Flex Office: dashboard

The dashboard brings together the measures of your sites: occupancy of offices, zones and desks, parking, restaurants, attendance recorded by check-in, and schedule completion. Every figure is calculated by the server; when a measure is missing, the screen says so (“—”, “fewer than 5” or “not measured”), never with a substitute figure.

Before you start #

The Dashboard tab only exists with one of the two dashboard permissions, in addition to access to the module. Each card then follows its own permission:

• the aggregated measures, without identities (alerts, occupancy and restaurant indicators, the Employees, Offices and Analytics sub-tabs, the aggregated cards of Reporting), require the permission to view site occupancy;
• the personal data, limited to the people your role can see (My team — today, the Schedule completion card, the Reminders block, the Attendance summary and its export), require the permission to view who is expected on site;
• with this personal-data permission alone, only the Reporting sub-tab is offered;
• the Parking indicator and line also require the permission to book a parking spot;
• the Export (CSV) button only appears with one of the two dashboard permissions, and each export only with its own.

A card without its permission does not exist: it is neither greyed out nor empty.

Permissions in the role matrix #

• “Flex Office module — Access”, Access level: the module.
• “View site occupancy (counts and rates, no identities)”, Access level: the tab, the alerts, the occupancy and restaurant indicators, the Employees, Offices and Analytics sub-tabs and the aggregated cards of Reporting, the Occupancy (anonymous) export.
• “View who is expected on site (by name, limited to the role’s target population)”, Access level: the tab, My team — today, Schedule completion, Reminders, the Attendance summary and the Per-person attendance export.
• “Book a parking spot”, Access level: the Parking indicator and line.
• “Configure work locations (sites, offices, floors, zones)”, Access level: the View location link of the alerts.

What this tab is for #

• Track the desk occupancy rate and how full the car parks and restaurants are.
• Spot the alerts: saturated site, capacity exceeded ahead, too many no-shows.
• See where your team is today, and the share of complete schedules for the week with the people to remind.
• Compare occupancy by site, by day, by zone and by desk.
• Measure actual attendance, no-shows, late cancellations and arrival times wherever check-in is required.
• Export occupancy and attendance data in CSV format.

Finding your way around the screen #

• Alerts (at the top, if there are any): each alert has a title and a text written by the server. View location opens the location’s card in the settings, if you can open it; the Dismiss the alert cross hides it until the end of the session.
• My team — today: the count of people In the office, on Remote work, Absent and Not planned, then, for each person, where they are and the status of their bookings for the day (“Checked in at 09:12”, “No-show”, “Released, no check-in”, “Expected”, “Site closed”, “Not expected”, “Check-in not required”). No absence reason is shown.
• The indicators, each under its own permission:
  • Overall occupancy rate of the desks, over the working days of the period;
  • Parking bookings: half-days of spots taken out of half-days offered;
  • Restaurant fill rate: confirmed meals out of seats offered;
  • Schedule completion: the share of complete schedules, always for this week, whatever the period selector shows.
• Reminders: the number of incomplete schedules for the week, the first people concerned and the Open reminders link.
• The sub-tabs: Employees, Offices, Reporting, Analytics, depending on your permissions. The open sub-tab is shown in the tab name (“Dashboard · Offices”).
• The period selector: Current week, Current month, Quarter. It applies to the indicators and to all the sub-tabs.

