Room occupancy

Room occupancy data shows which meeting rooms, huddle spaces and phone booths are really used, and which are booked but empty. Live and over time, collected anonymously with no cameras and no cabling.

500,000+

sensors deployed
worldwide 

50+

countries with active deployments

200M

anonymous data points every day

people at the meeting room

TRUSTED BY THE WORLD’S LARGEST ORGANIZATIONS

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Why measure meeting room occupancy 

Floor plan icon with one room highlighted

Get more out of the space you have

See which rooms earn their place and which stand empty, then convert or release them instead of adding new ones.

Icon of a person next to a door with a status light

Make hybrid work run smoothly

Give people the right rooms for meetings, calls and focus work, and let them find a free one when they need it.

Building icon with a downward arrow

Cut real estate costs

Base lease, layout and investment decisions on measured use, so you pay only for the rooms you really need.

Meeting room utilization: the questions room occupancy data settles

“Can we reduce our office space?”

See which rooms and floors stay underused, and give up space without leaving people short of meeting rooms.

“Do we need more rooms, or better-used ones?”

Release or convert rooms that stay empty, before you add new ones.

“Is our room mix right?”

Match the number of small, medium and large rooms to the group sizes that actually meet.

“Why are rooms always booked?”

Compare bookings with real use, then change release rules to cut no-shows.

“How many phone booths do we need?”

Size booths to measured peak demand and stop investing in ones that stay empty.

“Where is a free room right now?”

Feed live status into your workplace or booking app so people find a room in seconds.

Examples of room occupancy reports

You decide what to follow. These are some of the views room occupancy data makes possible. 

Heatmap of room occupancy by hour and weekday

Hourly and weekly patterns

See peaks and typical use by hour and weekday, not just an average.

Bar chart comparing booked and actually used room time by weekday

Bookings vs. real use

Spot no-shows and ghost bookings by comparing reservations with measured presence.

Utilization by meeting room and phone booth

Room by room

Follow utilization and the weekly occupancy pattern for each meeting room, huddle space and phone booth.

Floor plan heatmap showing busy and quiet areas

Floor-plan heatmap

See which areas are busy and which stay quiet at any hour of the day.

How room occupancy is measured

occupancy data with Haltian Thingsee PRESENCE sensor in a phonebooth
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Install in minutes

A small wireless occupancy sensor goes in each meeting room, huddle space or phone booth, and data starts flowing straight away. No cabling, no cameras, minimal IT involvement.

Bar chart comparing meeting room utilization across floors and sites

Data you can compare

Every room is measured the same way, so you can compare rooms, floors and sites. For large rooms, we plan coverage with you so the data reflects the whole room.

Haltian workplace occupancy reports

See the data where you work

Room occupancy data flows straight into our reports, your booking or workplace app, or your own AI tools, so you see it in the tools you already use.

Interested in the technical details? See the occupancy sensor specifications →

CUSTOMER story · IF

If: 40% less office space, built around hybrid work

If, the Nordic insurer, used room and desk data to redesign its offices for hybrid work. In Espoo alone, it scaled down from 15,000 m² to around 9,000 m² and cut desks from 650 to around 400, while creating more space for collaboration. Continuous space usage data now guides maintenance and has reduced facility costs.

9,000 m²

office space, down from 15,000 m²

400

desks, down from 650

Lower

facility costs, guided by usage data

If Insurance office building
Two people discussing work at a table in an office

Start with the rooms everyone argues about

Tell us about your meeting rooms and what you want to find out. We’ll talk it through with you and suggest where to start.

Room occupancy FAQ

Room occupancy analytics measures whether meeting rooms, huddle spaces and phone booths are in use, when and for how long. It lets you compare real use with bookings and plan the right number and size of rooms. 

Haltian’s sensor detects presence through body heat. In large or wide rooms we plan coverage together and add sensors where needed, so the data reflects the whole room, not one corner. 

Room occupancy shows whether a room is in use. To know how many people are inside, add Haltian people counting, which counts people anonymously.

Yes. Comparing measured presence with reservations is how no-shows and ghost bookings become visible.

 

Haltian delivers room occupancy data through open APIs into BI tools, data lakes and workplace apps, including partner platforms such as Cisco Spaces and Microsoft Places.

No. Haltian’s occupancy sensors are battery-powered and wireless. Only the gateway needs a power socket. 

A few minutes per room. The sensors stick in place, and once the gateway is plugged in, occupancy data starts flowing the same day.

No. Haltian’s sensors detect body heat with passive infrared and record only whether a room is in use. There are no cameras, microphones, biometrics or individual tracking, and all data is hosted in the EU.

Sensors and gateways are a one-time investment, and one gateway serves many rooms, so a typical floor needs only a few. After that, a SaaS subscription with built-in reports keeps your costs predictable, and it scales as you add rooms. Send us a floor plan, and we will price your own floor. 

 

Haltian hosts all room occupancy data in the EU, and the data belongs to you.