Workplace optimization - Workspace bookings

The workspace booking tab under workplace optimization shows you all you need to know about your employees' booking behavior. By understanding booking behavior, you can optimize your workplace to fit their needs best.

Applies to

The workspace bookings report can be seen by the following administrator roles:

  • Subscription Owner
  • Subscription Administrator
  • Building Administrator
  • Booking Administrator
  • Analytics Viewer

Applicable filters

FiltersSelection type?
BuildingMulti-selectFilter on a specific or multiple building to drill down on it further.
Multi-selectSimilar to building but on floor level. Note that if you have a building selected already you will filter on that floor specifically.
AreaMulti-selectSimilar to the Floor filter, but on area level.
Week lengthSingle-selectDetermines whether you compare a full week (seven days) or only on a workweek (five days). Note that this filter is not applicable to all graphs!
PeriodSingle-selectA filter to determine the period in which you want to evaluate your data. Filters vary from since the beginning of the year all the way back to 2021.

Key numbers

A short explanation of each key number can be found below.

Today's capacity

This number represents the current number of workspaces available for booking. 

Total number of booked workspaces

This number represents the total workspaces that have been booked during the selected time period. For instance, if the time period is 4 weeks, this number represents the sum of all workspaces that were booked on each day during those 4 weeks.

Average percentage of total capacity booked

The total number of booked workspaces divided by the capacity per day.  

The total number of booked workspaces divided by (the capacity of today multiplied by the number of days in the selected time range).

Peak percentage of total capacity booked

The maximum booking rate (number of bookings divided by the capacity) over your selected time period .

What is important to note is that the key number Today's capacity is not influenced by filters it always shows the capacity of today. Other key numbers are cumulative based on active filters and/or benchmarking.

Where is it most busy?

Booked workspaces per location

This graph compares the average and peak bookings of your workplaces. You can compare on different levels within your buildings, from buildings to areas. The average is calculated by dividing the total number of bookings created within the time range by the number of workspaces and the number of days in the time range. The maximum is determined by dividing the number of workspaces booked at the busiest time by today's total capacity.

  Filter for correct visualization

If you have selected the Area view in the graph, it displays all the areas of all buildings. Filtering (on the right side) can help you to visualize the graph in these situations.

In the bar graph you see a percentage label. These percentage labels refer to the average of the blue area. To know the percentage of the red line, you can hover over the red line. The red line does not indicate maximum capacity, it indicates the maximum use for that location during the period filtered on. A quick example. If your total capacity is a 100 (100%) and the red line shows 70%, this means that during the selected period the maximum number of bookings for a day was 70 (70%). So there was no day with more than 70 (70% bookings). Because we are talking about a maximum, this means that always at each giving day there were 30 desks unused. You can use this insight to for example add a team to this floor, or check if future growth of the existing teams can be handled by the current set up. 

When is it most busy?

Booked workspaces over time

This graph displays the trend of workspace bookings per day over time within the workspace capacity, based on your report filtering. The red highlights indicate the days with over 75% of the capacity booked.
When the Period filter is set to Last 4 weeks, the graph displays the number of bookings in the last four weeks, the current week. 

The week length depends on the filter Week length, it will include all seven days (including Saturday and Sunday) if the filter is set to 7 days. The workweek will be shown with the filter Week length set to 5 days.
Finally, you can also see a trend line and capacity line. The total work spaces capacity is shown for that specific date and the other shows the booking trend. These trend lines are (quite) responsive to your active filters.

Booked workspaces per day of the week

The last graph shows you the average and maximum percentage of booked workspaces per day of the week. This will help you understand and plan your support over these days, or identify opportunities towards workplace optimization. Again the red line in this graph indicates the maximum use of the workspaces and not maximum capacity. Again, mind the filters as the number of days shown are dependent on the filter Week length.

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