Room Utilization Report
Meeting room usage statistics including booking frequency, actual usage vs. booked time, and most and least used rooms. Helps optimize real estate and meeting space allocation.
Overview
The Room Utilization Report provides insight into how meeting rooms and resource mailboxes are being used across your organization. Compare booked time to actual usage, identify underutilized rooms, and optimize your real estate investment.
Report Columns
| Column | Description |
|---|---|
| Room Name | Display name of the room resource |
| Location | Building and floor information |
| Capacity | Maximum occupancy for the room |
| Total Bookings | Number of meetings booked in the period |
| Booked Hours | Total hours the room was reserved |
| Utilization Rate | Percentage of available hours that were booked |
| Avg Meeting Duration | Average length of meetings in the room |
| Declined Bookings | Number of booking requests that were declined |
| Top Organizers | Users who book the room most frequently |
Utilization Analysis
The report provides several analytical views:
- Most Used Rooms — Rooms with the highest booking rates
- Least Used Rooms — Rooms that are rarely booked (candidates for repurposing)
- Peak Hours — Time slots with the highest demand
- No-Show Rate — Booked meetings where the room was not actually used
- Capacity Mismatch — Large rooms booked for small meetings and vice versa
Room Health Indicators
- Over-utilized (85%+) — Room is in high demand, consider adding similar rooms
- Well-utilized (50-85%) — Room is being used effectively
- Under-utilized (20-50%) — Room may need better visibility or different equipment
- Rarely used (< 20%) — Consider repurposing or decommissioning
Filters
- Date Range — Last 7 days, 30 days, 90 days, or custom
- Location — Building, floor, or campus
- Capacity — Small (1-4), Medium (5-10), Large (11-20), Conference (20+)
- Utilization — All, Over-utilized, Under-utilized, Rarely used
- Tenant — Filter by managed tenant
Optimization Recommendations
- Repurpose or remove consistently underutilized rooms
- Add more rooms of the type that are consistently over-booked
- Implement no-show detection to auto-release unused bookings
- Set booking policies to prevent large room reservation for small meetings
API Reference
GET /api/reports/exchange/room-utilization— Get room utilization reportGET /api/reports/exchange/room-utilization/{roomId}— Get specific room detailsPOST /api/reports/exchange/room-utilization/export— Export report data
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