Custom Headcount Reset

XY Sense's Entry sensor is highly accurate, providing a reliable headcount for floors and spaces across a portfolio. This headcount will be accurate where sensors have been placed at all entries and exits for the floor/space. Some circumstances will either encounter drift - where the count swings one way or the other - or an unexpected event will occur causing the count to be skewed, such as an emergency drill where significant numbers of people exit the floor or building via a door not covered by a sensor. 

In almost all scenarios, the midnight reset of a floor count will manage the natural drift of numbers on a floor. This happens automatically, to all counts on a floor. As an example, if there had been drift of +3 for a particular day - that is, three people entered the floor, but they exited the floor through the fire exit not covered by a sensor - at 11:59pm the floor headcount would be +3 as there would be no record in the data saying they had exited. The midnight reset would refresh the floor to 0, mitigating any further drift. 

In some select cases, this midnight reset is not appropriate. For instance, on a floor that is operating 24hrs, midnight may not be the ideal time for a reset, nor would 0 be the appropriate reset count. Therefore, XY Sense have a feature to assist in customising this process, that can be set on a per floor basis. 

Enabling Custom Headcount Resets

If you wish to utilise the Custom Headcount Resets, you will need to contact your Customer Success Manager, or email [e-mail] to request the feature be enabled for your account. 

Once this step has been completed, you will then need to set up the Custom Reset Schedules for the floors that are affected. 

Setting up a custom reset Schedule

Simply changing the time you wish the headcount reset to occur can be done by modifying the schedule.

Requirements: 

• The user must have either 'Admin', or 'Audit Spaces' permission.

1. Go to Admin -> Organization Settings. Select the relevant building, and navigate to -> Floors. 

2. Click on the floor you want to configure. With the feature enabled, the previously non-interactive table is now clickable. This opens the Floor Overview, where reset schedules are configured. 

3. Review the Default Reset Behaviour

When the feature is first enabled, it behaves exactly like the current system. If left without changes, the midnight reset will continue to occur.

Defaults:

Headcounts reset to zero at midnight, every day. Where a portfolio has buildings across different regions, the reset occurs at midnight local for each individual building. 

If this is the first time custom resets are being explored for this floor, custom resets are shown as disabled, but the default behaviour is active. 

Steps:

1. Review the table to understand the current reset settings. 
2. Click Edit to make changes. All days are pre-selected with a midnight reset to zero. If you save without changes, behaviour remains unchanged. 
3. In Edit mode, change the reset time (e.g. from midnight to 4:00 AM). 

4. Choose the reset value: Reset to zero, or Reset to a specific number (e.g. 15). 

   (Optional) Configure space-level behaviour: Enable Skip Reset for specific spaces (e.g. meeting rooms). This prevents those spaces from being reset when the floor resets. 

   NOTE: If a space, such as a meeting room, is being reset to a different value, that value should be included in the overall floor count. 
   More information on this can be found in the section Understand How Floor and Space Counts Work

5. Click Enable and save. 

Notes:

Configuration is per floor, so different floors can have different reset schedules. This feature is mainly intended for 24-hour floors.

Manually adjusting Headcounts on Floors and in Spaces

It is also possible to manually adjust Headcounts for specific purposes eg. following an emergency drill where significant numbers of people exited via a door with no sensor

Manual headcount adjustment is only available once custom resets are enabled.

Requirements:

• The floor must have custom headcount resets enabled. 
• The user must have the “Audit Spaces” role.

Steps:

1. Open the Live View for the floor. 
2. Click Adjust Space Headcounts. 

This opens a slide-out adjustment form. 

3. Enter headcount values for: The floor, and/or Individual spaces (e.g. meeting rooms). 

4. Click Save. The update is saved. 

NOTE:  This change will reflect on all live data, but the analytics will be processed the next day, not immediately. This delay allows multiple changes within a short period of time.

Understand How Floor and Space Counts Work (Important)

The system does not validate or auto-reconcile counts between floors and spaces.

Key principles:

• Floor and space counts are shown separately and in full in Live View to allow an accurate modification of the numbers
• The floor count represents the total number of people on the floor, including those in meeting rooms and other spaces. Space counts (e.g. meeting rooms) are subsets of the floor count. 

Example: 

Floor = 20, Meeting Room = 15 → 15 in the room, 5 elsewhere. 

Floor = 20, Meeting Room = 20 → everyone is in the meeting room. 

The system does allow invalid inputs (e.g. more people in a room than on the floor) but this will skew the analytics for these spaces and should be avoided, so it's important to ensure this is handled carefully by the person making the adjustments.

Choosing the Best Reset Time

• If you have a time where a floor is known to be either a low occupancy time, OR you know exactly the number of people on the floor at a specific time, this is the best time to select for the scheduled reset. 
• If you don't know the low occupancy times, you might use the Popular Times graphs on a Display to identify low-occupancy periods. These are averages from the last three months of data. Look for the lowest, most stable time window (often early morning). You can then set the reset shortly after that low point (e.g. 4:00 AM).
• Reach out to your Customer Success Manager, or email [e-mail] to request assistance.