Desk analytics breakdown

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.  



Are you in the APAC region?

Customers in the APAC region may see data that looks slightly different than expected. Data is processed at the end of the day Eastern Standard Time which can cause a delay in processing data for the previous day in the APAC region.



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




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.


Building overview



Why it's important:

The building overview allows admins to see how many desks are unavailable, available and booked for the day. 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 donut 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.

What’s the difference between total desks, available, unavailable and booked?

Total desks is the sum of available desks, unavailable desks, and booked desks in the building today.

How it's calculated

Total desks = available + unavailable + booked.

Available is the total number of desks that are free to book in the building today. This metric is displayed as both an absolute number and a percentage of the total desks.

Unavailable desks are the total number of desks that have been turned off and are not free to book in the building today. This metric is displayed as both an absolute number and a percentage of the total desks.

Booked is the total number of desks that have a reservation. This metric is displayed as both an absolute number and a percentage of the total desks.

Booking type


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? 

Total desk bookings 

Total desk bookings shows total capacity, reduced capacity, and bookings over a weekly view (Saturday through Sunday).

Why it's important: As organizations begin to return to the office during the Covid-19 pandemic, admins are limiting the number of desks that are available for employees to book to help everyone socially distance. As a result, admins are looking for a quick way to see how close they are to reaching the maximum number of people allowed in the office under covid restrictions.

Reduced capacity helps a user understand how many people are allowed to come into the office under covid restrictions and how that compares to their normal office.


Desks by floor


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, and unavailable desks, per work area. 

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? 



Desks bookings vs total capacity 


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 day 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.



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.


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. 



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