Booking analysis and utilisation
See when facilities are used by weekday and hour, and how many bookings end as no-shows, cancellations or rejections. See how many open hours of each facility are booked.
PLANSEvery plan
The problem it solves
- Everyone says there are not enough meeting rooms, and nobody can show it.
- No-shows waste the best hours, and nobody counts them.
- The board hall is rarely used, but no one has the numbers to repurpose it.
How it works
- Open Facilities > Reporting > Booking Analysis. It opens as a table of weekdays against hours, with booked hours.
- Filter No-shows, Cancelled or By Members, and group by facility, Entity, booker, weekday, hour or month.
- Switch to a bar chart to show it at a meeting.
- Open Utilisation for each facility and day: open hours, booked hours and the share used.
- Filter Past and Open Days, and group by facility, type or weekday to find the rooms that sit empty.
Everything it does
Booking Analysis
- One row per booking (not drafts or open waitlist offers), in the site's time
- Booked hours (confirmed, in use, done), bookings, used, no-shows, cancelled, late cancellations, moved out, rejected
- By Members leaves out bookings made by other SmartMy products, such as the timetable
- Pivot and bar chart
Utilisation
- One row per bookable facility and day, 180 days back and 60 ahead
- Open hours from the site's hours and working days (24 hours without a site)
- Utilisation (%): booked hours over open hours, up to 100, averaged over the days shown
- Pivot and line chart
Also
- The Facilities dashboard: to approve, bookings, in use now, no-shows, by site and by status
- With charges: Facilities > Billing > Revenue
Who uses it
Facility managerReads use, no-shows and utilisation, and plans changes.
ManagementSees whether more space is needed, or less.
Where you use it
- Web: Facilities > Reporting > Booking Analysis and Utilisation (facility managers)
- Not in the app or on the portal
What you control
Settings
- No settings: the reports read the bookings and the site hours
Questions
Can we see no-shows per person?
Yes. Filter No-shows in Booking Analysis and group by booker.Can we compare Entities on a shared campus?
Yes. Group Booking Analysis by Entity to see each one's bookings and hours.Are these reports in Starter?
Yes. Booking Analysis and Utilisation are in every plan.Can staff see the reports?
Only facility managers see Facilities > Reporting.Related features
REPORTS AND RECORDSChange history of every booking, with override reasonsEvery change to a booking is kept with who made it and when: times, room, people, status and reasons. A manager who books outside the rules or moves others out must give a reason, and it stays on the booking.CHECK-IN AND NO-SHOWSStrikes and booking bans for no-showsEvery no-show and late cancellation is a strike. Three strikes in 30 days, to start with, stop the person from booking for seven days. Managers see every ban with its reason and can lift it.CHARGES AND PAYMENTCharge statements to other companies, and the revenue reportOther Entities on the site get one invoice a period for their charged bookings. The revenue report shows charges, refunds, deposits and damage by facility and month.FINDINGFacility calendars and a day timeline of a siteSee bookings by week on a calendar, one colour per facility. Or see a whole site's day on a timeline, with facilities as rows and hours as columns. Click a free hour to book it.PLACES AND FACILITIESSites with opening hours, holidays and a shared room listEach site has its own time zone, opening hours, working days and facility managers, and holidays are blocked for the whole site. Blocks, floors and rooms are one list that the other SmartMy products use too.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.