Picture walking into the office on a Tuesday - buzzing with people. By Friday, it's almost empty. Hybrid work is standard now. You need clear data to know who's there and when, not just guesses. Occupancy detectors deliver real-time counts, show busy times, and track how long people stay. This helps you optimize space and cut waste. The national office vacancy rate was 19.7% in February 2025. That means only about 80% of desks are used. Weekday averages are around 54.2% for Q1 2025. Fridays are the quietest, down 43% compared to mid-week. Mondays are 21-43% below. Leaders need proof to make smart choices about which spaces to keep or let go.

The numbers you track set the direction for your decisions. Here, you'll be clear on the metrics that matter, how to gather them (without invading privacy), and how to package insights for your execs.

Must-Know Workplace Metrics

Occupancy tells you how many people are in a space right now. Need to check if a floor’s empty on Friday at 2 PM? This is your go-to metric. It's key for adjusting HVAC, planning cleaning, and confirming floor use.

Utilization shows how much of your space is actually used over time. If you’ve got a 100-seat floor and 40 people on average, that’s 40% utilization. It’s a direct sign if you have too much space.

Average Utilization is simple: total occupancy divided by capacity and hours open. Spot if you have extra seats. For example, a 100-seat floor with an average of 35 people in a 10-hour day? That’s 35% average utilization.

Peak utilization is your highest usage at any point. Maybe a room averages 30% but spikes to 90% every Tuesday at 10 AM. That tells you it’s in demand, even if the average stays low.

Average daily peak pulls each day’s highest point and averages it. JLL’s 2025 data shows global office utilization at 54%. Daily peaks often climb to 70% or more. This helps you decide on desk-sharing ratios.

Time-in-target shows the percentage of hours a space is in a “good” range - like 40-70% full. Too few means wasted rent. Too many and people hunt for seats.

Density is people per 1,000 square feet. Example: 10,000 ft² and 50 people? That’s a density of 5 per 1,000 ft². Density shows if you're moving toward crowding or have unused space.

Dwell measures time spent in a space. Dwell times help set sharing ratios. If a focus room averages 90-minute stays, that seat supports fewer people per day than a phone booth with 8-minute stays.

Room and Desk Usage Metrics

Booked-vs-actual compares meeting room bookings to actual usage (measured by sensors). Ghost meeting rate is the percentage of rooms booked but left empty. If 30% are ghosts, that's three wasted out of every ten. Set rules to auto-release empty rooms after 10 minutes - let others book them. Most companies see a 2–3× ROI in the first year by saving space, cutting energy, and cleaning when needed.

Focus on peak desk usage, not average. If your daily high is 70 occupied desks out of 100, set up at least 70 available. If you plan by averages, people will scramble for space on busy days.

Arrival curves chart when people come in. If traffic peaks at 9 AM and drops after 3 PM, schedule cleaning later. Turnover by zone is how many people cycle through a space. High turnover in a collab area? It's working. High turnover in a focus zone? Maybe it’s too noisy.

Sources: How to Collect Occupancy Data

You’ve got options for occupancy and visitor data. Each comes with trade-offs. Some focus on accuracy, others on privacy or cost.

• Occuspace Macro sensors scan Wi-Fi and Bluetooth signals for quick, live data on floor occupancy and traffic. Micro sensors cover small rooms, with each sensor installing in about 15 seconds. Both protect privacy - no cameras, no personal info. Integrate with Aruba Central for fast rollout. Expect about 95% accuracy and instant live data.
• Doorway people counters track people entering and exiting using precision sensors. Reliable for building totals. Pair them with zone sensors for accuracy floor by floor.
• Wi-Fi presence analytics check for device signals. Good for visitor analytics, capturing passersby, visits, dwell, and draw rate - all using your existing network. Only tracks anonymous patterns, never IDs.
• Badge and calendar data bring in entry logs and bookings. Combine these with sensors to check actual usage and minimize ghost meetings. Badge alone misses guests and tailgaters, so always pair with sensors for the full picture.

Connect Comfort, Air Quality, and Energy Savings

Occupancy data helps do more than manage space. Pair it with air quality (IAQ) and HVAC settings to cut energy bills and boost comfort.

