Basics of the Insights
Written by Kiren Dosanjh
Updated this week

Using your feedback, We have completely revamped the RICOH Spaces Insight tab to provide a handy panel of graphs and tables. Have you ever wondered what's your employees' favourite desk? Do you really know what's going on within your floor, location and organisation?

Insights give you in-depth and detailed information, combining the output from the various RICOH Spaces modules you have active and enhanced further with IoT devices if enabled. Compare data, look at recent and previous data using a custom date range and make informed decisions based on real live data.

Key Features:

  • Reports more powerful than ever for in-depth insights: essential data captured in tables and graphs highlighting key trends and information.

  • Consistency between reports and filters: The user experience of adding filters is now consistent across the whole suite, allowing for the viewing of specific data.

  • Visualization of multiple locations at the same time: You can add multiple locations to your filters at once. This will enable you to view data at a higher level such as "Region".

  • Custom date range: see how your office is evolving by setting custom date ranges. This can go down to a single day!

  • Schedule PNG & PDF delivery of reports via email.

Using the reports

Once you open a report, you should now have a large panel of filters at the top of your screen. Use them to narrow down data to exactly what you want to see.

For example, you can use Location Name to select one or multiple locations or set a custom date range or use the preset ones.

Note: Whenever you change the filters you must select "Update" for the report to refresh.


Key Metrics of Reports

Here are some examples of metrics you would typically find in your insight reports.


Utilisation takes into account the time your space is available for, and what percentage of that time it has been booked for. For example, if a desk is available 8 hours in a day, and has been booked for 4, it is 50% utilised.

Comparison to previous period

This metric provides insight into the percentage in which the utilisation has grown or declined. For example, if it was 10% last month and its 15% this month, it has grown by 50% vs previous period (not 5%)

Space Usage

This metric tells you what percentage of your overall space availability has been used in ANY capacity, not taking "time booked" into account. For example, if you have 10 desks, and 3 have been booked all day, and 2 have been booked half days, that is still 50% overall desk usage.

Percentage of non-utilised cancellations

How many of the bookings which get cancelled go on to be re-utilised by the business? How much of an impact is cancellations, therefore, having on your utilisation, and is it a key problem to solve for you? For example, if this % is low, it means that people are cancelling with enough time, or that your spaces are in demand enough for them to go on to be utilised anyway.

Booking list

This large table of data provides all the key areas you might want to know on a per-booking basis. This provides the option for you to download this data into CSV format by hovering over the tile, using the three dots and selecting "download data".

Type of Reports

Schedule PNG & PDF delivery

You have the ability to schedule the delivery of any reports directly into your inbox.

To do so simply access the report you want to have delivered.

  1. Click on the three dots at the top right of your screen and select Schedule Delivery.

2. In the new window, fill in the required information and customize the delivery.

In the Settings, you have the Schedule Name, recurrence and time, destination, email address, and format.

In the Filters section, you can select which information is being delivered. Use the filters to customize the data.

In the Advanced Options, add a custom message to go along the email, if you want to include links, expend tables to show all rows, arrange dashboard tiles in a single column, select the size (A4, A6, etc) and delivery timezone.

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