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Insights

Introduction

Pronestor Insights is an analytic module that processes data from Pronestor Planner, Pronestor Visitor and Pronestor Display. All data is presented in a dashboard with high-level metrics that enabled you to get insight into your use of rooms and the patterns of bookings of these.

For each of the metrics - you will have the option to drill into the data behind the metric to investigate further on which rooms and bookings - getting an insight into why the metric is as it is.

The overall metrics that are exposed are:

  • Occupancy - meeting room popularity 
    A measurement for how much time a room is booked, within the selected work hours
  • Capacity - meeting room size popularity
    A measurement for how well the room capacity is utilized by the meetings in that room
  • Room Bookings - meeting room utilization
    Number of bookings with an extended option for number of spontaneous confirmed and no shows bookings
  • Visitor
    Visitors display the number of visits
  • External Meetings
    A measurement for how big a percentage of meetings has external participants
  • Cancellation Score
    A measurement for how good the users are at canceling their bookings if they don't need them

Requirements 

  • Pronestor Insights is offered alongside Planner, Visitor & Display as Cloud service only
  • Offered to customers having Planner (as a minimum- with or without Full Exchange Integration)
  • Pronestor Insights requires Chrome/Firefox to work

How to access Pronestor Insights

Pronestor Insights requires the role of admin user/facility manager

  • Open Pronestor Planner Web
  • Choose Administration
  • Choose Pronestor Insights in the upper left corner, in the App Chooser (square with 3x3 boxes)

Insights dashboard

The first screen you will see is a dashboard with:

  • A metric card for each of the interesting metrics (occupancy, capacity, room bookings, visitors and external meeting).
  • A graph showing more details for the selected metric
  • A top-10 of the rooms for the selected metric
  • A filter option

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Metrics

Each of the metrics is calculated from the activity over the last 12 months - and the last trend last month is represented with a change in percentage.

mceclip0.png In this example occupancy is as low as 5% over the last year, and comparing to the last month an increase of 26% has been measured.

 

Graph

When choosing a metric - the graph will show the data for the last 12 months, and if data is available then the data from the year before will be listed month for month.

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Data can be analyzed even more by clicking "Show more" in the upper right corner of the graph. 

Top-10

With the chosen metric, the top-10 rooms will be listed. Ex. if you have chosen Occupancy - then the rooms with the highest occupancy score will be listed from highest to lowest.

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Hint! Click on a room - and details for each of the metrics will be listed for that room

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Filter

Click the "Filter" button to expand the filtering options available.

Note - you can only choose a full year - so changing the "to"-date will automatically choose a "from"-date the year before.

In-depth views

You can drill down into each of the metrics to get even more - this can be done either by clicking the menu items in the top navigation bar, or clicking "Show more" in the "Graph"

Occupancy

Occupancy score is a measurement for how much time a room is booked, within the selected work hours.
A low occupancy score indicates that the room is mostly available.
A high occupancy score indicates that the room is mostly booked.
Example: A room is booked from 8-12 each day in a given period. If work hours are set to 8-16, then the room occupancy score will be 50% for the period.

What can be derived from this view

  • Are the meeting rooms constantly occupied in your organization?
  • Retrieve data on peak hours and advice colleagues accordingly based on exact data
  • Get insights on potential needs for space extensions or refurbishment
  • The occupancy score is a measurement for how much time a room is booked within the selected working hours.
  • A 100% efficient usage is when a meeting room is occupied all hours of the given time slot chosen.
  • E.g., compare similar meeting rooms with different occupancy scores to investigate why one is more popular than the others.

Capacity

The capacity score is a measurement for how well the room capacity is utilized by the meetings in that room.
A low capacity score indicates that the number of participants in meetings is low compared to the room capacity.
A high capacity score indicates that the number of participants in meetings is close to room capacity.
Example: A room with capacity 8 only has meetings each with exactly 4 participants. The room capacity score is then 50%.

What can be derived from this view

  • Gain insights into the popularity of meeting rooms and their usage
  • The capacity score is a measurement for how well meeting rooms are utilized in a size-range of rooms.
  • Spot average scores of meeting rooms pooled according to their capacity.
  • Get an overview of the best and the worst performing meeting rooms based on capacity score.
  • Respond to demands; e.g., for more meeting rooms of 4-6 capacity.
  • Act accordingly – e.g., split your large meeting rooms worst-performing into smaller meeting rooms

Room Bookings

Bookings display the number of spontaneous, confirmed and no shows bookings.
A no show booking is a booking, that has not been confirmed on a display screen.
A spontaneous booking is a booking that has been booked on a display screen using the feature "Book now".
A confirmed booking is a booking that has been booked and has been confirmed on a display screen.

What can be derived from this view

  • Get hands-on with the different types of bookings in your organization
  • When a meeting room is booked, but not used, facilities are wasting away. And the expense is indeed measurable
  • Get concrete data on the number of;
    • Confirmed meeting,
    • Spontaneous meeting and,
    • No show meetings
  • Deliver data to highlight and inspire your business to reduce the number of no-shows and create the possibility for spontaneous meetings
  • Track down recurring no-show bookings and act accordingly

Visitors

Visitors display the number of visits.

What can be derived from this view

  • Retrieve data into the number of visitors on your different locations
  • Get an overview of peak periods that’ll help your reception plan accordingly

External Meetings

External meetings percentage is a measurement for how big a percentage of meetings has external participants.
A low external meeting percentage indicates that the room is primarily used internally.
A high external meeting percentage indicates that the room is often used for meetings with external participants.
Example: A room has 100 meetings in a given period. 50 of these meetings has external participants. The room's external meeting percentage is then 50%.

What can be derived from this view

  • External meetings are a measurement of the portion of meetings, including external visitors
  • Should your business have a policy regarding internal and external meetings; get data to shed light on the discussion

Cancellation Behavior

Cancellation score is a measurement for how good the users are at canceling their bookings if they don't need them.
A low Cancellation score indicates that the users exhibit good behavior when canceling a room booking.
A high Cancellation score indicates that the users exhibit bad behavior when canceling a room booking.

What can be derived from this view

  • Remembering to cancel your meeting is important and good-colleague-behavior
  • Cancellation score is a measurement for the degree of which users remember to cancel their meeting in a timely manner
  • A low cancellation score indicates users' ability to cancel in a timely manner and vice versa for high scores.
  • For organizations with larger meeting rooms, cancellations executed close to the date of the meeting is costly
  • This behavior prevents other large arrangements to plan in-house causing rental cots of external facilities
  • To prevent last-minute cancellations, employee behavior needs to change
  • By enabling Pronestor Planner’s ‘Room Cancellation Notification’, your users will be informed of their bookings x weeks in advance
  • This creates the opportunity to cancel in a timely manner allowing other large arrangements to book the conference room
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