Sessions Breakdown - Dashboard Guide

UNDERSTANDING SPACE USAGE & SESSION BEHAVIOUR

The Sessions Breakdown dashboard helps you understand how people actually use meeting rooms and other bookable spaces, not just how often a space is booked, but how it is really occupied. A session is any block of time a space is continuously occupied for longer than five minutes, which typically corresponds to a meeting, huddle, or visit. After logging in, you can access the Sessions Breakdown dashboard using this link, or navigating via Insights->Analytics->Sessions Breakdown

By tracking duration, headcount, and fullness across every session, this dashboard lets you see whether your spaces are the right size for the activity happening in them, what your organisation's typical meeting size looks like, and which spaces are working hardest. This guide walks through the filters, the metrics, and each chart on the dashboard, then covers three common ways teams put it to use.

01. Dashboard Filters

Every chart on the dashboard responds to the filter bar at the top. Filters combine, so you can, for example, look only at Meeting Rooms with a capacity of 10 or fewer, occurring on weekdays, over the last complete month.

Filter	What it controls
Building	Restricts results to one or more buildings in your portfolio.
Floor	Narrows results to specific floor(s) within the selected building(s).
Date Range	Sets the reporting period, for example the last complete month or a custom range.
Capacity	Filters to sessions in spaces at, below, or within a given seated capacity.
Day of Week	Includes or excludes specific days, useful for isolating weekday versus weekend patterns.
Parent Space Type	Groups spaces by broad category, for example Meeting Room, Collaborative Space, or Desk.
Space Type	Narrows to a specific sub-type within a selected parent category.

02. Key Metrics at a Glance

Two summary tiles sit above the charts and reflect the average across every session that matches your current filters.

Avg Duration (mins)

The average length, in minutes, of every qualifying session. A rising average duration can indicate meetings running long, or fewer short, drop-in style sessions relative to longer scheduled ones.

Avg Fullness

The average number of occupants in a session, expressed as a percentage of the space's seated capacity, averaged across all matching sessions. Low average fullness across many spaces is usually the clearest early signal that spaces are oversized for how they are actually used.

03. Reading the Charts

Fullness Category Spread

Every session is placed into one of three fullness categories, based on occupants relative to the space's capacity:

• Under — less than 50% full
• Ideal — between 50% and 100% full
• Over — more than 100% full (more occupants than the space's stated capacity)

This pie chart shows what proportion of sessions across your current filter fall into each bucket. A large "Under" slice suggests that, for the spaces you're looking at, most sessions have far fewer people in them than the room was built for.

Number of Sessions (Fullness vs Capacity)

This chart cross-tabs the same Under, Ideal, and Over categories against capacity bands (for example, 3 to 5 seats versus 10 to 14 seats), so you can see whether under-or over-sizing is concentrated in particular room sizes rather than spread evenly across your portfolio. If under-capacity sessions cluster in your largest rooms, that is a strong signal those rooms could be split into smaller ones, or repurposed.

Number of Sessions vs Number of Occupants

A histogram of sessions grouped by how many people actually attended (1, 2, 3 ... up to larger bands such as 10 to 11). This distribution typically peaks at very small numbers, since one-to-ones and small huddles tend to be the most frequent session type. Use it to understand your organisation's real meeting-size mix, independent of what your rooms were originally sized for.

Duration per session (vs Capacity)

Plots average session duration alongside the number of sessions for each capacity band, so you can see whether larger or smaller spaces tend to host longer meetings, and whether that pattern is being driven by a handful of sessions or a large volume of them.

Average Occupants and Fullness (vs Capacity)

Overlays average fullness (%) and average occupant count against capacity bands. It's common to see average fullness fall as capacity rises, since bigger rooms are proportionally emptier, even though the average occupant count is itself rising. This chart makes that relationship visible at a glance, and is often the fastest way to spot which capacity band is the poorest fit for actual usage.

04. Use Case: Rightsizing Your Spaces

Are your spaces over, under, or the ideal size for the sessions occurring in them?

• Filter Parent Space Type to the category you want to review, for example Meeting Room.
• Check the Fullness Category Spread to see the overall balance of Under, Ideal, and Over sessions.
• Cross-reference with Fullness vs Room Size to see which capacity bands are driving the Under or Over result.
• For capacity bands dominated by Under, consider reconfiguring larger rooms into smaller ones, or repurposing them for a different use.

05. Use Case: Understanding Popular Meeting Sizes

See the distribution of sessions by attendee count to understand your organisation's popular meeting and visit sizes.

• Use Number of Sessions vs Number of People to see where session sizes cluster (commonly 1 to 4 people).
• Compare that against your current mix of space capacities using the Capacity and Space Type filters.
• Use any mismatch to inform the ratio of small versus large spaces you plan for on future floorplans.

06. Use Case: Identifying High-Traffic Spaces

See which spaces are most frequented and experience the most sessions. These areas may need more frequent cleaning, maintenance, or inventory restocking (depending on the space type) to stay hygienic and functional.

• Apply Building, Floor, and Space Type filters one at a time to narrow toward an individual space.
• Compare the resulting session counts across spaces to identify which locations see the most use.

07. Glossary of Terms

Term	Definition
Session	A block of time a space is continuously occupied for longer than five minutes, typically a meeting or visit.
Occupant	A person present in a space during a session.
Avg Occupants	The average number of people present across all sessions matching the current filter.
Fullness	Average occupants expressed as a percentage of the space's stated seated capacity.
Capacity	The stated seated capacity of a space, as configured in the space's setup.
Parent Space Type	The broad category a space belongs to, for example Meeting Room or Collaborative Space.
Space Type	A more specific sub-classification within a Parent Space Type.
Duration	The length of time, in minutes, that a session lasted.