Analytics

Analytics provide valuable insights into how your meeting spaces are being used. Understand how your spaces are utilized, the methods used to book them, and discover opportunities to enhance efficiency in your workplace.

Overview

To collect analytics data, Dash version 1.5.18 or higher must be installed on your display devices.

When analytics collection is enabled, Dash devices transmit meeting data to the web dashboard, where it can be accessed in the analytics section. Tracking can be enabled or disabled for each device group, and the data can be broken down by time and room.

The analytics dashboard is organized into three main sections:

Occupancy and Utilization: This section provides charts showing how often your rooms are being used for meetings. It helps you assess whether your current room capacity is meeting your needs.
Meeting Characteristics: This section includes charts that provide insights into the meetings themselves, such as their duration and the methods used to book them.
Efficiency: This section presents charts that focus on Dash’s efficiency features, highlighting the time saved by actions like ending and extending meetings directly from the display, and automatically releasing rooms from abandoned meetings (if the Check-in feature is enabled).

For more detailed information about the analytics dashboard and charts, please refer to the sections below. For more information about the data collected, please see the Data section at the end of this document.

Compatibility

Dash Enterprise analytics is fully compatible with the following calendar connections:

Microsoft 365 Enterprise Application
Microsoft 365 business/personal account
Google Workspace Service account
Google Workspace standard/personal account

Dash Enterprise analytics is partially compatible with the Device calendar connection type, however you may encounter the following issues (depending on your particular setup):

Recording the method used to book meetings is not supported, so meetings will always be recorded as booked from your calendar, even if they're booked from a Dash display.
Dash does not record how long meetings are booked in advance - meetings will be recorded as having been booked at the time they start.
If the same room is shown on two or more different devices, the room may be duplicated in the analytics dashboard (and the events recorded from each device will appear separately). We recommend using a single device per room.
It is possible that different rooms (displayed on two different devices) may be combined into a single room in the dashboard.

If you have any questions about the compatibility of Dash Enterprise analytics or would like help setting it up, please contact us for assistance.

Enabling event collection

You can enable analytics event collection for each device group you wish to track. To enable it, go to the Configuration tab of a device group, toggle on Collect analytics events from devices in this group, and save the configuration. Once enabled, the devices in that group will begin transmitting analytics events.

If you disable event collection for a group, the devices in that group will stop recording and transmitting events to the web dashboard.

The analytics dashboard

The analytics dashboard consists of a room and date selector at the top, followed by three reports below.

Selecting rooms

The room selector displays all rooms with available analytics data, grouped by device group (based on the device from which the data was transmitted). You can filter this list by both room names and device groups.

To view analytics for specific rooms, simply select one or more rooms from the list.

In Dash Enterprise, a device group is a collection of devices, and each device can be associated with multiple rooms (or a single room can be linked to multiple devices).

If a room is associated with multiple device groups, it will appear once under each associated group.

Selecting a date range

The date selector allows you to choose a date range to select the timeframe of the analytics dashboard. You can choose to view analytics collected between two dates, since a particular date, or in the last x days, weeks, or months (where x is a value you select). The oldest date or timeframe that you can select is based on the earliest analytics data collected, across all rooms.

The Last and Since options automatically update based on the current date. If you select one of these options and return at a later time, the displayed dates will automatically adjust.

The time of analytics events is recorded according to the local timezone of each meeting room. For example, if you have meeting rooms in two different countries, and each room hosts a meeting at 10am local time, both events will appear as starting at 10am in the analytics dashboard.

Interactive reports

The analytics dashboard shows three reports for the selected rooms and time range, arranged into three tabs of interactive charts. Some ways to interact with the charts include:

Hover over a point on the chart to show the chart's value at that point. Some charts will also show the value in alternative measurements.
For charts with multiple series, you can toggle individual series on or off by clicking the series name in the legend (located below or to the right of the chart).
To export a chart, simply click the export button in the top-right corner, where you'll have options to save the chart as PNG, SVG, or CSV.

Occupancy and Utilization

Number of meetings

This chart displays the total number of meetings held in the selected rooms over the specified time period. The total number of meetings and an average number of meetings per room per day are shown above the main chart. The average per room per day is calculated based on days with at least one meeting, so weekends and days without meetings are excluded. The main chart can be toggled between three views:

Area: A stacked area chart. If fewer than five rooms are selected, the chart shows each room separately. The rooms are stacked, with the total height on any given day representing the combined number of meetings across all selected rooms.
Line: A line chart where each room is represented by an individual line, showing the number of meetings in each room on a particular day, without stacking.
Pie: A pie chart showing the proportion of total meetings held in each room.

Amount of time rooms in use

This chart displays the total amount of time the selected rooms were in use during the specified time period. Unlike the Number of Meetings chart, this chart is weighted by time, meaning a day with a few long meetings will appear larger than a day with many short meetings. Above the main chart, you’ll find the total amount of time and the average time per room per day. The average per room per day is calculated based on days with at least one meeting, so weekends and days without meetings are excluded. The main chart can be toggled between three views:

Area: A stacked area chart. If fewer than five rooms are selected, the chart displays each room separately. The rooms are stacked, with the total height on any given day representing the combined time that all selected rooms were occupied that day.
Line: A line chart where each room is represented by an individual line, showing the amount of time the room was in use on a specific day, without stacking.
Pie: A pie chart showing the proportion of total occupied time for each room.

Utilization

This chart displays a grid with a cell for each hour of the day and day of the week, shaded to represent the percentage of time the selected rooms were occupied during that specific hour and day combination across the selected time period.

