Desks Professional and above or Dock Plus
Portfolio overview shows all of your offices on one screen: how full each office is, how many desks sit empty on an average day, and which floors and areas are underused. It is built for real estate reviews, lease renewals, budget planning and consolidation projects, so you no longer need to build reports office by office. All figures are based on real presence detected by deskbird Dock, not on bookings, and they update every night.
- Before you start
- Where to find Portfolio overview
- KPI cards and health status
- Compare and export offices
- Zoom into an office
- How the numbers are calculated
- Limits and data notes
- FAQs
1. Before you start
- Plan: Portfolio overview is part of deskbird Intelligence, which is included in Desks Professional and above and is also available as a standalone subscription. See Feature Availability.
- Role: Global Admins, Office Admins and users with a custom role that includes the View office analytics permission can open the page. Office Admins and custom roles see only the offices assigned to them. Custom roles are set up under Admin > User management: Roles & permissions, in the Analytics permissions group.
- Office detection: an office appears in the figures only after deskbird Dock has detected people there. Set up office detection for every office you want to include.
- Desks mapped to monitors: cold desks, underused areas and the floor and area breakdown use only desks that have a monitor mapped to them. See Resource detection.
💡 Tip: the more desks you map to monitors, the more detail you get on floors, areas and empty desks. Average occupancy works without any mapped desks.
2. Where to find Portfolio overview
- Go to Intelligence > Portfolio overview.
- Choose a period with the date picker at the top of the page: Last week, Last month, Last 3 months, Last year or Custom range (up to 366 days).
The date picker controls every number on the page, including the office pages. Every period ends yesterday, because the data is updated once per night.
3. KPI cards and health status
Four cards at the top of the page summarize all offices you can see:
- Offices tracked: the number of offices that sent detection data in the selected period, out of all offices (for example, 10/151), and how many active desks these offices have.
- Average occupancy: how many people came in on an average open day, compared to the number of desks, with the health status of the whole portfolio. 70% means 70 people for every 100 desks. The value can go above 100%.
- Cold desks: how many mapped desks nobody used for at least 60 minutes on an average open day. This is the number of desks you are paying for without them being used.
- Underused areas: the number of areas where more than half of the mapped desks stay empty.
Every office, floor and area gets a health status based on its occupancy:
| Health status | Occupancy | What it means |
|---|---|---|
| Underused | Below 50% | Fewer than half of the desks are needed on an average day. |
| Healthy | 50% to 80% | Typical use with room to spare. |
| Near capacity | 80% to 100% | Busy, with little free capacity on an average day. |
| Over capacity | Above 100% | More people come in than there are desks. |
If none of your offices has desks mapped to monitors, the Cold desks and Underused areas cards are grayed out with a hint to map desks.
4. Compare and export offices
Below the KPI cards, the Compare occupancy chart compares offices day by day over the selected period:
- By default it shows the Total average of all offices, the office with the highest occupancy (HIGH) and the office with the lowest (LOW).
- Click Add office to compare up to 5 more offices against the average.
- A short summary under the chart describes how the average developed over the period.
In the Offices section, switch between Cards and Table. The table shows the columns Office, City, Average occupancy, Total desks and Cold desks, and the occupancy bar is colored by health status. When only some desks of an office are mapped, the table also shows how many are mapped.
- Search: type an office name to narrow down the list.
- Filter: show only offices with a specific health status.
- Sort: order the offices by average occupancy, office name, city, total desks or cold desks.
- Export: click Export at the top of the page to open your browser's print dialog, then save the page as a PDF for a meeting or report.
⚠️ Important: offices without any detection data are marked with a prompt to set up office detection. They are not counted in any figure until deskbird Dock detects people there.
5. Zoom into an office
Click an office to open its details (Go back returns to the portfolio). The header shows the health status and occupancy (for example, Healthy | 72%), the city, and the number of floors and desks. Below it:
- Weekly occupancy: the average occupancy per weekday, Monday to Friday, with a summary of the busiest and the quietest day. Use it to set anchor days or to release desks on quiet days.
