Archibus SaaS / Space / Occupancy

Workflow for Managing Occupancy

To associate employees with locations and analyze how employees use space, facility managers, space managers, or other staff members work through this procedure:

1. Prerequisite: Develop an alphanumeric room list or a CAD-based space inventory. See Develop a Space Inventory and related topics.
2.  Establish employee data:
   • Enter the types of employees (employee standards) in your facility by running the Archibus SaaS / Space / Background Data - Moves / Define Employee Standards task.
   • Enter basic information for each employee by running the Archibus SaaS / Space / Background Data - Moves / Define Employees task. You can also define employees using the Space Console by setting to Occupancy mode and selecting Add New.
   • If necessary, apply each employee's departmental assignment to the room that the employee occupies by running the Infer Room Departments from Employees task.
   • With employees assigned to rooms, you can now check their capacity as defined by their standard by running the Update Room Capacity from Room Standard task.
   • Based on a room's type, automatically set to 1 the Employee Capacity field of the Rooms table. See Setting Employee Capacity for Rooms in Bulk
3. Associate employees with locations in the space inventory using the Space Console. From the Space Console, you can:
   
   Examine Occupancy
   
   • Review Room Occupancy
   • Review Employee List
   • Create an Employee Occupancy Plan
   • Select Rooms on the Floor Plan and View or Change the Properties of Occupying Employees

   Change Employee Occupancy

   • Change Employee Room Assignments
   • Remove an Employee from a Room
   • Create a New Employee and Assign to a Room
   • Place Employees on a Wait List for Available Rooms
   • Generate a Move Order for Moving Employees

   Work with Employee Teams

   • Overview
   • Activate Team Space
   • Create and Edit Teams
   • Check an Employee's Team Assignment History
   • Assign Rooms to Teams Using the Floor Plan
   • Assign Rooms to Teams Using a Form
   • Check for Team Space on Other Floors
   • Change or Cancel Team Assignments
   • Review Team Statistics
4. Analyze employee occupancy with a series of reports, looking for vacant rooms, available locations, employee average area, and so forth. Additionally, if a space inventory CAD plan has been developed, the space manager can view occupancy plans. See:
   • Occupancy Reports
   • Some of these analyses area also available from the Space Console.
5. Periodically, you may wish to survey the space to be sure that your occupancy data matches the electronic inventory. To aid in the survey process, Archibus offers the Space Occupancy & Survey mobile application so that surveyors in the field can directly access the Archibus occupancy inventory from their mobile devices and smart phones. For information, see Archibus Space Occupancy & Survey mobile app.

Note: The Occupancy process includes the Update Employee Headcounts task. You only need to run this task if working with non-Space views referencing the rm.count_em field. All out-of-the-box views in Space calculate the employee count dynamically.

Back to Manage Occupancy overview.