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Smart analytics

Building statistics

Overview

The building statistics are created without using personal related information. The calculations are made with anonymized reservation based on the data which object is booked and when. To calculate these statistics, it's not relevant to know which user crated the reservation. This means that the data can be stored theoretically for an unlimited time due to GDPR.


Building statistics

Navigate as an administrator in Flexopus to Dashboard > Analytics > Building statistics and select the timeframe and the location you would like to analyze. By default, all locations are selected.

Building statistics

To calculate the statistics, you need to select a time frame. Please note that the displayed time options like the months, quarters, last 30 days and last 90 days are precalculated statistics. The custom time selection can be maximum 90 days. The custom time frame selection will always be calculated real time, the calculation of custom time frames takes longer than the precalculated statistics. The precalculation runs every night based on the latest data, including the reservation from yesterday.


Time Map

Number of reservations during the week with a 60 minutes accuracy to see when the most of the colleagues are working in the office. Flexible reservations and permanent fix reservations are counted as 1 unit. The blocked objects count as 0.

Calculation example for Monday 08:00 - 09:00:
value = sum bookings / sum days
sum bookings: Number of bookings in the selected time frame for the Mondays.
sum days: Number of Mondays in the selected time frame.

Time map

You can scope the statistic based on object types.


Object utilization

The utilization of a day is calculated by assuming that a flex object is occupied on, if there is a reservation on it no matter how long, so the utilization of the object is 1 on that day. A fixed object and a blocked object is also considered as 1. The blocked, and the permanently assigned objects are also occupied, since nobody could use them on that day.

Calculation example for a day:
value = sum occupied objects
sum occupied objects: Number of occupied objects on that day.

Object utilization

You can scope the statistic based on object types.


Object utilization in %

This is basically the object utilization related to all the available objects on the target date.

The capacity threshold is always set to 85%. This is not a calculated value, we made up this value. It can be understood in many ways:

  • Being constantly below 85%
    This means that you have more than enough office space. Probably you could optimize the space or decrease it to save costs.
  • Being a lot above 85%
    This means that you have a high office demand, if you are planning to keep the same headcount or even increase it, than probably you need to provide more office space for your colleagues.

However, you can decide for you which utilization % you seek to reach with your facility management and HR goals.

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Note: Based on or global stats, most people go to the office on Tuesday. You can expect to highest a high utilization on that day. Mondays and Fridays suppose to have the lowest values.

Calculation example for a day:
percentage = sum occupied objects / all objects
sum occupied objects: Number of occupied objects on that day.
all objects: All objects on the target day.

Object utilization in %

You can scope the statistic based on object types.


Reservations in hours

Number of all reservation hours on the daily basis. Normal flex reservations and the permanently assigned objects are counted. The blocked objects are not included.

Calculation example for a day:
value = sum hours
sum hours: Sum of booking hours on that day.

This metric is relevant to see the distribution of working hours over time. Behaviors of the colleagues are easier to analyze in the summary view (drop of office hours before weekends and holidays), a significant drop can also be an anomaly which can be detected in a short time.

Reservations in hours

You can scope the statistic based on object types.


Reservations (per day in average)

Number of reservations during the week on a daily basis to see, how are the bookings distributed over the weekdays. Flexible reservations, permanent fix reservation are counted as 1 unit. The blocked objects count as 0.

Calculation example for Monday:
value = sum bookings / sum days
sum bookings: Number of bookings made on Mondays.
sum days: Number of Mondays in the selected time frame.

Reservation per day in average
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Note: You can expect to have a similar distribution for the office usage. Most of the office employees go to the office on Tuesday. Mondays and Fridays suppose to have the lowest values.

You can scope the statistic based on object types.


Number of objects

The number of available object in the system may change over the time. You may increase or decrease the number of available desks over the time. This statistic makes a snapshot for each day in the past based on the object statuses on the past. You can use the number as a reference to see how many objects were utilized in the past, compared to all available objects.

Calculation example for a day:
flex objects: Number of flexible objects on the target date.
permanently assigned: Number of permanently assigned (so-called fix) objects on the target date.
blocked objects: Number of permanently blocked objects on the target date.
all objects = flex objects + permanently assigned + blocked objects

Number of objects

You can scope the statistic based on object types. 


Meeting room capacity (current)

Distribution of the meeting rooms based on their configured capacity. The capacity can be configured for each meeting room individually in the floor plan editor. This statistic is showing the actual values and does not include time based information from the past.

Meeting room capacity

Number of missed check-ins

The statistic is only active, if you have activated the Check In module in your Flexopus global settings. Learn more about the check in module here:

Check-in Module
Overview By enabling the check-in module, you can enforce users to confirm their bookings before the booking starts. Bookings without a confirmed check-in within the check-in grace period will be deleted automatically by the system. The object will be free to book by the other users. Before the booking start,

Calculation example for a day:
value: Number of missed check ins on the target date. It measures how often the users forget to check in for the reservation they created.

Missed check-ins per week

The statistic is only active, if you have activated the Check In module in your Flexopus global settings. Learn more about the check in module here:

Check-in Module
Overview By enabling the check-in module, you can enforce users to confirm their bookings before the booking starts. Bookings without a confirmed check-in within the check-in grace period will be deleted automatically by the system. The object will be free to book by the other users. Before the booking start,

Calculation example for a week:
value: Number of missed check-ins on the target week. It measures how often the users forget to check in for the reservation they created.

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Note: Make sure you always select full weeks for this statistics. Otherwise, the first and the last week my include only partial information of that week.
Missed check-ins per week