Space Usage
This page provides insights into reservation levels and how the space is being utilised.
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This page provides insights into reservation levels and how the space is being utilised.
Last updated
Was this helpful?
The KPI cards at the top of the dashboard display the count of resources by type. These cards pull data from the "Resource" table and use COUNT and COUNTIF formulas to calculate the number of resources for each type.
These KPI cards are filtered by timeframes: Monthly, Weekly, and Daily. They are calculated similarly to the other KPI cards but include an additional timeline filter. Date values are incorporated using a formula aligned with the selected timeframe, ensuring the results accurately reflect the chosen period. The KPI cards always display the latest period's value, which updates dynamically when you hover over the trend line.
An arrow indicator is also included to show whether the value has increased or decreased compared to the previous period.
The heatmap chart is currently unavailable in Sigma, so we used a pivot table to create a heatmap-like visualisation. This chart displays reservation count for each resource type on specific days of the month.
This pivot table provides a daily breakdown of reservations, categorised by resource type and month. It helps in understanding booking trends across different resources and how reservations vary day by day within a given month.
Pivot Rows:
DatePart("day", [Start Date]) → Extracts the day from the Start Date field to display reservations for each day of the month.
Pivot Columns:
Resource Type → Groups reservations based on the resource type from the [Bookings Data/Resource Type] field.
Month → Displays the month name from the Start Date, organising data month-wise.
Values:
Reservation Count → Uses Count() to calculate the number of reservations for each resource type on a given day.
Track daily reservation trends per resource type.
Identify peak days for bookings in different months.
Compare reservation patterns across different resource types.
This pivot table provides a daily breakdown of room usage, categorised by resource type and month. It helps analyse how different resources are utilised each day relative to the total available duration.
Adjustments for Working Hours:
For environments with varying working hours across buildings, the total working duration ([Day Duration Minutes]) is adjusted based on building-specific hours.
In cases with uniform working hours, company-wide working hours are used.
Adjustments for Multi-Day Bookings:
Initially, multi-day bookings were calculated assuming 24 hours of usage per day. For example, a 2-day desk booking would show 48 hours of usage, regardless of actual working hours.
Correction: The calculation now uses working hours as the booking duration, ensuring that no usage exceeds 100% of the resource’s working capacity. The new corrected duration is under the "Final Duration" column.
Resource usage is determined by dividing the total reservation duration (sum of [Final Duration]) by the product of the total working duration ([Day Duration Minutes]) and the number of resources available for each resource type.
Pivot Rows:
DatePart("day", [Day of Date]) → Extracts the day from [Day of Date], displaying resource usage for each day of the month.
Pivot Columns:
Resource Type → Groups data by resource type from [Resource Utilisation Group/Resource].
Month → Extracts the month name from [Day of Date], organising data month-wise.
Values:
Resource Usage → Calculated as: Sum([Sum of Final Duration]) / [Day Duration Minutes]
Sum of Final Duration → Total time a resource was in use for the given day.
Day Duration Minutes → The total available duration for that day, used to normalise the usage percentage.
Measure how efficiently rooms and resources are utilised daily.
Compare usage trends across different months.
Identify underutilised or overutilised resources.
The pie chart clearly shows the distribution of reservations by resource type. The chart uses resource type in the "Colour" field and displays the reservation count as a percentage in the "Value" field..
Identify which resource types are utilised the most.
Compare booking distribution across different resources.
Detect trends in resource demand to optimise space allocation.
The pie chart shows the distribution of reservation usage by room capacity. Room capacity is in the "Colour" field, and reservation usage is in the "Value" field. The calculation logic is the same as described in 4. Daily Room Usage Pivot Table.
Identify which room capacities are booked the most.
Compare reservation distribution across small, medium, and large rooms.
Optimise room allocations based on demand.
Both charts display values based on the resource type filter. The first chart, "Reservation Count by Day," shows the number of reservations made each day. The second chart, "Reservation Usage by Day," shows the reservation usage for each day, with the same calculation logic for resource usage as in 4. Daily Room Usage Pivot Table.
Track daily fluctuations in reservation activity.
Identify peak days for reservations.
Analyse how efficiently resources are utilised each day.
Compare reservation count vs. actual usage to detect over/under-utilisation.
The chart displays the meeting reservation count by hour. The "DatePart" formula is used to extract the hour from the start date, and the chart shows the reservation count, filtered by the room resource type.
Identify peak hours for meeting room bookings.
Optimise scheduling by adjusting availability based on demand.
Detect underutilised time slots to improve resource allocation.
Both charts update based on the selected time frame.
The first chart, "Resource Usage," shows the usage of all resources by the selected time frame.
The second chart, "Room Usage," shows the usage of all rooms by the selected time frame.
Refer to 4. Daily Room Usage Pivot Table to know more about resource usage calculations.
To drill down and view insights for a single room, click on the room name in the legend. This will display the insights for that specific room. To return to the default view, click anywhere on the blank space of the chart.
Analyse utilisation trends across different time frames.
Identify peak usage periods for better space management.
Compare room usage vs. overall resource usage to optimise allocations.
Both charts are filtered by resource type. The chart title also changes based on the selected type.
The first chart, "Reservation Count by Resource," shows the reservation count by resource.
The second chart, "Reservation Usage by Resource," shows the reservation usage by resource.
Refer to 4. Daily Room Usage Pivot Table for more details on how resource usage is calculated.
Identify the most and least utilised resources.
Compare booking frequency vs. actual resource usage.
Optimise resource allocation based on demand patterns.
The chart displays all unscheduled instant reservations. It shows the top and bottom N resources with the highest instant reservation count, based on the filter at the top of the chart.
Identify resources frequently booked for instant reservations.
Detect underutilised resources with low instant reservations.
Optimise resource availability and space management based on demand.
The chart displays the out-of-hours meeting count by resource. It shows how many meetings were scheduled outside of working hours.
Track after-hours usage for policy compliance.
The summary table displays the raw data for all bookings within the selected time range. This data is used to create the above charts. Users can download the data as a CSV file or create their own charts from the summary table.
