---
title: "Flex Office: dashboard"
description: "Read the occupancy of sites, zones, desks, car parks and restaurants, attendance measured by check-in and schedule completion, then export the data."
url: "https://illizeo.com/en/centre-aide/flex-office-dashboard/"
updated: "2026-11-01"
category: FlexOffice
---

# 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.

![Screenshot — The dashboard: the alerts, then “My team — today”](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-dashboard-01.en_.png?resize=800%2C500&quality=80&ssl=1)
The dashboard: the alerts, then “My team — today”.

## 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**.

![Screenshot — The Offices sub-tab: occupancy by office and by day](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-dashboard-02.en_.png?resize=800%2C500&quality=80&ssl=1)
The Offices sub-tab: occupancy by office and by day.

![Screenshot — The Analytics sub-tab: space usage, attendance and no-shows](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-dashboard-03.en_.png?resize=800%2C500&quality=80&ssl=1)
The Analytics sub-tab: space usage, attendance and no-shows.

![Screenshot — The Reporting sub-tab: breakdown by attendance type and occupancy by site](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-dashboard-04.en_.png?resize=800%2C500&quality=80&ssl=1)
The Reporting sub-tab: breakdown by attendance type and occupancy by site.

### 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](https://illizeo.com/en/centre-aide/flex-office-schedule-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](https://illizeo.com/en/centre-aide/flex-office-calendar/)
- [Reminders](https://illizeo.com/en/centre-aide/flex-office-schedule-reminders/)
- [Parking](https://illizeo.com/en/centre-aide/flex-office-car-parks/) · [Meals](https://illizeo.com/en/centre-aide/flex-office-meals/)
- [Locations and floor plans](https://illizeo.com/en/centre-aide/flex-office-locations-and-floor-plans/)
- [Flex Office: module overview](https://illizeo.com/en/centre-aide/flex-office-overview/)

### *Similaire*