Workplace occupancy and presence
Follow these best practices to track workplace occupancy in Robin. Accurate occupancy data helps your organization make informed decisions about your office space, improve employee satisfaction and reduce unnecessary costs.
What does workplace occupancy mean?
Workplace occupancy means knowing who is present in your office, whatever desks or spaces they booked. It is not the same as how many desks people book or which spaces they use.
What does workplace presence mean?
Workplace presence is data that shows when a person is confirmed to be physically present in the office.
Why tracking workplace occupancy matters
Accurate workplace occupancy data helps you use office space well, improve employee collaboration and reduce operating costs. When you know who uses the office and how, you can make better decisions about office layouts and policies. Your office then fits what employees need and helps them do their best work.
Best practices for tracking workplace occupancy
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Turn on the desk check-in feature, whether your organization uses assigned desks, hoteled desks or both. Desk check-ins are essential for occupancy data because they give clarity, accountability and operational efficiency.
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Turn on the local check-in-only feature for desks for the most accurate occupancy data. With this policy, people can check in to their desks only when they are physically present in the office.
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Set up one (or more) of the 3 local check-in methods to support the local check-in policy:
- Set up automatic check-ins with your office Wi-Fi.
- Integrate your badge system. Robin then checks employees in automatically when they swipe their badge. Your badge integration options are:
- Set up scannable QR codes on desks.
Track your workplace occupancy
Track your occupancy score in the Occupancy analytics dashboard. The score measures the difference between how many people could be in the office on a single day and how many people actually come in. A higher score means that more desks are occupied.
If a space is too large, employees are less likely to have many in-person interactions. The data behind the score helps you decide whether to expand or reduce your office space.
Badge data shows up in analytics as a desk check-in, counts toward someone in the office (workplace presence), or both. It appears as "Confirmed on-site".
These dashboards and exports include workplace presence data points (data that shows when someone is physically confirmed to be in the office):
These dashboards and exports include desk check-in data points:
- Workplace Insights dashboard
- Desk Check-Ins by Booking Type dashboard
- Desk Check-Ins dashboard
- Workplace Occupancy dashboard
- Hybrid Work Policy export
- Activity Summary export
- Desk export
Who came into the office each day?
For a daily report of everyone who came into the office, with or without a desk reservation, use the Workplace Presence export. It gives the most accurate report.