Workspace Utilisation by Desk and Room
The module shows which desks are occupied, which rooms are booked and which are used. Figures read by centre, floor, room and hour.
Allocated space against used space
A seat register records what was allocated. It does not show which cabins stayed closed all week, or that the small meeting room cannot be booked before Thursday. Utilisation reads the same allocation, booking and entry records from the other end.
Occupancy and utilisation are different questions
Occupancy asks how many people were there against what the space can hold. Utilisation asks how often and how intensively a space was used over a period. A floor can be full on Tuesdays and empty on Fridays, and one number would hide it.
What is measured
Booked is not the same as used
Workspace guides repeat one caution. A booking that nobody turns up for still counts as booked. Without a check-in or a sensor, no software can tell the two apart.
Decisions this supports
A fortnight’s review of a quiet floor
Before moving walls or dropping a lease, read at least two weeks of figures. One odd week can mislead.
Related screens
- Booking and resource allocation: the bookings these measures are built from.
- Occupancy and money: occupancy read next to invoiced and collected amounts.
- Membership plans: what the seats and hours were sold as, which is the baseline for use.
Agree the evidence before signing off this part.
Use a representative scenario to decide what this part of the system must show and where review is still needed.
Sensors are optional extras
What happens when the connection stays down longer than the local buffer allows?
Test “Sensors are optional extras” with a controlled disconnection. Check how missing readings, delayed uploads and storage limits are made visible before relying on the history.
Background reading: AWS: local stream storage
Short bookings versus long ones
What becomes available when a booking is moved or cancelled?
Use “Short bookings versus long ones” to move a booking, then cancel a second example. Check the released slot, the person or resource still assigned, and any amount left to settle before accepting the revised schedule.
Background reading: ERPNext: appointment records
Frequently asked questions
Do we need sensors for this?
No. Figures come from seat allocations, room bookings and door entries already held in the system. Connecting occupancy sensors is a separate piece of work, scoped during the demo.
Can we see utilisation for one floor only?
Yes. Occupancy reads by centre and by floor. A full ground floor no longer hides a quiet third floor.
Does it show which rooms are used least?
Yes, room by room and hour by hour.
Can we see which members use the rooms most?
Yes. Room use reads by member as well as by room, including hours booked beyond the plan.
Is this the same as the analytics page?
No. This page covers the building: which desks and rooms are used, and when. The analytics page puts occupancy next to invoiced and collected amounts.
What is a good utilisation figure?
There is no single standard. Vendor guides quote bands, but those are rules of thumb. Compare your own floors and months against each other first.
How do we handle no-shows?
Bookings that never started show up as the gap between booked hours and entries. Centres then add a short release window so an empty room frees up.
Tell us what you need.
Share your requirements and one of our engineers will come back to you within one business day.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements