Coworking Analytics on Occupancy and Collections
The reports compare occupied seats with paid seats, and invoiced amounts with collected amounts. They read from the records your team already keeps while running the centre each day.
Allocated seats and used seats
A seat register counts what was allocated, while occupancy counts what is used. When the two live in different files, a decision such as taking another floor rests on whichever figure looks better. The reports keep both in view.
Reports from daily work
Nobody assembles these by hand. They are the same records your team already touches, read from the other end.
What the owner reviews each month
A review meeting that uses the reports
Numbers matter only if somebody acts on them. A short, fixed meeting works better than ad hoc glances at a screen.
Reading collections without fooling yourself
Money reports mislead when timing is ignored. A few cautions keep the reading honest.
Where these figures come from
- Space utilisation: desk and room use by hour and by day, which sits behind the occupancy figure.
- Billing and invoicing: every invoice, receipt and outstanding amount, listed with its member.
- Operating reports: enquiries, tours, tickets and renewals due, reported apart from the money.
- Staff attendance and payroll: your own team’s attendance, shifts and salaries, reported on their own page.
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.
Reports from daily work
What does one row mean before totals are combined?
Choose one period in “Reports from daily work” and compare it with the source records. Define the date basis and grouping before accepting a total that combines several kinds of entry.
Background reading: Microsoft: reporting grain and relationships
Where these figures come from
Can you explain the balance from its original documents?
Select a partly settled example in “Where these figures come from”. Ask for the invoice, allocated receipts and remaining balance to be shown together before agreeing the opening figures.
Background reading: ERPNext: outstanding invoices
Frequently asked questions
Where do the numbers come from?
From the work itself. Seat allocations, bookings, invoices and receipts are recorded as your team runs the day, and the reports read those records instead of a separate sheet.
Can we see each centre separately and together?
Yes. Any report can be run for a single centre or for the whole group.
Does it forecast next quarter’s revenue?
No. It shows what has been invoiced, what has been collected and how full the floors are. Forecasting is done by you from those figures.
Can the reports be exported?
Yes, for your accountant or for Tally. Invoices and receipts can also be exported or linked during set-up.
Does this cover staff cost as well?
No. Staff attendance, shifts and salaries are reported on the HR side. This page covers seats, rooms and member payments.
Why do paid seats and occupied seats differ?
A company may pay for twelve desks and send eight people. Both numbers are true, and the gap is what a renewal talk should open with.
Can I get a report by member?
Yes. Invoiced, collected and room hours can be read for a single member, which helps before a renewal discussion.
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