The Insights deep dive reports are built for analysts and managers who need to go beyond the summary layer. Before drawing conclusions from the numbers, it helps to know which desks and rooms feed into each metric, and how filters shape what you see.
What counts as a tracked asset
Every deep dive report works from a base set of desks or rooms. Not every physical asset in your building makes it into that base. The report only calculates rates against assets it can measure, and those assets are called tracked.
Internally, each report maintains three counts:
Count | What it represents |
All | Every asset in the building that existed during the selected date range |
Tracked | Assets with usable data, based on the selected data source |
Tracked in filter | Tracked assets that also match the active floor filter |
Rates are always calculated against tracked assets, not the total physical count. The number shown in the report reflects the tracked in filter figure.
Which assets are tracked in each report
Each report has its own rule for what makes a desk or room trackable. The table below shows the condition each asset needs to meet, and which data source the report requires.
Report | Tracked when... | Data source |
Desk utilization | Reservations: | Reservations or sensors |
Desk availability | Same as desk utilization. | Reservations or sensors |
Meeting room utilization | Reservations: valid calendar mailbox and | Calendar events or sensors |
Meeting room availability | Same as meeting room utilization. | Calendar events or sensors |
Meeting room no-shows |
| Calendar events AND sensors (both required) |
Meeting room seat utilization | At least one people-count sensor reading (a headcount value, not just a motion or presence signal). | People-count sensors only |
💡 Meeting room no-shows is the only report that needs both calendar events and sensor data at once. If either source is missing for a room, that room is excluded.
How filters change what you see
Some filters shift the denominator, the set of assets the rate is calculated against. Others only affect which days or time windows feed into the rate. The table below shows which is which.
Filter | Changes the asset count? | How |
Date range | Yes | Determines which assets and sensor readings are in scope. The count shown reflects the latest snapshot within the period. |
Building | Yes | Scopes the entire dataset to the selected building. |
Data source | Yes | Switches between bookable assets and sensor-equipped assets. These may be different sets with different counts. |
Floor | Yes | Narrows the tracked-in-filter count. Rates are recalculated against only that floor's assets. |
Day of week | No | Affects which days feed into the rate, not which assets are counted. |
Time of day | No | Affects which time windows feed into the rate, not which assets are counted. |
Utilization targets | No | Filters the summary view only, not the asset count. |
Things worth keeping in mind
Tracked assets are not the same as physical inventory. If a sensor is offline or a desk is not set to bookable, it drops out of the count. This can make utilization appear higher than it is across your estate.
Switching data sources is not a like-for-like comparison. Toggling between calendar data and sensor data often changes which assets are tracked, not just how usage is measured. The two rates cannot be compared directly.
A floor-level rate is not a slice of the building rate. When you apply a floor filter, the rate is recalculated from scratch using only the assets on that floor. It will not match a proportional share of the building figure.
Mid-period space changes are not averaged. If desks or rooms were added or removed during the period, the count reflects the final state. Be cautious with long date ranges that cover major layout changes.
Behind the scenes
Rates use tracked assets as the denominator — Assets with no usable data (sensor offline, desk not bookable) are excluded. A high utilization rate on a day with sensor issues may reflect only the working subset, not the full floor.
No-shows require two data sources at once — A room must be both bookable and sensor-equipped to appear in the no-shows report. Rooms that meet only one condition are excluded from that report but may still appear in other reports.
People-count sensors differ from presence sensors — Seat utilization requires a headcount value, not a motion signal. Rooms with presence-only sensors appear in utilization reports but not in seat utilization reports.
Floor filters recalculate from scratch — The numerator and denominator are both recalculated using only the assets on that floor. The result is not a proportional split of the building rate.
Data source switching changes the asset set — Moving between reservations and sensors can change which assets are tracked. Compare rates within the same source, not across sources.
Long date ranges and space changes — If desks or rooms were added or removed during the selected period, the displayed count reflects the end state. Analysis across periods with major changes may need extra context to interpret correctly.
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