, Book, Done: QR Code Reservations for Your Entire Workplace

Sometimes the workday moves fast. You walk into the office and just need a desk near your team before your first meeting starts. An open space sits right in front of you, but even a familiar booking flow feels like one step too many.

QR code reservations address those quick, on-the-spot needs. Walk up, scan, sit down.

They fit alongside your existing booking tools, giving you a faster option and office managers clearer data on how spaces actually get used.

What you can reserve with QR codes

QR code reservations streamline the reservation and check-in process by letting people book or check-in to rooms, desks, and assets by scanning a code placed directly on the resource. The reservation happens instantly, reducing friction and supporting a seamless workplace experience.

The feature started with desks. Now it works for every resource your team needs to reserve. Meeting rooms, parking spots, monitors, lockers, bikes. The same simple scan-to-book process applies across your entire workplace.

Desks

QR code desk reservations work for both spontaneous bookings and planned office days.

• Scan any desk to book it instantly if available
• Scan to check-in if you already have a reservation
• Admins configure check-in requirements and print QR codes for desks

Meeting rooms

Walk up to any conference room and book or check-in by scanning the code posted outside.

• Scan the QR code and book the room instantly if available
• Check-in to your existing meeting 
• Premium codes include NFC chips for tap-to-book functionality
• Office managers can generate and print codes for all rooms at once

Assets and parking

The same booking process works for any workplace resource you need to manage, from monitors to parking spots.

• Scan QR codes on bikes, monitors, lockers, parking spots, and other company assets to reserve them
• Check-in to reserved parking spots or assets when you arrive
• Premium NFC support works across all asset types
• Office managers generate codes in bulk through the portal

How QR code reservations work

The process works differently depending on whether you use the system or manage it.

• For users

Walk up to any desk, room, or asset in your workplace and scan the QR code. The Joan mobile app opens directly to the booking screen for that specific resource.

If the resource sits available, one tap books it instantly. If you already have a reservation, scanning the code checks you in automatically.

When you scan a resource that someone else booked, the app shows the booking status and suggests nearby alternatives. You can book one of those options immediately without searching through menus.

Premium QR codes include NFC tags. Hold your phone near the code and book without opening your camera app.

• For office managers

QR code reservations solve two persistent workplace problems at once. They make booking faster for your team while giving you accurate data on how spaces actually get used.

You control how check-ins work across your workplace. Some teams need strict QR code check-ins to keep no-shows low. Others prefer flexibility and allow mobile app or desktop check-ins alongside QR codes. Set the policies that match how your team actually works.

The data flows automatically into your analytics. Every scan, every booking, and every check-in gets logged. You see which resources people actually use, not just which ones they reserve. This helps you make better decisions about space allocation and workplace design.

Setting up QR code reservations

Office managers can deploy QR codes across the workplace with minimal setup time.

• Quick deployment: Generate QR codes through Joan Portal for individual resources or in bulk for entire floors and buildings
• Simple installation: Print codes on standard label paper and place them where people will see them naturally
• Automatic check-in: When someone scans a code to make a reservation, the system checks them in automatically
• Smart error handling: If someone scans a resource that another person booked, the app shows alternatives nearby
• Built-in tracking: All QR code interactions get logged in your analytics for resource optimization

What this actually does for workplace experience

Good workplace experience removes obstacles between people and their work. QR code reservations remove several obstacles at once.

Scan and go

Book or check-in to any resource the moment you need it. Walk up to a desk, scan the code, and start working. No app navigation, no searching through floor plans, no extra steps between deciding you need a space and actually using it.

The workflow removes friction entirely. People book exactly what they see and use exactly what they book, reducing reservation errors and wasted time.

The right resource, every time

Each QR code connects to exactly one resource. Scan the code on a desk and you book that specific desk. Scan the code outside a meeting room and you book that exact room.

People stop wondering if they found the right space in the app or second-guessing their reservations. The physical world and your booking system align perfectly.

Analytics reflect reality

When bookings happen through QR codes, every interaction gets logged accurately. You see which spaces people actually use, not just which spaces they reserve. You can identify underutilized resources, optimize floor plans, and make evidence-based decisions about your workplace.

The workplace you already have, working better

Adding QR code reservations requires no new hardware or complex installations. If you manage your workplace with Joan Workplace solution, you can deploy QR codes across your entire office in an afternoon.

QR code booking joins a complete workplace platform that includes room and desk management, parking and asset reservations, visitor management, workplace digital signage, and analytics that track performance across everything. The same system that handles your daily operations now makes booking faster with a simple scan.

Book rooms, desks, and assets the way people naturally want to work. 

Connect with Joan Workplace specialists to add QR code reservations to your office.