Occupancy Dashboard

Learn more about Envoy's Occupancy Dashboard

Updated over a week ago

Important note: Only Global Admins, Location Admins for the location they are assigned to, and Analytics Viewers can access this dashboard. See Who can view the Occupancy Dashboard based on admin role for more details.


Overview

The Occupancy Dashboard is a valuable tool for monitoring and analyzing the utilization of your workplace. By using the dashboard, you can make informed decisions about attendance, space usage, and workplace utilization, helping you to optimize your operations and improve the experience of your employees and visitors.

The Occupancy Dashboard combines data from multiple product areas, including Workplace, Visitors, Desks, and Rooms, and can be accessed directly from the Analytics tab.

Benefits

  • Identify busy times and opportunities to optimize your workplace policies and check-in procedures

  • See patterns in employee traffic to help inform staffing, purchasing, and business decisions

  • Understand who on your team is using Envoy and who may need additional training

  • Arm your team and higher-ups with insights that can help them make better decisions for your workplace

Features

  • Export Workplace data via CSV or image download without giving undue access to the Envoy admin dashboard

  • Provide admins a more granular view of their workplace data

  • Save admins time by enabling them to schedule or send reports ad hoc

  • Enable admins to set and measure how teams perform against in-office attendance policies

Data you can view in the Occupancy Dashboard

Summary

  • Busiest day - Day you had the most people in-office

  • Daily average attendance - Number of visitor & employee entries divided by number of days

  • Weekly average attendance - Number of visitor & employee entries divided by number of weeks

  • Monthly average attendance - Number of visitor & employee entries divided by number of months

  • In-Office policy - Percentage of people out of the entire workforce meeting the target set for your company.

  • Workplace Utilization - Number of visitor and employee entries divided by location capacity. This feature requires setting a default location via SCIM.

  • Attendance - Number of visitor & employee entries

Occupancy

  • Daily average attendance by department - Number of visitor & employee entries divided by number of given days

  • Total attendance by department - Number of visitor & employee entries that have signed in

  • Attendance by day of the week - Number of visitor & employee entries based on the day of the week

  • Employee attendance frequency - Average attendance of employees per week

  • No-shows - Number of visitor & employee entries that have an invite/registration that have not signed-in, compared to those have signed-in

  • No-shows by department - Number of visitor & employee entries that have an invite/registration and have not signed-in for each department

Space Usage

  • Desk utilization - Number of checked-in desk reservations divided by all available desks

  • Neighborhood utilization - The average daily count of check-in desks reservations divided by the number of desks in

    • Utilization: Number of reserved and checked in desks / all available desks

    • Average usage: daily average of checked-in desk reservations

    • Capacity: total available desks in that neighborhood

  • Rooms utilization - Percentage of room hours booked divided by total available time from M-F 9-5pm


Who can view the Occupancy Dashboard based on admin role

Global Admins

  • Have full access to the Occupancy Dashboard including Reports

  • Create links to share analytics with non-admins

  • Export data as a CSV or Image

  • Share and schedule reports to be sent out

  • Manage Admin Accounts

  • View Occupancy Analytics for all Locations

Analytics Viewer

  • View the Occupancy dashboard with limited functionality

  • View the analytics link that a Global or Location admin shares with you

  • Export analytics as a CSV or image

Location admins

  • Create links to share with non-admins

  • Export data as a CSV or Image

  • Share and schedule reports to be sent out

  • View analytics for the Locations they are assigned to

How to share the data in your Occupancy Dashboard

  1. Grant an employee the Analytics Viewer role.

    1. Learn more about the Analytics viewer role.

    2. Learn more about how to grant admin roles.

  2. Link Sharing - Global and Location Admins can copy the link in the Occupancy dashboard to share with non-admins.

  3. Download a CSV or Image - Within the occupancy dashboard, you can click the download arrow next to the analytics you want to export. Learn more.

  4. Schedule reports for now or in the future - Global Admins can share a report of the data you have in the dashboard now or you can schedule the data to be sent out at a later date. Learn more.

Granular-level reporting

Ensure that workplace leaders have the date they need to enforce onsite policies and allocate resources appropriately.

Important note: This setting is turned off by default and can only be turned on or viewed by a Global Admin.

Once this setting is turned on Global admins will be able to view the data of individuals by clicking on the one of the following charts within the Occupancy Dashboard:

  • Attendance by day of week

  • Employee attendance frequency

  • In-Office Policy Results


How to enable Data of individuals

  1. Navigate to the Global Overview in your Envoy dashboard.

  2. Click on Analytics > Settings.

  3. Toggle on Data of individuals.

In-Office policies

Save admins time and effort of manually tracking and reporting in-office policies. By setting an Onsite presence policy, you can have the ability to measure occupancy against attendance targets. You can set this at the Department or Company level.

How to enable In-Office policies

  1. Navigate to the Global Overview in your Envoy dashboard.

  2. Click on Analytics > Settings.

  3. Click Enable next to In-Office policy.

  4. Set a target frequency and define specific days of the week for the entire company or based on department.

  5. Click Save.

Analytics Reports

Global Admins can share a report of the data you have in the dashboard now or you can schedule the data to be sent out at a later date.

  • The Send Report option sends a report immediately showing the current analytics in the dashboard. These reports will not show in the list of scheduled reports.

  • The Schedule Report option will send a report at the time, date and frequency of your choosing. Important note: You can only schedule reports for in the future. Ensure that the scheduled time you have selected is not in the past. If you do select a time in the past, you may see the report in your dashboard but you will not be sent any data via email.

How to send/schedule reports

  1. Navigate to Analytics > Reports.

  2. Click on Create new report.

  3. Fill out the form. Report name and Send to are required.

  4. To send a report of the dashboard now, leave the send date as Now. Notice the report will say Share Report.

  5. To send a report for a future time, click Edit and set the date, time and frequency. Notice the report will say Schedule Report.

  6. Select the departments you want to pull data from.

  7. Select the date range.

  8. For the type, you can only send an image at this time.

  9. Select the embedded fields you want included in the report.

  10. Leave an optional message.

  11. You can click Sent test to me to receive a test email showing you what the report will look like.

  12. Click Share or Schedule report.

FAQ

  • If you are not seeing Occupancy analytics per Department, be sure to set up your directory to include departments for your employees. This can be done via SCIM or CSV upload. See this article for more information.

  • For scheduled reports, You can only schedule reports for in the future. Ensure that the scheduled time you have selected is not in the past. If you do select a time in the past, you may see the report in your dashboard but you will not be sent any data via email.

  • Only Scheduled reports will be listed in the Reports section of the Occupancy Dashboard.

Did this answer your question?