To gain a comprehensive understanding of your workplace, it's crucial to analyze not just workspace trends but also meeting room occupancy. This report delves into meeting room usage, providing insights into room occupancy rates. Like desk occupancy, meeting room sensors detect occupancy and, depending on the sensor type, can provide additional information such as people count.
🚨 Please note that desk occupancy is only available for desks with associated sensors. If your subscription doesn't include a sensor integration, you won't be able to access this page. Please get in touch with your Customer Success Manager for more information.
Available Filters
You can apply various filters to tailor the report to your needs:
Filter | Selection Type | Description |
Building | Multi-select | Filter by specific or multiple buildings for more focused insights. |
Floor | Multi-select | Filter Data by floor level. If a building is selected, the filter will apply to that floor. |
Meeting Room | Multi-select | Filter by specific meeting rooms within your buildings. |
Hours | Multi-select | Define the period you're interested in, such as excluding nighttime. |
Week Length | Single-select | Compare data from a week (seven days) or a workweek (five days). Note that this filter doesn't apply to all graphs. |
Period | Single-select | Determine the period for data evaluation, ranging from the beginning of the year to as far back as 2021. |
Key Numbers
These key numbers offer a quick overview of your meeting rooms' occupancy levels:
Key Number | Description |
Meeting rooms with sensors installed | The total number of installed sensors sending data to Mapiq. |
Number of Meeting rooms used less than 10% of the time | The count of meeting rooms utilized less than 10% of the time within your selected filter settings (hours, week length, and period). |
The percentage of time occupancy is higher than 75% | The rate of time occupancy exceeded 75% within your selected filter settings. |
The lowest percentage of meeting room occupancy | The lowest occupancy level within your specified time range. |
The average percentage of meeting room occupancy | The average occupancy percentage is calculated by dividing the sum of the average per hour total occupied rooms by the total number of sensors, then by the total hours in the selected time range. |
Peak percentage of meeting room occupancy | The highest occupancy level within your selected time range. |
Reports
Identifying Your Busiest Locations
The Occupancy per Location graph shows the average percentage of time a meeting room is occupied compared to the total time available. The occupancy data is calculated by averaging the occupancy for a room per hour, then averaging it over the hours of the workday and the set period (depending on the Week Length filter, Saturdays and Sundays may be included or excluded).
Use the compare buttons to analyze data at different levels (building, floor, area, or meeting room). The graph is always sorted by average in descending order. When selecting the Floor view, the chart displays the average occupancy of all meeting rooms on all floors based on your selected filters. You can also view Building and Meeting Room levels.
💡If you've selected the Meeting Room view in the graph, it displays all meeting rooms across all buildings. Using filters can help you visualize the graph more effectively. The blue bar shows the average percentage of meeting room occupancy, and you can hover over the red line to view the maximum occupancy percentage.
Occupancy per Meeting Room Capacity
This graph visualizes occupancy per room capacity. For instance, if you have multiple rooms with a total of six seats, you'll see the average occupancy of all these rooms in the bar labeled "6."
Note: it's challenging to determine which rooms fall into which capacity bucket, as the report only shows the capacity set in your meeting room configuration. Using active filters (building or meeting room) will limit the number of meeting rooms used in the graph, helping you identify the most and least popular room sizes. If people count sensors are available, you can also compare the intended size with the actual size.
Occupancy Over Time
Considering selected filters, the Occupancy Over Time graph displays the percentage of meeting room occupancy on specific dates. This graph also shows the current week and historical weeks (based on the Period filter) when the meeting rooms were occupied. The Week Length filter determines the week length.
A trend line indicates occupancy based on the selected time frame, helping you determine if it's getting busier or less busy at a glance. The trend line is responsive to active filters.
Occupancy per Day of the Week
You can also view the average occupancy percentage for meeting rooms per day of the week, offering insights into weekly usage patterns. The red line indicates the maximum occupancy of the meeting rooms, and the days shown depend on the Week Length filter.
Occupancy Over the Course of the Day
The final graph in this section displays meeting room occupancy throughout the day. For example, if a meeting room was occupied between 1:00 PM - 2:00 PM on a given day but empty the rest of the time, the graph will show a maximum of 100% based on the occupancy between 1:00 PM and 2:00 PM at 1:00 PM. The rest of the day will show as 0% occupied. If filters include multiple meeting rooms, the occupancy over the day will be shown as the average of all selected meeting rooms.
Meeting Room Efficiency Across Locations (New)
Using this report, you can quickly check the effectiveness of your meeting room usage. We break down the data into three key components: the time the room is efficiently booked and used, the percentage of time it remains unused (no-shows), and the ad-hoc usage pattern with booked meetings. These insights are derived from both meeting room booking data and occupancy data collected from sensors, with the selected "Hours" filter influencing the displayed results.
Meeting Room Efficiency Over Time (New)
The same data is also analyzed for the week and at different times of the day, providing organizations with valuable insights into how meeting rooms are utilized throughout the week and daily schedules.
Each of these graphs includes three primary categories or legends:
Effective Booking: This shows how often the meeting room is both booked and actually used.
Ad Hoc Usage: Here, we see how much the room is used on the fly, even if it wasn't formally booked.
Unused Booking: This part covers instances where the room was booked but left empty because someone didn't show up.
Note: These reports currently do not include actual no-shows, as we don't directly match meeting room bookings with attendance. Instead, we focus on the percentage of time meeting rooms were booked during the day and actively utilized. Consequently, Mapiq refers to "unused bookings" rather than labeling them as no-shows.
People Count Sensors
The visualization differs slightly if you have people count sensors active for your meeting rooms. The total average occupancy number is divided into four buckets:
Below or at 50% capacity
Between 50-75% occupancy
Between 75-100% occupancy
Above 100% capacity
For example, suppose a meeting room has a capacity of 10 and 5 or fewer people are counted during the defined period. In that case, the occupancy will be placed in the "below or at 50% capacity" bucket. If 15 people occupy the same meeting room, it will show in the "above 100% capacity" bucket. Please remember the filters here since they can affect the graph accordingly.
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