Analyze how your organization uses space using the Room Insights Dashboard. If your organization uses Meet hardware and has occupancy detection turned on, you get even more insights into how your rooms and devices are used. Use this information for space planning.
Before you begin
To get the most out of the Room Insights Dashboard:
- Create buildings, features & Calendar resources
- Make sure your rooms are Google Calendar structured resources
- Assign calendars to resources
- Turn on occupancy detection in rooms with Meet hardware
- Set the room category to Meeting space
- Set the time zone for each room
Go to your Room Insights Dashboard
To view the Dashboard, you must have the Room insights Calendar privilege.
-
Sign in to your Google Admin console.
Sign in using your administrator account (does not end in @gmail.com).
-
In the Admin console, go to Menu
Directory
Buildings and resources
You can also search for the Room Insights Dashboard from the Admin console.
Tracking video meeting usage
Use the Room Insights Dashboard to examine the following key metrics:
- Number of active rooms and other video endpoints
- Number of video minutes per month
- Number of meetings per month
- Average number of participants per meeting
- Utilization by room or device type
- Feature utilization (such as phone calls, live streams, and recording)
View Meet hardware room and device usage
If occupancy detection is turned on, you can track how your rooms and devices are used over time. You only see all of the following graphs if your organization uses Meet hardware.
Use the Currently viewing quick filters at the top to narrow the results.
- All rooms
- Rooms without Meet hardware
- Rooms with Meet hardware
- Rooms with occupancy-enabled Meet hardware
Use the graphs to understand how rooms and devices are used.
Interpreting room and device usage
The booking rate is the average number of hours that rooms were booked divided by a 10 hour workday. Only bookings between 8am and 6pm are considered.
Usage graphs are based on data collected from rooms containing Meet hardware devices with occupancy detection active.
Use these definitions to interpret the following tables:
- Excessive occupancy—The room was occupied at more than 100% of its stated capacity.
- Standard occupancy —The room was occupied at 50-100% of its stated capacity.
- Low occupancy—The room was occupied at 1-49% of its stated capacity.
- Unoccupied—Nobody was detected in the room.
- No occupancy data—Required hardware is not in the room or occupancy detection is turned off.
- Occupied—At least 1 individual was detected in the room.
- Unoccupied—Nobody was detected in the room.
- No occupancy data—Required hardware is not in the room or occupancy detection is turned off
View booking data
We recommend that you find your most and least used meeting rooms and study those rooms for insights.
| Metric | What the graph shows |
|---|---|
| Booking rate | The percentage of work hours that rooms were booked. |
| Booking distribution | The average amount of time rooms were booked each day. |
| Booking rate by time of day | How often people book rooms at different times of day. |
| Booking rate by room capacity | The percentage of work hours that rooms of different sizes were booked. |
View room usage
Determine which types of rooms users prefer for meetings. Detect trends and patterns; for example, you might notice that small groups are booking large meeting rooms.
Meeting acceptance rate is the average number of invitees who did not decline the meeting invite divided by the total room capacity. Occupancy rate is the average number of individuals detected in the room by supported hardware divided by the total room capacity.
| Metric | What the graph shows |
|---|---|
| Measured booked room occupancy | Booked room occupancy. |
| Booked room occupancy over time | Booked room occupancy for selected rooms. |
| Measured unbooked room occupancy |
Unbooked room occupancy. |
| Unbooked room occupancy over time | Unbooked room occupancy for selected rooms. |
| Meeting acceptance by room capacity | How room capacity was used based on accepted meeting invites. |
| Estimated occupancy rate by room capacity | Actual occupancy data from rooms with hardware-based occupancy detection turned on. |
| Most used and least used rooms | Most and least used rooms. |
| Most used and least used buildings | Most and least used buildings. |
View device usage
Learn about aggregated device usage over the selected time period. Use this to plan future rooms.
| Metric | What the graph shows |
|---|---|
| Overall booked device usage | The amount of time Meet hardware was used in rooms. |
| Booked device usage over time | Whether Meet hardware was used on a particular day. |
| Overall unbooked device usage | The total amount of time Meet hardware was used in equipped but unbooked rooms. |
| Unbooked device usage over time | How Meet hardware was used on a daily basis in equipped but unbooked rooms. |
View room release graphs
See room release statistics for the selected time period. Change room release settings to decrease the number of unreleased hours.
| Metric | What the graph shows |
|---|---|
| Release time | The total meeting hours the room release feature made available. |
| Rebooked time | The number of released hours booked for new meetings. |
| Unreleased time | Unused meeting hours that could not be released. This can happen when the Release time feature is not enabled for the room, or an attendee in the meeting is in the excluded users group. |
Best practices for studying usage of meetings
Analyze meeting metrics and set goals for improvement in areas that are important to you:
- Get usage data that helps determine which types of rooms and devices users prefer for meetings. You can examine meeting types, such as internal vs. external, for more insight.
- Review data from active meetings to find trends and patterns you can take advantage of.
- Find your most and least used meeting rooms and study those rooms for insights. By reviewing room usage, you can decide whether to redeploy under-utilized systems. Also, you can find the patterns that provide success in the most-used rooms.
- Review video conferencing data for other companies of your size and determine whether it matches patterns in your own organization.
- The best metric for matching your organization to another is the monthly number of minutes spent in video meetings.
Assessing technical issues
When technical issues occur, check for:
- Poor Wi-Fi coverage
- Improperly configured firewall, proxy, or VPN
- Insufficient network bandwidth
- Outdated client software
These issues are most common when a user is using their own device to join meetings.
Use Meet's other analytics tools
Google Meet provides several tools you can use to examine how your organization uses meetings.
