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Smart analytics

Building statistics

Overview

Building statistics in Flexopus are created without using personal information. The calculations are based on anonymized reservations, focusing only on which object is booked and when. Knowing which user made the reservation is irrelevant for these statistics. Therefore, the data can be stored indefinitely, in compliance with GDPR.


Building statistics

To access building statistics in Flexopus as an administrator:

  1. Navigate to Dashboard > Analytics > Building statistics.
  2. Select the timeframe and the location you want to analyze. By default, all locations are selected.
Building statistics

To calculate statistics, you must select a timeframe. Note the following:

  • Options like months, quarters, last 30 days, and last 90 days are precalculated statistics.
  • Custom time selections can be up to 90 days and are calculated in real-time, which takes longer than precalculated statistics.
  • Precalculated data is updated nightly, including reservations from the previous day.

Time Map

The number of reservations during the week is calculated with 60-minute accuracy to show when most colleagues are working in the office. Both flexible and permanent fixed reservations count as 1 unit, while blocked objects count as 0.

Calculation Example for Monday, 08:00–09:00:

  • Value = sum of bookings / sum of days
  • Sum of bookings: Total number of bookings during the selected timeframe for all Mondays in that time slot.
  • Sum of days: Total number of Mondays within the selected timeframe.

This calculation helps identify office usage patterns over time.

Time map

You can scope the statistics based on object types.


Object utilization

The utilization of a day is calculated by considering any object with a reservation as occupied, regardless of how long it was reserved. Here's how different objects are treated:

  • Flexible objects: Count as 1 if reserved, no matter the duration.
  • Fixed objects: Count as 1 since they are permanently assigned.
  • Blocked objects: Count as 1 because they are unavailable to anyone.

Calculation Example for a Day:

  • Value = sum of occupied objects
  • Sum of occupied objects: Total number of objects (flexible, fixed, or blocked) that are considered occupied on that day.

This method ensures all unavailable or used objects are included in the utilization calculation.

Object utilization

You can scope the statistics based on object types.


Object utilization in %

The object utilization reflects how many of the available objects are occupied on a given day. The capacity threshold is set to 85%—a benchmark we established, not a calculated value. It can be interpreted in different ways:

  • Below 85%: You have more than enough office space. You may want to consider optimizing or reducing space to save costs.
  • Above 85%: You have high office demand. If you're maintaining or increasing your headcount, you might need more office space for your colleagues.

Ultimately, the utilization percentage you aim for depends on your facility management and HR goals.

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

Calculation example for a day:
The object utilization percentage is calculated as follows:

Percentage = Number of occupied objects / Total number of objects

  • Number of occupied objects: Number of occupied objects on that day.
  • Total number of objects: The number of all available objects on the target day.

This calculation shows the object utilization as a percentage of the total available.

Object utilization in %

You can scope the statistics based on object types.


Reservations in hours

The number of reservation hours is calculated daily, including normal flex reservations and permanently assigned objects, but excluding blocked objects.

Calculation Example for a Day:

  • Value = total hours of reservations
  • Sum hours: The total number of booking hours for that day.

This metric helps track the distribution of working hours over time. It provides insights into employee behavior, such as reduced office hours before weekends or holidays. A significant drop in reservation hours might also indicate an anomaly that can be quickly identified.

Reservations in hours

You can scope the statistics based on object types.


Reservations (per day in average)

The number of reservations during the week is calculated daily to show how bookings are distributed across weekdays. Both flexible reservations and permanently fixed reservations are counted as 1 unit, while blocked objects count as 0.

Calculation Example for Monday:

  • Value = sum of bookings / sum of days
  • Sum of bookings: Total number of bookings made on Mondays.
  • Sum of days: Number of Mondays within the selected time frame.

This calculation helps understand booking patterns for each weekday.

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

You can scope the statistics based on object types.


Number of objects

The number of available objects in the system can change over time as desks are added or removed. This statistic provides a daily snapshot based on object statuses in the past, helping you compare how many objects were utilized relative to all available objects on any given day.

Calculation Example for a Day:

  • Flexible objects: Number of flexible objects on the target date.
  • Permanently assigned objects: Number of permanently assigned (fixed) objects on the target date.
  • Blocked objects: Number of blocked objects on the target date.
  • All objects = flexible objects + permanently assigned objects + blocked objects

This reference helps analyze past utilization against total available objects.

Number of objects

You can scope the statistics 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 shows 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
Learn how to enable and configure the check-in module in Flexopus to ensure users confirm their bookings within a specified grace period.

Calculation example for a day:
The value represents the number of missed check-ins on the target date. It measures how frequently users forget to check in for the reservations they created. This metric helps track user behavior and identify patterns of missed check-ins.

Missed check-ins per week

This 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
Learn how to enable and configure the check-in module in Flexopus to ensure users confirm their bookings within a specified grace period.

Calculation example for a week:
The value represents the number of missed check-ins during the target week. It measures how often users forget to check in for the reservations they created, providing insight into weekly check-in patterns.

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