The Occupancy Overview dashboard in OfficeRnD Flex helps you track how desks, offices, and areas are being used across your locations. Multiple filters and calculation methods allow you to tailor the data view to match your specific needs. Use this dashboard to get a clear picture of how your spaces are utilized.
By the end of the article, you will be able to identify underused spaces, evaluate occupancy efficiency, and support data-driven decisions.
Before you start
Dashboard filters
Alongside the standard filters in the Data Hub, this dashboard allows you to specify the occupancy type you want to analyze and its calculation method. Below is a list of filters that can modify the calculations shown on the dashboard:
Occupancy Calculation
The Occupancy Calculation filter allows you to choose the occupancy calculation that will be used to display data on the dashboard. You can choose "Prorated" or "Beginning of the Month".
Prorated occupancy is the most granular type of occupancy calculation that relies on prorated resource availability, membership count, and membership revenue in each respective month. Let's look at a few examples:
You have a customer starting mid-month on a Private Office plan, and you've created a membership that starts on the 15th of the month. Since the membership will only be active for half a month:
The resource associated with this Membership will be occupied only for half a month and contribute 0.5 (not 1) to the total number of occupied resources for the respective month.
In the case of the Hot Desk occupancy calculation, the membership will contribute 0.5 (not 1) to the total number of memberships for the respective month.
The revenue this resource generated for the respective month will be prorated based on the proration settings set at the organization level.
An office you're refurbishing is scheduled to open on the 10th of each month. Since it will be available only for two-thirds of the month, it will contribute approximately 0.6 (not 1) to the overall number of available resources for the respective month.
Beginning-of-the-month occupancy relies on Resources and Memberships active at the beginning of the month (on the first day of every month) in all calculations. Let's look at the same examples as above:
You have a customer starting mid-month on a Private Office plan, and you've created a membership that starts on the 15th of the month. Since the membership's start date is after the 1st of the respective month:
The resource associated with this Membership will NOT be considered occupied.
The revenue generated by this resource for the respective month will NOT be added to the "desk/space/area rate" calculations.
In the Hot Desk occupancy calculation, the membership does not contribute to the total number of memberships for the respective month.
An office you're refurbishing is planned to open on the 10th of each month. However, as it is unavailable as of the 1st of each month, it will NOT contribute to the overall number of available resources for that month.
Occupancy Type
This filter allows you to choose the granularity of the occupancy calculations applied to the dashboard:
Setting the filter to Desk will show desk-related occupancy metrics on the dashboard, such as Desk Occupancy, Revenue per Available Desk (RevPAD), and Revenue per Occupied Desk (RevPOD).
Setting the filter to Space will show office-related occupancy metrics on the dashboard, such as Space Occupancy, Revenue per Available Office, and Revenue per Occupied Office.
Setting the filter to Area will show area-related occupancy metrics on the dashboard, with the unit of measurement (square meters or square feet) determined by the Measurement Unit filter. Examples of metrics shown using this filter are Area Occupancy (in the selected unit of measurement), Revenue per Available Square Meter/Foot, and Revenue per Occupied Square Meter/Foot.
Include Hot Desk Coefficient
The Include Hot Desk Coefficient filter lets you choose whether the Hot Desk Coefficient set on the Admin Portal will affect the occupancy calculations and the available desks shown on the dashboard.
The Hot Desk coefficient determines the hotdesking occupancy target. For example, if you have 120 Hot Desks, your occupancy target will be set to 120 active Hot Desk memberships.
To change the Hot Desk coefficient, go to Settings > Platform Modules > Space.
If the Include Hot Desk Coefficient filter is set to "Yes," the value of the available desks of type Hot Desk will be multiplied by the value of the Hot Desk Coefficient. For example:
Let's say you have 10 Hot Desks and have set the Hot Desk coefficient to 2. This means your occupancy target for hot desks is twice the number of available desks in your space; you need 20 active memberships to achieve 100% occupancy.
Assuming you have 15 fully active hot desk memberships in the month:
If you set Include Hot Desk Coefficient to Yes, you will see:
10 * 2 = 20 available Hot Desks.
15 occupied Hot Desks.
(15 / 20) * 100 = 75% occupancy.
If you set Include Hot Desk Coefficient to Yes, you will see:
10 available Hot Desks.
15 occupied desks.
(15 / 10) * 100 = 150% Hot Desk occupancy.
