Desk analytics breakdown

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  • Teams & Enterprise

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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

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. 

 

Navigation

  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 campus or building.

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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.

 

Building overview

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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

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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.

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Desks by floor

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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? 

 

Timeline

Desk bookings vs total capacity

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Desk bookings vs. total capacity show admins the breakdown of desk bookings by reservation type (hot & hotel) and the addition of assigned desk types. Admins can use the reservation type and total capacity filters to view data that is pertinent to their organization.

Why it's important: Seeing how capacity and desk bookings change over time helps admins understand office growth and decline. When bookings near capacity [consistently over time], it may be time to add a new floor or move into a bigger office. If bookings are trending downward [for a specific floor], you may want to check in with your employees to see what's preventing them from coming into the office or reconsider whether you need multiple floors with that quantity of desks. Additionally, the ability to view desk bookings by a specific desk reservation type allows admins to determine if a desk type is commonly booked or unbooked and can reassign desk types based on trends.

 

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.

 

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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.

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

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