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Workplace analytics: track occupancy rates in real time

Operating without reliable data means operating blind. In 2026, average desk occupancy reached 53% globally, still below the 65% target set by most organisations (CBRE). Tracking occupancy in real time helps you adjust floor space based on evidence, not guesswork.

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Key benefits

Five benefits of tracking occupancy rates

When occupancy stays below target, you are often paying for underused space. Here are five practical ways to turn workplace analytics into concrete planning decisions.

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Day to day

  • Availability at a glance

    See free desks and rooms instantly, wherever you are.

  • Hosted in France, integrated with your IT stack

    Uses your existing SSO. No extra user accounts.

  • Space adjusted using real usage data

    Resize floor area based on measured use, not estimates.

  • Unified multi-site monitoring

    Compare occupancy across all your sites in one dashboard.

  • Real-time occupancy rates

    Track utilisation by floor, building or site at any moment.

Employee working at a desk in a shared office area

Flex office: at 53% occupancy, how many m2 could you recover?

According to CBRE, average desk utilisation rose from 35% in 2023 to 53% in 2026, but remains below the 65% target set by most organisations. Accurate occupancy data helps you identify underused space and adjust floor area site by site.

Across an estate with 300 desks:

  • Target ratio of 0.7 desk per employee -> 90 desks that could be released

  • 10 m2 per desk (AFNOR NF X 35-102 guideline) -> around 900 m2 that could be recovered

  • Average Paris rent of EUR 45/m2/month -> up to EUR 480,000 in annual savings

The same data can also improve energy performance: when an unused room is released automatically, lighting and cooling can be adjusted, reducing consumption over time.

Run flex office with reliable occupancy data

Booking a desk, booking a room, badging at reception: these everyday actions are enough to build reliable occupancy data, without asking employees to complete extra tasks.

Interface showing automatic release of unoccupied desks and rooms

Flex office: automatically release unused spaces

A desk or room that is booked but never occupied is released automatically after a defined delay, and becomes available immediately for another employee.

Space management: monitor all your sites from one dashboard

Occupancy can be viewed by floor, building or site, helping you decide where to reduce or reorganise based on real data.

Data hosted in France and integrated with your IT systems

Authentication relies on your existing SSO. Data is hosted in France, access rights are managed by your IT team, and no additional accounts are required.

Meeting room availability list with live reserved and free status

Hybrid work: aggregated data, never individual monitoring

Occupancy statistics are analysed by area, floor or team. They are used to adjust floor space, not to track one employee's movements. This distinction is essential for constructive social dialogue around workplace planning.

Related features

FAQ

Frequently asked questions

Cannot find the answer you need?

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How does meeting room booking software prevent double bookings?

All rooms share a single reference calendar that is updated in real time. If someone requests a time slot that is already booked, the request is declined or flagged to the organiser, who is shown similar rooms available at the same time.

Does the software integrate with Outlook and Teams?

Yes. You can add a room directly from an Outlook or Teams invitation without entering the details twice. It appears in every participant's calendar, the video meeting link is added automatically, and any changes or cancellations are synchronised both ways.

How long does it take to deploy a meeting room booking system?

The timeline depends on the number of sites and rooms, as well as the integrations you need. We provide a tailored estimate during the demonstration once we understand the scope of your project.

Can I book a room from a mobile or a tablet outside the room?

Yes. You can book from a computer, mobile or tablet installed at the room entrance. The on-site display shows the room's current status and lets you book the next time slot in seconds.

What happens if someone does not turn up for a booked room?

An unconfirmed booking can be released automatically after a period that you define. The room then becomes available to other teams, while the rate of unattended bookings remains visible in your occupancy analytics.

How can I see Outlook and Teams synchronisation and conflict alerts working with my rooms?

Request a demonstration and we will recreate the journey using a representative selection of your sites and rooms, including Microsoft 365 synchronisation.

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