How We Calculate Occupancy

Introduction

This article outlines the approaches we use to calculate occupancy in the reports under the Occupancy Section in the Analytics category.

Contents

• General Rules
• Prorated Occupancy
• BoM (Beginning of the Month) Occupancy
• Desk Occupancy
• Space Occupancy
• Area Occupancy
• Desk Occupancy Discrepancy (troubleshooting)

General Rules

• We calculate occupancy based on your "Primary" resource types, which by default are Private Offices, Dedicated desks, and Hotdesks.
• You can also create custom resource types, which if marked as "Primary" will appear on all Occupancy Reports and Dashboards. You can learn more about how to create custom resources here.

Prorated Occupancy

This 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 will contribute 0.5 (not 1) to the total number of occupied resources for the respective month.
• In the case of Hotdesk 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 your system proration configuration.
• An office you’re refurbishing is planned for opening on the 10th of the month. Since the office will be available only for two-thirds of the month, it will contribute ~0.6 (not 1) to the overall number of available resources for the respective month.

BoM (Beginning of the Month) Occupancy

This type of occupancy calculation relies on Resources and Memberships that are active at the beginning of the month (i.e. at the 1st of every month) in all calculations. Let’s look at the same 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’s start date is after the 1st of the respective month:
• The resource associated with this Membership will NOT be considered occupied.
• The revenue this resource generated for the respective month will NOT be added to the “desk/space/area rate” calculations.
• In the case of Hotdesk occupancy calculation, the membership will NOT contribute to the total number of memberships for the respective month.
• An office you’re refurbishing is planned for opening on the 10th of the month. As the office is not available as of the 1st of the month, it will NOT contribute to the overall number of available resources for the respective month.

Desk Occupancy

Desk occupancy provides an outlook on occupancy based on the Desks in your buildings. Typical examples of desks are Office Desks, Dedicated Desks, and Hotdesks.

Desk Occupancy (BoM)

The formula used for this calculation is Occupied Desks (BoM) / Available Desks (BoM)

• Occupied Desks (BoM) - The SUM of all desks with active memberships assigned to them at the beginning (the 1st) of the month.

• Available Desks (BoM) - The SUM of all available desks (i.e. in exploitation) at the beginning (the 1st) of the respective month.

• *When referring to the desk occupancy of the default "Private Office" resource type, the number of available desks can be set by either (1) filling in the size property of the office or (2) by creating child resources (i.e. office desks) and associating them with the respective parent office. If both are added into the system, we'll take the higher number from the two when calculating Occupancy.

Desk Occupancy (Prorated)

The formula used for this calculation is Occupied Desks (Prorated) / Available Desks (Prorated)

• Occupied Desks (Prorated) - the SUM of all Occupied Desks prorated considering the days each desk was occupied from the total available days in the respective month.

• Available Desks (Prorated) - the SUM of all Available Desks prorated considering the days each desk was available (in exploitation) from the total available days in the respective month.

Hotdesks

The formula used for this calculation is # of Active Hotdesk Memberships / Available Hotdesks / Hot Desk Coefficient. The calculation can again be done as an Avg. (i.e. Prorated) or as of the BoM (i.e. Beginning of the Month)

• Active Hotdesk Memberships -> all active memberships which have been created from a plan with the type "Hotdesk".
• Available Hotdesks -> all desks from the type "Hotdesk" available in the respective month
• Hot Desk Coefficient -> this number can be configured in Settings>Platform>Space and can be used as a target modifier on the final hotdesk occupancy percentage. Example: I have 10 available hotdesks and 8 active hotdesk memberships, which means my occupancy is 80%. If you set your Hot Desk Coefficient to "2", you'll get 10 / 8 / 2, which will result in 40% occupancy.

Space Occupancy

Space occupancy provides an outlook on occupancy based on the Spaces in your buildings. Typical examples of spaces are Offices and Parking Spaces.

Space Occupancy (BoM)

The formula used for this calculation is Occupied Spaces (BoM) / Available Spaces (BoM)

• Occupied Spaces (BoM) - The SUM of all spaces with active memberships assigned to them at the beginning of the month.

• Available Spaces (BoM) - The SUM of all Available Spaces (i.e. in exploitation) at the beginning (the 1st) of the respective month.

Space Occupancy (Prorated)

The formula used for this calculation is Occupied Spaces (Prorated) / Available Spaces (Prorated)

• Occupied Spaces (Prorated) - the SUM of all Occupied Spaces prorated considering the days each space was occupied from the total available days in the respective month.

• Available Spaces (Prorated) - the SUM of all Available Spaces prorated considering the days each space was available (in exploitation) from the total available days in the respective month.

Area Occupancy

The area occupancy provides an outlook on occupancy based on the actual Area size your Spaces are located on.

Area Occupancy (BoM)

The formula used for this calculation is Occupied Area (BoM) / Available Area (BoM)

• Occupied Area ft2 / m2 (BoM)  - The total area size of all spaces with active memberships assigned to them at the beginning of the month.

• Available Area ft2 / m2 (BoM) - The total area size of all Available Spaces (i.e in exploitation) at the beginning (the 1st) of the respective month.

Area Occupancy (Prorated)

The formula used for this calculation is Occupied Area (Prorated) / Available Area (Prorated)

• Occupied Area ft2 / m2 (Prorated) - The total area size of all Occupied Spaces prorated considering the days each space was occupied from the total available days in the respective month.

• Available Area ft2 / m2 (Prorated) - The total area size of all Available Spaces prorated considering the days each space was available (in exploitation) from the total available days in the respective month.

Desk Occupancy Discrepancy (troubleshooting)

If there is a discrepancy between the number of available Office desks and the office desks that are actually available in your office (i.e. the report says 108 office desks, but you count 100):

1. Check your office size (number of Office desks).

2. Check how many of the available desks are Office desks. If the number doesn't match your office size, look for any Hotdesks or Dedicated desks. Because they are different from Office desks, they are not counted as part of your office but simply listed as Available.

3. If you want the numbers to match up, either:

• Define all desks as Office desks and set the office size accordingly, or
• Set the office size to 0 and turn all desks into Hotdesks or Dedicated desks.