Effortlessly track your space occupancy and the availability of your rooms, desks, offices, parking lots and equipment on a monthly timeline with the Occupancy page. It helps you better collaborate with the sales team to lease out your spaces.
Prerequisites
For an accurate occupancy overview and occupancy rate, it's essential to complete the following prerequisites:
Add all your rooms, desks, offices, parking lots, and equipment to the respective pages.
Assign resources to companies and members that rent them in their subscriptions.
Use the Occupancy page
Go to Spacebring and navigate to Analytics > Occupancy.
The Occupancy dashboard allows you to view the following:
Overall occupancy rate
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 current occupancy rate of the space as of today is displayed in two places:
Right on the Occupancy dashboard.
By opening the Occupancy dashboard.
Occupancy rate for each resource type
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.
You can view the occupancy rate for each resource type by opening the Occupancy dashboard. A detailed breakdown for each resource type appears below the overall occupancy rate.
The occupancy rate for each resource type is calculated the following way:
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 allows you to view the following:
Resources available for booking or rent
Rooms, desks, offices, parking lots and equipment available for rent do not have any company or member name next to them on the timeline.
Resources assigned to companies and members
Each assigned resource shows one or multiple assignments with the names of the users and companies it is assigned to and the assignment dates on the timeline. The resource rental period is shown based on the subscription dates of the member or company it is assigned to.
The Assignments page allows tracking solely resource assignments, such as long-term office or desk rentals, for example.
By hovering over the company or member name, you can see the start and end dates of the assignment.
By clicking on the company or member name, you can open their profile on the Customers page.
By clicking on the resource, you can open its details page.
By checking the boxes in the "Resources" dropdown, you can check the occupancy of all resources or only rooms, hot or dedicated desks, offices, parking lots or equipment.
If the subscription does not have an end date set, the Assignments page will show that the resource has an indefinite assignment.
Floor plan
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?
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.