Workplace optimization - Desk occupancy

Next to desks being booked and being able to see if people actually come to the office through check-in events, the desk occupancy report zooms in on desk occupancy measured through desk sensors. The sensors integrated with Mapiq detect whether a desk is occupied or available and at what point in time. Occupancy is calculated based on this information. Which desks are frequently occupied, and at what point of time is this the case. 

  Occupancy based on sensor data

Desk occupancy is currently only based on desks that have a desk sensor associated with the desk. If you don't have a sensor integration active in your subscription, you will not be able to see this page!

Applies to

The desk occupancy 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.
Let you define the time period of a day you are interested in. You can for example filter out nighttime.
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

Similar to the other reports, key numbers show you a quick overview of your desk occupancy. You can find the explanation per key number below.

Number of desks with sensors installed

This number shows the actual number of sensors that are installed and sending data to Mapiq. 

Number of desks used less than 10% of the time

This number indicates the count of desks that were utilized less than 10% of the time within your filtered settings of hours, week length, and period. In the following section, you can compare desks and identify the ones that are least used.

Percentage of time occupancy is higher than 75%

This number indicates percentage of times occupancy was higher than 75% within your filtered settings of hours, week length, and period. Example: if in two hours one hour all desks were occupied and the next hour none, then this number will be 1 hour (higher than 75%) / 2 hours (total hours) = 50%. In the following section, you can compare desks and identify the ones that are most used.

Lowest percentage of desk occupancy

This number represents the least utilized moment within your selected time range. This indicates the minimum occupancy level, which has never been lower than this percentage.

Average percentage of desk occupancy

The average percentage of desk occupancy is calculated by dividing the sum of the average per hour total occupied desks by the total number of sensors, by the total hours in the selected time range.

Peak percentage of desk occupancy

This number represents the most utilized moment within your selected time range. This indicates the maximum occupancy level, which has never been higher than this percentage.

Where is it most busy?

Occupancy per location

In the Occupancy per location graph the average percentage of time that the desk is occupied as measured by the sensor compared to the total time available, is visualized. Total time available is defined as 9:00AM - 6.00PM. To understand what you're seeing in the graph, it is important to understand what data is used as input. Occupancy is calculated by averaging the sampled occupancy data multiple times. First the average occupancy for a desk is calculated per hour. Then the hours are averaged over the workday. Finally, the workday is averaged over the set period (depending on your Week length filter Saturdays and Sundays can be in- or excluded).

If you select the Area as a view within your graph note that it will give you the average occupancy of all the desks in all the areas. Shown areas are again dependent on the selected filters.

You can choose to use the building, floor, area or desk view within the graph. In doing so you start comparing data on the chosen view. By default, it is set to building level, but if you would select Desks, you would see the occupancy percentage for all the desks.

  Filter for correct visualization

If you have selected the Area view in the graph, it displays all the areas of all buildings. By filtering (on the right side) on a building or floor you can help in exactly visualizing and comparing the areas as you want.

The percentage label in the visual in the graph refers to the average, you can hover over the maximum red line to view the percentage. The red line indicates the highest percentage of occupancy that has been measured during one hour of occupancy in the selected period. Quick example, if a desk was occupied between 9.00AM - 10.00AM on any given day, but empty the rest of the time, it will show a maximum of a 100% based on the occupancy between 9.00AM and 10.00AM. This calculated maximum per desk will be averaged over all the desks maximums. 

Simultaneously, the average occupancy for that same desk for the same day would be 11% (a workday is calculated over 9 hours, making the average 100%/9 = 11%).

When is it most busy?

Occupancy over time

This graph will show you the percentage of desk occupancy on a specific date. Be aware of selected filters. This graph will also show the current week and the historic weeks (based on the Period filter) in which the desks have been occupied. 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 a Week length set to 5 days.

Finally, you can also see a trend line. The trend line indicates your occupancy based on the selected period time frame. The trend can indicate to you whether it is getting more- or less busy in one glance. Note that these trend lines are (quite) responsive to your active filters.

Occupancy per day of the week

Instead of focusing on the individual days, we now focus on the week. It shows the average percentage of booked workspaces per day of the week. The graph specifically helps in identifying the usage patterns of your workspaces throughout the week. The red line in this graph indicates the maximum use of the workspaces and not maximum capacity. Also, the days that are shown are dependent on the filter Week length.

Occupancy over the course of the day

The graph shows you the average percentage of occupancy for desks during office hours (9.00AM-6.00PM) and plots this over the hours of the day.
Remember the example given earlier in this article, if a single desk (and the filters in the report are set to only show one desk) was occupied between 9.00AM - 10.00AM on a given day, but empty the rest of the time, it will show a maximum of a 100% based on the occupancy between 9.00AM and 10.00AM at 9.00AM in the graph. The rest of the day will show as 0% occupied. In case filters include multiple desk, the occupancy over the course of the day will be shown for the average of all selected desks.

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