Exporting workplace data

Required permissions

  • View Analytics permission

Robin provides a variety of analytic exports that can help organizational leaders measure and optimize the workplace regularly. This guide outlines the different types of exports that are available from the web dashboard and how to download them. You'll find a breakdown of the exports in a PDF attachment linked under each section or at the bottom of this guide. 

How to download an export

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1. Open the web dashboard and navigate to Analytics > Exports tab on the left.

2. Select the export type from the drop-down menu.

3. Select the campus and/or building location you want to pull data from.

4. Select the time frame using the drop-down menu or select a custom range of dates using the calendar module. See the notes below about custom date ranges:

  • You can select up to 90 days in the future and up to 90 days in the past.  

  • The data is stored in UTC. We recommend adding an additional day on each end of the export date range to ensure all relevant data is included for your timezone.

5. Select the data fields you want to include in your export. 

6. Click Email CSV. Then, you'll receive an email with a link to download the report (expires after 24 hours). It will look something like this:

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7. Click Download File. The file downloads to your browser. 

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Common Pitfalls

The data is stored in UTC. We recommend adding an additional day on each end of the export date range to ensure all relevant data is included for your timezone.

 

The Activity summary

Learn more about the data collected in the Activity summary export here. 

The Activity Summary is a people-first export that can help answer questions like:

  • “Which teams/departments are coming in the most?

  • “What are they using/doing when they’re here?”

  • “How often is Bob coming in? Do they need an assigned desk?"

  • “26% of reservations are unconfirmed…is that evenly distributed across the team, or is it always the same people not checking in?"

  • “Who is not interacting with the office(s) at all?”

  • "Who is choosing to join the office without a desk?"

 A few notes about the Activity Summary:

  • The summary includes the number of times an employee with an assigned desk clicked "Join the office".

  • The summary includes the number of times an employee without a desk reservation clicked "Join the office".

  • Manually canceled events and reservations are not included in the Activity Summary. 
  • It captures all users in your organization, even if they didn't make a reservation in the requested time frame or building.

  • The location field will be empty when the person has no activity in “All buildings” or no activity in the specific building selected during the timeframe.

  • When a person has a reservation in more than one location multiple rows will appear for each.

  • Assigned seats are for every day, including weekends and holidays.

  • A “Not coming in” reply to a desk reservation/assignment is excluded from the “desk check-ins” count.

 

The Space export 

Learn more about the data collected in the Space export here.

The Space export is a log of all events scheduled in Robin spaces within your organization during a specified time range. It also contains event metadata which can be used for further analysis and insight into how spaces in your organization are used over time. 

Note the different ways an event can be canceled:

  • Synced: The event was canceled on the remote calendar, and then the canceled event was synced to Robin

  • Automatic: The event was automatically canceled by Robin via abandoned meeting protection. 

  • Manual: The event was canceled programmatically by the API or by an end-user in the Robin Dashboard.

  • Synced Deletion: The event was removed from the room's resource calendar and is considered by Robin as cancelled.

Note the difference between being an event creator vs. an event host:

The event creator is the person or calendar account that created the meeting. The event host is the person or calendar account that owns the meeting. In most cases, the creator and the host will be one and the same. However, in cases where administrators create meetings on behalf of others, or in some cases when booking through Robin, the creator, and host may be different.

 

The Desk export

Learn more about the data collected in the Desk export here.

The Desk export provides details about desk utilization in the workplace, including desk check-ins and cancellations.

 

The People export 

Learn more about the data collected in the People export here.

The People export is a way to look up when someone was in the office according to their desk reservations or assignments. Enter the user's name to export their desk reservations during the selected time range and location. 

Do you need to know who else booked a desk on the same day(s) in the same building and floor? Select Include nearby people to see who was sitting near that employee. 

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Example export that includes nearby people:

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The People Roster export 

Learn more about the data collected in the People Roster export here.

The People Roster export provides a simple way to better understand who is using Robin within your organization and their user attributes like default building, groups, roles, departments, and more.

This export can be useful in tracking the following: 

  • When users were created

  • Who has and hasn’t accepted their Robin invitation

  • Which users are still active

  • Which users are disabled and at what time

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