Desk Insights (Beta)

Beta early release

Desk insights is currently an early release beta feature.

Analytics provide a high-level overview of space & desk utilization in real time for the workplace. It helps teams understand office capacity and how to optimize existing space or plan for new ones.  

Today

Timeline

 

Navigation

  1. Use the menu on the top left ribbon to navigate between the different sections on the Desks page. 
  2. Use dropdown at the top to filter by building.

1st_step.png

 

Today

What does "today" mean?

If work hours are not set for the building, the page will display data from the time the user loads the page until 7pm. If the user visits the page after work hours, the page will show data from 7am to 7pm. The timezone is based on the building’s location.

 

Capacity

Total_capacity__.png

Total capacity 

The total number of desks in the building right now. 

How we calculate: Total capacity = available desk + unavailable desks + booked desks.

Available vs. Capacity

Available vs. Capacity is the total number of desks that are free to book divided by capacity in the building right now.

Why it's important: Available desks help admins understand how many desks are free to book that day. Are there enough desks available for employees who want to come into the office? Is there a free desk to seat a new employee or a visitor traveling from another office?

Booked vs Availability

Booked vs. Available is the total number of desks that have a reservation divided by the total available desks in the building right now.

Why it's important:

Desk Bookings help admins understand how many people are scheduled to be in the office compared to the number of available desks. Are there too many people in the office to meet social distancing requirements? Are employees motivated enough to come into the office? Did you order too many salads for lunch?

 

 

Building Availability 

building_availability.png

Unavailable desks are the total number of desks that have been turned off and are not free to book divided by the total capacity in the building right now.

Available is the total number of desks that are free to book divided by the total capacity in the building right now.

Booked is the total number of desks that have a reservation divided by the total capacity right now. 

Why it's important: Building Availability allows admins to see how many desks are unavailable, available, and booked in the building. If a number of desks are broken or have been taken offline for Covid-19 restrictions, an admin would see those unavailable desks reflected in this bar chart. This can help admins understand why employees might be having a hard time finding a desk to reserve or can help them quickly look up if there are enough desks for a visitor to come into the office.

 

 

Booking Type

booking_type.png

Assigned desks belong to someone long term. Only an admin can assign a desk.

Hot desks may be reserved for the day. Reservations start immediately and expire at midnight unless manually ended sooner.

Hotel desks can be reserved in advance or on the day. Reservations can be multiple days in length.

Why it's important: Seeing a breakdown of desk booking types can help admins measure the success of their seating strategy. Admins can see how many employees are taking advantage of their flexible seating strategy. Does your building have a large number of hotel desks available, but no one seems to be booking them? Are 100% of your hot desks booked? Should you add more hot desks to your inventory? 

 

Desks by floor

desks_by_floor.png

Desks by floor show admins a breakdown of their building on a floor-by-floor basis. Each floor shows the total number of desks, available desks, booked desks, unavailable desks, and desk types.

Why it's important: Seeing desks broken down by floor gives admins a window into how their seating strategy compares floor to floor. Is the first floor always booked to capacity? Do you need to add a snack bar to the 5th floor to encourage more employees to book desks up there? 

 

Timeline

Desks bookings vs total capacity 

Timeline_-Analytics.png

Desks Bookings vs. Total Capacity shows the total number of desk bookings and the total number of desks over time. Robin counts a desk as booked if the desk has one or more reservations during that day. Users can look back up to 1 year in the past.

Why it's important: Seeing how capacity and desk bookings change over time helps admins understand office growth and decline. When bookings near capacity, it may be time to add a new floor or move into a bigger office. If bookings are trending downward, you may want to check in with your employees to see what's preventing them from coming into the office.

 

Office Density

Office density is the total number of hot and hotel bookings per day divided by total hot and hotel desks. A desk is “booked” if the desk has one or more reservations during that day. Assigned desks are excluded from this visualization.

Why it's important: Admins often want to know, “Which days of the week are busy and less busy?” Armed with this data, admins can encourage employees to come into the office on less busy days in order to use the office more efficiently and prevent buying more space when they don’t need it. They can better plan social events or all-hands meetings on a days that most employees will be in the office. Admins can reduce total lunch orders on Fridays to match the number of employees who typically come in on that day, and can use data to validate changes to office strategy.

How it's calculated:

Office density = (hot + hotel bookings per day) / (hot + hotel desks)

Note: Office Density uses data for hot and hotel desks and excludes assigned desks.

 

Office_density.png

What do the different color squares mean?

We use color to represent busyness. When the office has a high number of bookings compared to its capacity, the calendar will appear red to show the office is very busy. When the office is relatively empty, it will appear lighter blue.

For days where there isn't any data, the calendar will appear grey. For example, if your organization's office hours are M-F, the weekends will appear in grey.  

White squares indicate days outside of the month or the period of time before your organization had a Robin account.

Insight_colors.png

Total hot & hotel desk bookings

Total hot & hotel desk bookings displays the total number of hot and hotel bookings per day. A desk is "booked" if the desk has one or more reservations during the day. Today, assigned desks are excluded from this visualization, but more to come with assigned desks in the future. 

Total_desk_bookings.png

 

Did this article help?