Step by step #

Read the sub-tabs #

1. Employees: Today, then Breakdown by day over the period: how many people are In the office (at a site: office, business trip or coworking), on Remote work, Absent or Not planned, on the working days of the module. An absence your role does not let you see counts as “Not planned”.
2. Offices:
   • the Occupancy by office card crosses sites and days; beyond two weeks, the columns become weeks. The colours range from “< 35%” to “> 85%”. Remote-work locations have no row in it;
   • the Occupancy by zone and desk card, below it, shows one site at a time (site selector if there are several). For each zone: Capacity, Average rate, Peak and Hidden days. For each desk: a coloured cell with the share of working days on which it was occupied, “hidden” if only one person occupied it, “out of service” if it is.
3. Reporting:
   • Breakdown by attendance type: the same four statuses, in person-days over the period;
   • Occupancy by site: the average occupancy of each site over its working days;
   • Attendance summary: for each person, their Bookings and, where check-in is required, their Checked in bookings, their No-shows and those Not measured. Its Export (CSV) button downloads the named report for the period;
   • Parking — Fill rate and Restaurant fill rate, by car park and by restaurant.
4. Analytics:
   • Space utilization: Offices, Parking, Restaurant;
   • Attendance and no-shows: Actual attendance, No-show rate, Checked-in bookings, No-shows (“of which released”), Late cancellations (employee) and Late cancellations (manager), then the details by site;
   • Arrival times: each person’s first check-in of the day, in 30-minute slots, in site time;
   • Flex ratio and floor space: for each site, the Desks, the people Attached to the site, the Flex ratio (attached people per desk), the Floor space entered on the location’s card (“not entered” otherwise) and the m² per person.

Export the data #

1. Click Export (CSV). The Export Flex Office data window opens.
2. Choose the export (each one only appears with its permission):
   • Occupancy (anonymous): occupied seats by site and by day. No names, no employee numbers. Columns: date, site, occupied seats. A count of fewer than five people is left empty;
   • Per-person attendance: who comes, when and where. Columns: date, half-day, employee number, name, site, zone, floor, status. The server limits it to the people your role can see.
3. Click Export under the export you want. The file downloads (“File downloaded”).

Send reminders from the dashboard #

Click Open reminders in the Reminders block. The calendar opens on the reminders window. See Reminders.

Good to know #

• How occupancy is calculated. A site’s rate on a given day is the number of people in its busiest half-day, divided by its capacity; half-days when the site is closed do not count. The averages (indicator, Reporting, Analytics, zones) only cover the site’s working days: excluding public holidays and full days of closure. A site without capacity has no rate (“—”).
• Fewer than five people. A value that would concern 1 to 4 people is hidden and shown as “fewer than 5”, never 0; a hidden day does not enter the averages. A desk occupied by a single person over the period is hidden.
• Not measured. Attendance, no-shows and arrival times only exist on days when the site requires check-in; elsewhere, the card says “not measured”. A no-show is a booking not checked in by the deadline, whether released or not.
• Late cancellation. A cancellation made after 18:00 the day before, in site time. Those made by the person and those made by a manager are counted separately; cancellations made by the system (absence, closure, release) do not count.
• The alerts. Three thresholds, calculated when the dashboard is read: a site more than 90% occupied for three or more working days in a row, over the last four weeks; a site whose no-show rate exceeds 10% over a rolling four weeks; a site that has, on a half-day today or in the following 14 days (the site’s working days only), more bookings than desks (“Capacity exceeded”). A hidden value does not trigger an alert.
• No invented figures. Without data or in the event of an outage, a card shows “—” or “The measure could not be loaded. Please try again shortly.”. No trend arrow is shown.
• The named file is personal data. Treat it as such.
• Export refused. “Your role does not grant this export” is not an outage: ask your administrator for the permission.
• System reports. Three Flex Office reports also exist in the People Analytics system reports: “Occupancy by site”, “On-site presence per employee” and “Meals and parking per day”. They can be deposited regularly on an SFTP server (Schedule an SFTP deposit button). They hide any cell that counts 1 to 4 people (“—”); totals only count the cells shown. Their columns linked to check-in (“Recorded arrivals”, “No-shows”, “Served”) stay empty wherever check-in is not required.
• Remote work. In these reports, remote work means a booking at a remote-work location, or an approved absence of a type whose Counts as remote work (Flex Office) box is ticked (Settings › Absences). Unticking the box removes that type from the count.

See also #

• Flex Office calendar
• Reminders
• Parking · Meals
• Locations and floor plans
• Flex Office: module overview