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Track occupancy

Monitor the occupancy of your resources

Updated over 2 weeks ago

Effortlessly track your space occupancy with the Occupancy page and the availability of your rooms, desks, offices, parking lots, and equipment on a monthly timeline with the Assignments page. It helps you better collaborate with the sales team to lease out your spaces.

Use the Occupancy page

Go to Spacebring and navigate to Analytics > Occupancy.

The Occupancy dashboard allows you to view:

  • Overall occupancy rate

  • Occupancy rate for each resource type

The overall occupancy rate is the percentage of all desk and office seats that are currently occupied (either booked or assigned to members) out of the total number of available seats in your space.

The occupancy rate for each resource type provides a clear breakdown of how your resources are being utilized as of today. This helps administrators see the occupancy of each resource type separately, allowing for more precise management.

The occupancy rate for each resource type is calculated as follows:

Resource

Occupancy is calculated by:

Calculation details

Rooms

Hours per day

The percentage of hours that are booked out of the total available hours for that day.

Desks

Seats

The percentage of seats that are booked or assigned to members out of the total number of seats in your desks.

Offices

Seats

The percentage of seats that are booked or assigned to members out of the total number of seats in your offices.

Parking

Lots

The percentage of parking lots that are booked or assigned out of the total number of parking lots in your space.

Equipment

Items

The percentage of equipment items that are booked out of the total number of equipment items in your space.

For rooms, the occupancy calculation doesn't take seating capacity into consideration. Instead, it measures the percentage of hours a room is booked out of all available hours for the day, based on your default or public location schedule.

Custom schedules for rooms are not applied to this calculation.

Use the Assignments page

Go to Spacebring and navigate to Resources > Assignments.

The Assignments page gives you an overview of:

  • Resources assigned to customers

  • Resources available for assignment

How to read the Assignments timeline

Each assigned resource appears on the timeline with one or multiple bars, with the names of the customers who rent it.

  • Thinner bars indicate a partial assignment, showing the number of seats allocated next to the customer's name.

    • If no seat count is shown next to the customer's name on the thin bar, the customer has been assigned 1 seat in this resource.

  • Each resource displays its capacity, allowing you to easily evaluate how many seats are still available in case of partial assignments.

  • Rooms, desks, offices, parking lots, and equipment not assigned to anyone appear on the timeline with no bar next to them.

  • The rental period is shown based on the subscription dates of the assigned customer. By hovering over the customer's name, you can see the start and end dates of the assignment.

If the subscription has no end date set, the assignment is shown as indefinite.

  • By clicking on the customer's name, you can open their profile on the Customers page.

  • By clicking on the resource, you can open its details page.

  • Use the “Resources” dropdown to filter by resource type — view all resources or narrow down to:

    • Offices

    • Dedicated desks

    • Hot desks

    • Rooms

    • Parking lots

    • Equipment

The Assignments page is for tracking resource assignments only (e.g., long-term office or desk rentals) — it does not include bookings.

Floor plans

By selecting a floor instead of a timeline, administrators can open a floor plan that shows all the resources in the corresponding colors, and filter it by current or a future date, or the resource type.

FAQs

Can I view room and desk bookings on the Assignments timeline?

One-off bookings, used for short-term or day-specific use, are not displayed on the Assignments timeline. These can be tracked on respective resource pages or through Analytics and custom reports.

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