Data discrepancy (troubleshooting)
If there is a difference between the reported number of office desks and the actual number available in your office (for example, the report shows 108 office desks, but you can only count 100):
Check your office size (number of Office Desks).
Check how many of the available desks are Office Desks. If the number doesn't match your office size, look for any Hot Desks or Dedicated Desks. These types of desks are different from Office Desks and are not counted as part of your office; they are listed as Available.
If you want the numbers to match up, do one of the following:
Define all desks as Office Desks and set the office size accordingly;
Set the office size to 0 and turn all desks into Hot Desks or Dedicated Desks.
Occupancy split by location
This widget shows each location's monthly desk, space, or area occupancy. The type of metric displayed is determined by the Occupancy Type filter.
Occupancy Type set to Desk:
Occupancy Type set to Space:
Occupancy Type set to Area and Measurement Unit set to square feet:
Occupancy split by resource type
This widget shows a breakdown of desk, space, or area occupancy by resource type.
Revenue occupancy
This widget shows each month's total membership revenue to target revenue ratio. Values below 100% indicate that the target was not reached.
Revenue occupancy split by resource type
This widget shows each month's total membership revenue ratio and the target revenue, split by resource type.
List price attainment
This widget shows the ratio of total membership revenue and the total resource list price for each month. Values below 100% indicate that some resources have been sold below their list price.
List price attainment split by resource type
This widget shows the monthly ratio of total membership revenue and total resource list price, split by resource type.
Memberships revenue vs. total list price
This widget compares the total revenue generated by memberships to the total resource list price, with any gaps highlighted in red.
Memberships revenue vs. location target
This widget compares the total revenue generated by memberships to the total location target, with any gaps highlighted in red.
Revenue per occupied desk, office, or area
Depending on the value of the "Occupancy Type" and "Measurement Unit" filters, this widget will display the revenue per occupied desk, office, square meter, or square foot, split by month.
Occupied vs. vacant desks, offices, or area
Depending on the value of the "Occupancy Type" and "Measurement Unit" filters, this widget will display the occupied and vacant desks, offices, square meters, or square feet, split by month.
FAQ: Occupancy Overview dashboard
What does the Occupancy Overview dashboard show?
What does the Occupancy Overview dashboard show?
The Occupancy Overview dashboard displays occupancy and revenue data for desks, offices, and areas across your buildings. You can view trends by location, resource type, and measurement unit.
What is the difference between prorated and beginning-of-the-month occupancy?
What is the difference between prorated and beginning-of-the-month occupancy?
Prorated occupancy considers resource and membership activity throughout the month, while beginning-of-the-month occupancy only includes data from the first day of the month. Learn more ↑
How does the Occupancy Type filter work?
How does the Occupancy Type filter work?
The filter lets you choose between Desk, Space (office), and Area (square meters or feet). It affects which metrics are shown on the dashboard. Learn more ↑
What is the Hot Desk Coefficient, and how does it affect occupancy?
What is the Hot Desk Coefficient, and how does it affect occupancy?
The Hot Desk Coefficient sets an occupancy target for Hot Desks. For example, a coefficient of 2 means each desk should be matched with two memberships. The coefficient adjusts the number of available desks shown on the dashboard.
Learn more ↑
Why does the number of office desks not match the actual count in my office?
Why does the number of office desks not match the actual count in my office?
Check whether your desks are set as Office Desks, Hot Desks, or Dedicated Desks. Only Office Desks count toward the office size in occupancy reports. Learn more ↑
How can I fix discrepancies between reported and actual desk counts?
How can I fix discrepancies between reported and actual desk counts?
You can either define all desks as Office Desks and adjust the office size or set the office size to 0 and reassign all desks as Hot Desks or Dedicated Desks. Learn more ↑
What does the Revenue Occupancy widget show?
What does the Revenue Occupancy widget show?
It shows how your total monthly membership revenue compares to your target revenue. A value below 100% means you didn't reach your target. Learn more ↑
What does List Price Attainment measure?
What does List Price Attainment measure?
It shows the ratio between your total membership revenue and the list price of your resources. A value below 100% means resources were sold below their listed rate. Learn more ↑
What determines which revenue or occupancy metric is shown in a widget?
What determines which revenue or occupancy metric is shown in a widget?
The displayed data depends on the Occupancy Type and Measurement Unit filters. These control whether you see data for desks, offices, or areas and in which units (square feet or meters).