The Meeting Room Overview Report provides you with information regarding the meeting room utilisation of your office. In this article, you will find key elements of the report and its metrics.
Filters
Calendar Date: Select a rolling period or a fixed set of dates.
Location Name
Location Group
Floor Name
Zone Name
Room Name
Is Bookable
Employee Name
Group Name
Tabs
The report is divided into different tabs, each one of them focused on a specific topic.
Meeting Room Utilisation
Meeting Room Occupancy
Meeting Room Cancellation
Booking List
Metrics
Meeting Room Utilisation
Meeting Room Utilisation
Utilisation
Utilisation takes into account the time your spaces are available for (e.g. 8 AM to 6 PM (600 minutes), Monday to Friday for 21 weekdays per month), and what percentage of that time it has been booked for. For example, if a room is available 8 hours a day, and has been booked for the day, it is 100% utilised. The utilisation divides the time booked (minutes) by the total available minutes for the location (according to their set office hours).
Total Bookings
The total number of bookings made during your selected period.
Average Bookable Meeting Rooms
This metric provides you with the average number of rooms which are bookable. For example, 12 as the average bookable meeting room out of 12 means that on average, all your rooms are available to book.
Average Length of Meeting (minutes)
It provides you with the average length of a meeting (in minutes).
Employee Booking Stats
This chart lists all your employees, the number of bookings they have made during the selected period as well as the number of meeting room bookings that have been cancelled. Using those two statistics, the reports give you a cancellation rate percentage (%).
Booking Stats by Group
This chart is similar to the Employee Booking Stats chart but provides you with stats by groups ( and not employees).
Meeting Room bookings by Day of Week
This graph displays the busiest days for rooms.
Total Bookings By Meeting Room
This graph displays the top 10 of your most popular meeting rooms (most bookings).
How Far In Advance Are Users Booking?
This graph helps you understand when your users are booking meeting rooms.
Most Popular Amenities
This graph shows you the most popular amenities. It gives you an indication of which amenities you might need more or less of.
Utilisation Trend by Floor
In this graph, each one of your floors has been attributed a colour. The most utilised floors will have the highest peaks.
Utilisation Trend by Zone
Just like the previous chart, the highest peak here represents the most utilised zones.
Meeting Room Occupancy
Meeting Room Occupancy
Meeting Room Fit
Are people booking the right rooms for their attendees' needs?
- Too Big - Number of attendees is less than 75% of the capacity
- Ideal - Number of attendees is more than 75% of the capacity
- Too Small - Number of attendees is more than 100% of the capacity
Busiest Time of the Day
At what time are your rooms the busiest? This graph gives you the number of bookings per hour and the average booking length in minutes.
Meeting Room Usage by Capacity
Do people require small or big rooms? In this graph, you can see the number of bookings per capacity.
Meeting Room Cancellation
Meeting Room Cancellation
Cancellation Rate
The cancellation rate takes into account the total amount of bookings made which have been cancelled. For example, if only one room has been booked and it was cancelled, the cancellation rate is 100%.
Cancelled Bookings
The number of bookings that have been cancelled.
Average Cancelled Bookings
This number gives you an average of the number of cancellations per day.
Percentage of Lost Cancelled Bookings
How many of the bookings which get cancelled go on to be re-utilised by the business? How much of an impact are 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.
Cancellation Rate Trend
In this graph, you can see the cancellation rate trend. Are there periods when more cancellations happen?
Meeting Room Cancellation Reason
This graph shows the reason for the cancellation. In this example, all bookings that have been cancelled have been cancelled by the user, but it could also be by an auto-cancellation policy.
When Are Bookings Been Cancelled?
In this graph, you can easily see when the bookings are cancelled.
Cancelled Bookings by Meeting Room
Are some meeting rooms more often cancelled than others? This graph will help you answer this question.
Booking List
This large table of data provides all the key areas you might want to know on a per-booking basis.