The Meeting Rooms page in Insights shows how your meeting rooms are being used across the building. Instead of stopping at a single average, it surfaces the full distribution so you can see which rooms are always fully booked, which are barely touched, and make targeted decisions about what to reconfigure, open up, or repolicy.
Meeting Rooms insights
In the top navigation, click Insights. Then select Spaces in the left sidebar, followed by Meeting rooms. The page opens with all rooms across your building loaded, with no grouping applied by default.
At the top of the page, four summary cards give you an instant read on the selected period. Below them, a table lists every meeting room in the building with booking and sensor occupancy side by side.
Both the cards and the table draw from two independent inputs: booking data from calendar reservations and occupancy data from sensors. Either column can show 0% or a dash, depending on how your rooms are set up. This is expected behaviour, not missing data.
A few common scenarios:
If a room has no sensor installed, the occupancy column will show a dash. Booking data is still available for that room.
If a room was created, deleted, or had its calendar mailbox changed during the selected period, its data may cover a shorter window than other rooms. Mapiq shows a contextual note directly on that room so you know why the numbers look different.
Keeping this in mind will help you read the numbers with confidence.
Summary cards
Total rooms: The number of meeting rooms in your building that have at least one seat and at least one data record in the selected date range. When filters are active, this reflects the filtered count. The search bar does not affect this number; only the structured filters (policy, capacity, activities, equipment) do.
Total capacity: The total seat count across all rooms in scope. Seat count is based on the room capacity configured in Mapiq, not on live sensor readings. When filters are active, this reflects the seats in the filtered rooms.
Room booking rate: The average booking utilization across all rooms that have booking data. Unlike the Desks page, this is a simple average: a 4-seat room and a 20-seat room contribute equally. Rooms without booking data are excluded entirely.
Room occupancy rate: The same calculation applied to sensor data. Only rooms with sensor readings are included.
💡 The room rates use a simple average, not a seat-weighted one. For seat-level efficiency analysis, refer to the Meeting Room Seat Utilization deep dive report.
The table
The table lists every meeting room in the building. Each row shows:
Name: the room name as set in Mapiq
Capacity: the seat count for the room
Location: the floor
Policy: the booking policy (Bookable or Ad hoc)
Bookings: booking use as a bar and percentage
Occupancy: sensor use as a bar and percentage
If a room has a configuration change note (created, deleted, or mailbox changed during the period), a small indicator appears on that row. This explains why the data may cover a shorter window than expected.
💡 When you filter the table, the summary cards recalculate using only the filtered rooms. The numbers always reflect the filtered subset, not the full building total.
How the rates are calculated
Booking use is the share of available room-hours, during your configured office hours, covered by a confirmed calendar event or room reservation. It is calculated per room.
Sensor use is the share of available room-hours, during configured office hours, where a sensor detected occupancy. It is calculated per room where sensor data exists.
Both rates are then averaged across all rooms in scope (simple average, not seat-weighted) to produce the summary card figures.
Filtering and searching
Search: The search bar at the top of the table filters rows by name. It stays active when you change the grouping and is included in shared links.
Floor selector: Click
All roomsin the filter bar to open the floor selector. Here you can include or exclude specific floors from the table. Floors with a room count change during the selected period are flagged with an indicator so you can spot them quickly.Grouping: The
No groupingbutton in the filter bar lets you switch between no grouping or group by floor.Column filters: Click the filter icon on a column header to filter by that column. The
Policycolumn filter lets you show only rooms with a specific booking policy.Filter panel: Click
Filtersin the filter bar to open the full filter panel. Here you can filter by:Policy: Bookable or Ad hoc
Capacity: a min and max seat count
Activities: activity types configured for rooms (Informal meeting, Formal meeting, Brainstorm, Videoconference, Private call, and more)
Equipment: equipment configured on the room (Presentation screen, Webcam, Speakerphone, Audio, and more)
When filters are active, a Reset filters button clears them all in one click.
Sorting: Click any column header to sort. Rows with no data for that column always appear at the bottom.
💡 When you search for specific meeting rooms, Mapiq indicates if they changed within the period your filtering on. For example changes in capacity have their effect on the calculations.
Column visibility
Use the All columns toggle in the filter bar to show or hide columns. Your choices are saved in the URL and included in any shared link.
Exporting to CSV
Click Export in the top right to download the table as a CSV. The file includes the active date range, office hours, and any active filters, so it makes sense to anyone you send it to.
Sharing a filtered view
The Share button in the top right creates a link that captures the full state of the page: filters, floor selection, sort order, column visibility, grouping, and the search query. Anyone who opens the link sees the exact same view, with no setup needed.
Behind the scenes
Simple average, not seat-weighted — the room booking and occupancy rates are a plain average across all rooms in scope. A 4-seat room and a 20-seat room contribute equally to the figure. This differs from the Desks page, which uses a capacity-weighted average. For seat-level analysis, use the Meeting Room Seat Utilization deep dive.
Two independent data sources — the page runs separate queries for booking and sensor data, then merges the results per room. A row always appears even when only one source has data.
Configuration change notes — when a room was created, deleted, or had its calendar mailbox changed during the selected period, Mapiq surfaces a note directly on that room. This explains data gaps or shorter coverage windows without requiring any investigation on your end.
Filter-reactive summary cards — when filters remove rooms from the table, all summary card figures recalculate from the remaining rooms only. The numbers always reflect the filtered set, not the full unfiltered total.
Floor selector affects the denominator — deselecting a floor removes its rooms from all rate calculations. The reported figures always reflect only the rooms currently in scope.
💬 Need More Help?
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