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Statistics and displays

Statistics show how offices, rooms and parking are used. A display in the lobby shows live occupancy.

Portal 5 min readManual for version 13.7.1 of the portal

On this page
Today's overviewOccupancy per officeReports over a periodComparing officesEmployee presenceSetting default thresholdsAdding and pairing a displayManaging displaysRevoking or deleting a displayThe view on the display

Today's overview

The Overview tab shows at a glance how busy it is today in every office you manage.

  1. In the menu on the left, click Statistics.
At the top are today's totals: reserved, checked in, the show-up rate and the number of offices over the threshold. Below, each office has a card with a gauge.

The gauge shows occupancy as a percentage of capacity. The grey zone is quiet, the green zone healthy and the orange-red zone over capacity. The limits are the office thresholds; see Default thresholds.

  1. In the search field, enter: Utrecht
  1. Click Utrecht Centraal. The Office detail tab opens for this office.

Occupancy per office

On the Office detail tab you see today's occupancy of one office per room and per parking, in the morning and the afternoon.

  1. Click Office detail.
  1. In Select an office, choose Utrecht Centraal.
On the left is the office gauge with reservations, check-ins and capacity. If lunch is enabled, the right shows how many employees signed up for lunch.
The Rooms table shows the morning and afternoon occupancy per room. Grey is below the threshold, green within the thresholds and red above. A room with its own thresholds has the Custom label.
  1. Click Morning. The table is sorted on that column. Click again to reverse the order.
The office's parking, shown the same way.
The chart compares morning and afternoon per room. Drag in the chart to zoom in; the buttons at the top right download the chart as an image.

Tables with more than eight rows are split into pages; use the arrows below the table to page through them.

Reports over a period

The Reporting tab shows how offices and rooms were used over a longer period: average occupancy, reservations, check-ins and no-shows. You can export the data as a CSV file or as a PDF report.

  1. Click Reporting.
  1. Click This month. By default the report shows the current week. With Custom range you pick your own start and end date.
  1. Click Previous period. Each key figure now shows the difference with the previous period, and the chart gets a second line.
The key figures of the chosen period: average occupancy, reservations, no-shows (reserved but not checked in) and the no-show rate.
The occupancy trend per working day, compared with the previous period.
Presence: per day the number of reservations next to the number of check-ins.
The ten rooms with the most no-shows.
The table with all rooms in the selection. Click a column header to sort on that column.

Use the All offices list to limit the report to one office.

  1. Click Export raw data (CSV). The portal downloads a CSV file with the data per room for the chosen period and selection.
A message confirms the export.

Export report (PDF) opens a print window with the key figures, the rooms and employee presence. Choose Save as PDF there. Allow pop-ups if the window does not open.

Comparing offices

In the report you can put two or more offices side by side over the same period.

  1. Click Reporting.
  1. Click This month.
  1. Click Compare offices.
  1. Turn on Amsterdam Zuidas.
  1. Turn on Utrecht Centraal. As soon as two offices are ticked, the comparison appears.
The occupancy trend of each office as its own line, with the key figures per office below.

Employee presence

At the bottom of the Reporting tab you see, per employee, on how many days in the chosen period they were at the office, meaning they checked in.

  1. Click Reporting.
  1. Click This month.
The chart shows the employees with the most days present; the table below lists everyone with a reservation in the period. Use the search field to search by name or e-mail address.
  1. Click Anna Dekker. You can also click the three dots at the end of the row.
For each working day you see whether the employee had a reservation and whether they checked in.
  1. Click Export raw data (CSV). The portal downloads the days of this employee as a CSV file.

The copy icon at the top right copies the table as text, so you can paste it straight into a spreadsheet.

Setting default thresholds

Thresholds decide when an office, room or parking counts as quiet, healthy or over capacity. On the Default thresholds tab you set the values for the whole organisation.

  1. Click Default thresholds.
On the left you set the organisation default; the gauge shows the zones straight away. On the right you read where to set different values per room or parking.
  1. Set the Min Threshold slider to 55%.
  1. Set the Max Threshold slider to 85%.

The minimum must be lower than the maximum. Otherwise a message appears and you cannot save.

  1. Click Save default.
The new default applies straight away to every office, room and parking without its own thresholds.

Adding and pairing a display

With a display, for example a TV in the lobby, you show live how busy the office is. You create the display in the portal and then pair it with the code the display itself shows.

  1. Click Displays.
  1. In Select an office, choose Amsterdam Zuidas.
  1. Click + New display.
  1. In Name, enter: Scherm receptie
  1. Click Touch-select views. With Touch-select views, visitors pick a view on the screen themselves. With Auto-rotate views, the screen switches views by itself.
  1. Turn on Rooms.
  1. Turn on Parking. A view the office cannot fill, such as Parking without any parking, is disabled.

Under Screen title you choose what appears at the top of the display. By default it is only the office name, so an internal name such as "Reception screen" stays off screen. Turn on Show display name after the office name if visitors should see the display's name as well, for example "Utrecht Centraal · Lobby begane grond".

  1. Click + New display. The new display is in the list with the status Pending.

Now open the portal link followed by /scherm on the display itself. The display shows a six-character code; see The view on the display.

  1. In 6-character code, enter: K7M2QX
  1. Click Pair.
The display is paired and its status is Live. Within a few seconds it shows the occupancy of the office.

Managing displays

On the Displays tab you see all displays per office, their status and when they last connected. Here you change the views, pause a display or share its link publicly.

  1. Click Displays.
  1. In Select an office, choose Utrecht Centraal.
A paused display only shows a message that it is paused. Use Pause and Resume to stop or restart it.
  1. Click Edit behavior. The behaviour and views of the display appear below the row. Change them and click Save.

Show display name after the office name decides whether the display's name appears after the office name at the top of the screen. With it off, only the office name is shown. The change appears once the display next fetches its data.

Copy NL or Copy EN copies the link to the display, in Dutch or English.

  1. Click Public access. Anyone with the link can view a publicly shared display, without logging in and without a pairing code. The portal therefore asks for confirmation first.
  1. Click Share publicly.
The link of the display is now public.

Revoking or deleting a display

When a display is replaced or goes missing, revoke its pairing: the display loses access straight away and shows a pairing code again. A display you no longer need, you delete.

  1. Click Displays.
  1. In Select an office, choose Utrecht Centraal.
  1. Click Revoke.
  1. Confirm the revocation in the window.
The display is now Revoked. To use it again later, create a new display and pair it.
  1. Click Delete.
  1. Click Delete.
The display has been removed from the list.

The view on the display

The display itself needs no login. In the browser of the display, open the portal link followed by /scherm. Add ?lang=en for an English display.

A new display shows a pairing code. Enter that code for the display in the portal (Statistics, Displays tab) and click Pair.
After pairing, the display shows the occupancy of the office. The display refreshes its data every 30 seconds.

The office name is at the top. This display also shows its own name after it, because Show display name after the office name is switched on for it; see Managing displays. In the Lunch count view, a burger icon sits above the number of people signed up for lunch today.

  1. Click Rooms. On a display with Touch-select views, a visitor picks a view at the bottom. After a while without touch, the display returns to its default view.
The occupancy per room in the morning and the afternoon.

If the display is revoked, it loses access straight away and shows a pairing code again.