• CO₂ exceedance minutes show how long a room stays above target - usually 900 ppm or 500 ppm higher than outside. High CO₂ means stale air, which hurts focus and comfort. Measure CO₂ side by side with occupancy. If a room hits 1,200 ppm during Tuesday peaks, add more fresh air or cut people down.
• Demand-controlled ventilation (DCV) automatically adjusts airflow by real-time occupancy. DCV saves energy by only running full blast when needed. Empty floors after hours? No waste. Pair sensors to your building system and modulate as needed for optimal savings.
• Lighting control is simple. Connect sensors to turn off lights after 10 minutes of zero occupancy. Save money without annoying anyone.
• Energy per used hour tells you what each occupied hour costs. If you spend $10,000 a month and use 2,000 hours, that’s $5 per hour. Track over time to see if your DCV and lighting are delivering real savings.

Reporting for Executives: Settle Debates with One Page

Execs want a quick read - clear, concise, and visual. Build reports that bring space, budget, and comfort together, side by side.

• One page per floor - include:
• Average daily peak vs capacity: Bar chart with capacity line vs. daily peaks. If peaks are under 70%, it’s extra space.
• Booked-vs-actual with ghost rate: Table of rooms, booked hours, actual use, and ghost rate. Flag rooms over 20% ghost rate for auto-release setup.
• CO₂ and occupancy at peak times: A chart that matches CO₂ levels to occupancy. Red highlights signal trouble spots.
• Weekly building demand:
• Total visitors and visits (track repeat visits too)
• Average dwell time
• Draw rate (visitors divided by passersby)
• Percent change week over week
• If cafeteria visits drop 10% and dwell falls 15%, act now - maybe upgrade food or service speed.
• Cost view: Show occupancy in dollars. Each unused desk costs about $27,000 yearly. Fifty empty desks? That’s $1.35 million wasted. Show cost per 1,000 amenity visits and per used hour for each floor. Finance really pays attention to these numbers.

Budgeting and Pricing? Keep It Simple

Occuspace keeps it flexible. Micro sensors install in seconds - no extra software fees. Macro sensors come with a yearly subscription. Cloud licenses run $2-$8 per sensor monthly, and you get API exports for free. Set up a 10-room pilot and see live data in days. Most pilots pay for themselves within 9-12 months - no upfront contracts.

Go vendor-neutral but require privacy by design. No cameras or personal info. Only anonymous data. Insist on published accuracy and open APIs so you control your dashboards and systems.

ROI happens fast. Occupancy-driven solutions lower office energy by 22%. Payback usually within two years. Space right-sizing brings even bigger wins - one client cut 32% of their footprint and saved millions in rent.

FAQs

How do you end space debates with real occupancy data?

People rely on stories - "the third floor is packed" - but data clears up the story. Show objective occupancy stats: daily peaks, time-in-target, and booked vs. actual by zone. Package it all on one clear page. When the finance team sees peak use never tops 60%, they’ll support consolidation. Consistent, clear reports align everyone, quickly.

What sensors combine occupancy with air quality data?

Pair occupancy detectors with IAQ monitors. Drop CO₂ sensors alongside occupancy sensors in key rooms. Your building system pulls in both. Adjust ventilation on the fly. Dashboard these numbers next to each other - CO₂ and occupancy - so trends jump out. This keeps you compliant, saves cost, and keeps focus strong. Make sure your sensors connect via open API for easy integration.

How can you buy workplace analytics solutions by sensor?

Per-sensor pricing means you can start small. Try 10 sensors in busy meeting rooms. Track ghost rates for three months and show what unused bookings cost. If you save $50,000 a year from no-shows, execs will want to grow. Look for pay-as-you-grow plans - no up-front fees. Most teams get 2–3x ROI in year one with smarter spacing, leaner energy, and demand-driven cleaning. Expect value fast - live insights in days, so you move before leases renew.

Why Occupancy Detectors Matter for the Future

Hybrid work is here to stay. About 55% of remote-capable U.S. workers are hybrid. Offices are almost 20% vacant. You can’t operate on hunches. Occupancy detectors give you solid answers: live counts, dwell times, busy peaks, and visitor stats - without cameras or risking anyone’s privacy.

The metrics in this guide - occupancy, utilization, dwell, ghost meetings, CO₂ exceedance, and cost per used hour - are your toolkit to explain decisions clearly. Use door counters, Wi-Fi analytics, and badges together for a 360° view. Define every metric, check accuracy for each space, and present insights to leaders on one sheet.

One university client skipped $55M in new construction by rightsizing. Stop guessing - get facts with Occuspace’s privacy-first sensors. You’ll see live results in minutes. Roll out in days. Accuracy? About 95%. Start with a pilot. See ROI fast. Scale up when you’re ready to save space, lower energy bills, and boost workplace experience.