Introduction
Insights is an analytic module that processes data from Planner, Visitor and Display. All data is presented in a dashboard with high-level metrics that enable you to get insight into your use of rooms and the patterns of bookings of these.
For each of the metrics you will have the option to drill into the data behind the metric, and get deeper insight into why the metric is as it is.
You can look into the following metrics:
Occupancy
A measurement for how much time a room is booked within the selected work hoursCapacity
A measurement for how well the room capacity is utilized compaired to the number of participants in meetingsRoom Bookings
Number of bookings with an extended option for number of spontaneous confirmed and no shows bookingsVisitor
Visitors display the number of visitsExternal Meetings
A measurement for the percentage of meetings with external participantsCancellation Score
A measurement for how good the users are at cancelling their bookings if they don't need them
Requirements
Insights is offered alongside Planner, Visitor & Display as Cloud service only
Offered to customers having Planner (as a minimum- with or without Full Exchange Integration)
Insights requires Chrome/Firefox to work
How to access Insights
Insights requires the role of admin user/facility manager
Open Planner Web
Choose Administration
Choose Insights in the upper left corner, in the App Chooser (square with 3x3 boxes)
Insights dashboard
The first screen you will see is a dashboard with:
A metric card for each of the overall metrics (occupancy, capacity, room bookings, visitors and meetings with external participants).
A graph showing more details for the selected metric
A top-10 of the rooms for the selected metric
A filter option
Metrics
Each of the metrics are calculated based on the activity over the last 12 months - and the trend for last month is represented with a change in percentage.
 | In this example occupancy is as low as 5% over the last year, and comparing to the last month an increase of 26% has been measured. |
Graph
When choosing a metric, the graph will show the data for the last 12 months and if data is available, then the data from the year before will be listed month for month.
Data can be analyzed further by clicking "Show more" in the upper right corner of the graph.
Top-10
With the chosen metric, the top-10 rooms will be listed. Ex. if you have chosen Occupancy - then the rooms with the highest occupancy score will be listed from highest to lowest.
Hint! Click on a room - and details for each of the metrics will be listed for that room
Filter
Click the "Filter" button to expand the filtering options available.
Note: you can only choose a full year, so changing the "to"-date will automatically set a "from"-date the year before.
In-depth views
You can drill down into each of the metrics to get even more information. This can be done either by clicking the menu items in the top navigation bar, or clicking "Show more" in the "Graph"
Occupancy
Occupancy score is a measurement for how much time a room is booked, within the selected work hours.
A low occupancy score indicates that the room is mostly available.
A high occupancy score indicates that the room is mostly booked.
Example: A room is booked from 8-12 each day in a given period. If work hours are set to 8-16, then the room occupancy score will be 50% for the period.
What can be derived from this view
Are the meeting rooms constantly occupied in your organization?
Retrieve data on peak hours and advice colleagues accordingly based on data
Get insights on potential needs for space extensions or refurbishment
A 100% efficient usage is when a meeting room is occupied all hours of the given time slot chosen.
E.g., compare similar meeting rooms with different occupancy scores to investigate why some are more popular than the others.
Capacity
The capacity score is a measurement for how well the room capacity is utilized by the meetings in that room.
A low capacity score indicates that the number of participants in meetings is low compared to the room capacity.
A high capacity score indicates that the number of participants in meetings is close to room capacity.
Example: A room with capacity of 8 participants only has meetings each with exactly 4 participants. The room capacity score is then 50%.
What can be derived from this view
Gain insights into the popularity of meeting rooms and their usage
The capacity score is a measurement for how well meeting rooms are utilized in a size-range of rooms.
Spot average scores of meeting rooms pooled according to their capacity.
Get an overview of the best and the worst performing meeting rooms based on capacity score.
Respond to demands; e.g., for more meeting rooms of 4-6 capacity.
Act accordingly – e.g., split your worst-performing large meeting rooms into smaller meeting rooms
Room Bookings
Bookings display the number of spontaneous, confirmed and no show bookings.
A no show booking is a booking, that has not been confirmed on a display screen.
A spontaneous booking is a booking that has been booked on a display screen using the feature "Book now".
A confirmed booking is a booking that has been booked and then confirmed on a display screen.
What can be derived from this view
Get hands-on with the different types of bookings in your organization
When a meeting room is booked, but not used, facilities are wasting away. And the expense is indeed measurable
Get concrete data on the number of;
Confirmed meeting,
Spontaneous meeting and,
No show meetings
Deliver data to highlight and inspire your business to reduce the number of no-shows and create the possibility for spontaneous meetings
Track down recurring no-show bookings and act accordingly
Visitors
Visitors display the number of visits.
What can be derived from this view
Retrieve data into the number of visitors on your different locations
Get an overview of peak periods that’ll help your reception plan accordingly
External Meetings
External meetings percentage is a measurement for the percentage of meetings with external participants.
A low external meeting percentage indicates that the room is primarily used internally.
A high external meeting percentage indicates that the room is often used for meetings with external participants.
Example: A room has 100 meetings in a given period. 50 of these meetings has external participants. The room's external meeting percentage is then 50%.
What can be derived from this view
External meetings are a measurement of the number of meetings with external visitors
Should your business have a policy regarding internal and external meetings; get data to shed light on the discussion
Cancellation Behavior
Cancellation score is a measurement for how good the users are at canceling their bookings if they don't need them.
A low Cancellation score indicates that the users exhibit good behavior and remember to cancel unnecessary room bookings.
A high Cancellation score indicates that the users exhibit bad behavior and doesn't cancel unnecessary room bookings.
What can be derived from this view
Remembering to cancel your meeting is important and good-colleague-behavior
Cancellation score is a measurement for the degree of which users remember to cancel their meeting in a timely manner
A low cancellation score indicates users' ability to cancel in a timely manner and vice versa for high scores.
For organizations with larger meeting rooms, cancellations executed close to the date of the meeting is costly
This behavior prevents other large arrangements to plan in-house causing rental cots of external facilities
To prevent last-minute cancellations, employee behavior needs to change
By enabling Planner’s ‘Room Cancellation Notification’, your users will be informed of their bookings x weeks in advance
This creates the opportunity to cancel in a timely manner allowing other large arrangements to book the conference room