- Occupancy trend: the office's occupancy day by day, compared to Avg. All offices (the offices you can see). The summary shows how many points the office is above or below the average.
- Floor & Area Breakdown: occupancy, total desks and cold desks per floor. Expand a floor to see its areas, and use search, filter and sort as in the office list. Offices without mapped desks show a hint to map desks instead.
💡 Tip: in the Floor & Area Breakdown, the Average occupancy column is based on mapped desks only (desk usage, see section 6). It can therefore differ from the office occupancy in the header.
For hourly patterns and desk-level detail of the same office, click Office occupancy in the top-right corner. It opens Dock analytics.
6. How the numbers are calculated
Portfolio overview adds up the data day by day and then divides. It never averages percentages, so a large office weighs more than a small one, and a busy Monday counts as busy as it really was. Only open days (from the office opening hours) count.
- Person in the office: someone whose device was detected by deskbird Dock in the office for at least 60 minutes that day, on the office network or docked at a monitor. Each device counts once per day.
- Average occupancy: all people-in-office days divided by all active-desk days. Active desks are flex desks that could be booked that day, with or without a monitor. The value is not capped at 100%.
- Cold desks: mapped desks that nobody used for at least 60 minutes within opening hours, averaged over the days the office had mapped desks. Counting starts with the first Dock signal of the office.
- Desk usage (floors and areas): used mapped desk-days divided by mapped desk-days, capped at 100%. An area with desk usage below 50% counts as an underused area.
Example for one open day in an office with 100 desks:
| Office setup | Data that day | Average occupancy | Cold desks | Floors and areas |
|---|---|---|---|---|
| No detection | None | Not counted | Not counted | Not counted |
| Office detection only | 70 people for 1 hour or more | 70% | None (no mapped desks) | Hint to map desks |
| Partly mapped | 70 people, 40 desks mapped, 30 used | 70% | 10 | 75% desk usage |
| Fully mapped | 62 people, 100 desks mapped, 55 used | 62% | 45 | 55% desk usage |
💡 Tip: average occupancy uses office detection, so it covers everyone in the office. Cold desks and the floor and area figures use mapped monitors, so they only cover mapped desks.
7. Limits and data notes
- Daily, not live: data is updated every night and always ends yesterday.
- Presence, not bookings: bookings and check-ins are not used.
- Desks only: meeting rooms and parking spots are not included.
- Short visits: stays under 60 minutes are not counted, for people or for desks.
- Changing desk counts: each day keeps the number of desks it had. Desks you add or remove change the counts from then on.
- Mapping status: the number of mapped desks shown in the office table always reflects today's mapping, while cold desks cover the selected period.
- Inactive offices: an office drops out of the figures 2 months after its last detection signal.
- New companies: numbers appear from the first day of detection and fill in as data arrives. A short note on the page shows the progress until 2 full weeks of data are available.
8. FAQs
Check these points:
- Your company has deskbird Intelligence (Desks Professional and above, or a standalone subscription).
- You are a Global Admin or an Office Admin, or your custom role includes the View office analytics permission.
Only offices where deskbird Dock detected people in the selected period are counted. Check that office detection is set up for the office and that people in that office have the deskbird Dock app installed. Offices also drop out 2 months after their last detection signal. If you are an Office Admin, you only see the offices you manage.
Both figures need desks with a mapped monitor. Map monitors to desks in Resource detection. The figures fill in from the first night after the mapped desks send data.
Average occupancy compares the people in the office with the number of desks. When more people come in than there are desks (for example, because people work from meeting rooms or lounges), the value goes above 100% and the office is marked as Over capacity.
Portfolio overview and Dock analytics calculate occupancy differently, and their color bands use different ranges. For example, Portfolio overview counts cold desks only among mapped desks and counts a person only after 60 minutes in the office. Use Portfolio overview to compare offices with each other, and Dock analytics for hourly patterns within one office.
Portfolio overview is updated once per night. Every period ends yesterday.
No. All figures are based on presence detected by deskbird Dock. A booked desk that nobody uses counts as a cold desk, and a person who comes in without a booking still counts toward occupancy.