For example, if you select two meeting rooms and a time period that includes three Tuesdays, and the room schedules contain the following meetings:

Room 1: Tuesday 1: 10am-11am, Tuesday 2: 10am-10:20am, Tuesday 3: 10:30am-11am
Room 2: Tuesday 1: 10:30am-11am, Tuesday 3: 10am-11am

Then the chart would show a utilization of 56% (3h 20m) for the Tuesday, 10am-11am cell. Hover over any cell to see the exact utilization percentage and the total time spent in use.

Room occupancy

This chart shows average number of participants in each room, as a percentage of the room's capacity. Participants who have declined are not included in the count, but participants who have accepted, are tentative, or have not responded are included. Note that this chart is only available if you have connected Dash to your room calendars using a connection method that supports room capacities (i.e. Microsoft 365 enterprise application or Google Workspace service account).

The occupancy percentage is calculated based on the total time the selected rooms were in use during the selected time period. For example, if a room has a capacity of 8 people, and there’s a one-hour meeting with 4 participants followed by a two-hour meeting with 7 participants, the average occupancy for that room will be 75%.

Keep in mind that Dash only tracks participants listed in the meeting invite. Therefore, the actual occupancy percentage may vary if some participants are present in the room but not recorded in the invite, or if some invited participants join remotely.

Meeting Characteristics

Meeting lengths

This chart displays the distribution of meetings based on their duration (at the time the meeting ended). The chart categorizes meetings into the following time ranges:

15 minutes or less
Between 15 and 30 minutes
Between 30 minutes and 1 hour
Between 1 hour and 1 hour 30 minutes
Between 1 hour 30 minutes and 2 hours
More than 2 hours

Each column in the chart is further broken down by the method used to book the meeting, allowing you to identify how different types of meetings are typically scheduled based on their length.

Booking method

This chart provides a breakdown of the total time spent in the selected rooms, categorized by the method used to book the meetings. The chart focuses on the amount of time used, rather than the number of meetings, meaning that longer meetings will have a greater influence on the results. The booking methods are:

Calendar booking: Booked outside of Dash (e.g. through Outlook or Google Calendar)
Instant booking from the display: Booked from the dash display using the Book now feature
Instant booking from find rooms: Booked from another dash display using the Find free rooms feature
Later booking from the display: Booked from the Dash display using the Book a later time feature

How far meetings are booked in advance

This chart provides a breakdown of how far in advance meetings were booked, relative to their scheduled start time. The time ranges are as follows:

15 minutes or less before
Between 15 minutes and 1 hour before
Between 1 hour and 1 day before
Between 1 day and 1 week before
Between 1 week and 30 days before
More than 30 days before

The chart is also broken down by the method used to book the room, allowing you to see how far in advance meetings are typically scheduled for each booking method.

Rooms booked by find rooms

This chart shows the total amount of time booked in the selected rooms using the Find free rooms feature during the selected time period. The rooms are listed in descending order, with the room that has the most booked time appearing first.

The main chart can be toggled between a bar chart and pie chart view.

Efficiency

Reclaimed time

This chart shows the amount of time reclaimed by ending meetings before their originally scheduled end time (based on the end time as it was set when the meeting started). The reclaimed time is broken down into the following categories:

Check-in: If the Check-in feature is enabled, this shows the amount of time reclaimed when meetings are not checked in and are automatically ended by the Dash display
Ending from the display: The amount of time reclaimed when staff manually press the End now button on the Dash display
Ending elsewhere: The amount of time reclaimed by ending a meeting early from Outlook or Google Calendar. Note that the time is only counted if the meeting was ended while it was in progress. If a meeting is ended before it starts, it is not counted towards reclaimed time.

Reclaimed time by day of week

This chart shows the amount of time that has been reclaimed by ending meetings before their originally scheduled end time (based on the end time as it was set when the meeting started). The reclaimed time is grouped by the day of the week on the meetings occurred, and is broken down into the following categories:

Check-in: If the Check-in feature is enabled, this represents the time reclaimed when meetings are not checked in and are automatically ended by the Dash display.
Ending from the display: The time reclaimed when staff manually press the End now button on the Dash display
Ending elsewhere: The time reclaimed when meetings are ended early through Outlook or Google Calendar. Note that time is only counted if the meeting was ended while it was in progress. If a meeting is ended before it starts, it is not counted towards reclaimed time.

Time utilized by extending meetings

This chart shows the amount of time utilized by extending meetings from the Dash display (using the Extend function). The total amount of time and an average amount of time utilized per room day are shown above the main chart. The average is calculated based on days with at least one meeting, excluding weekends and days without meetings. The main chart can be toggled between three views:

Area: A stacked area chart. If fewer than five rooms are selected, the chart shows each room separately. The rooms are stacked, and the total height for any given day represents the combined time utilized by extending meetings across all rooms.
Line: Similar to the area chart, but each room is represented by a separate line, showing the time utilized by extensions on a specific day (without stacking).
Pie: A pie chart that illustrates the proportion of total time utilized by extensions in each room.

Number of times meeting extended

For meetings that were extended from the Dash display, this chart shows how many times an individual meeting was extended. The data is grouped based on the number of extensions:

Extended once
Extended twice
Extended three or more times

How meetings were ended

This chart shows the proportion of meetings that were ended in the following ways:

Normally: The meeting ended at its originally scheduled time (defined as the end time of the meeting as it was when the meeting started)
Ended early: The meeting ended earlier than its originally scheduled time, ether because the End now button was pressed on the Dash display, or the meeting was updated in the calendar while it was in progress
Extended: The meeting ended later than originally scheduled, either due to the Extend button being pressed on the Dash display or the meeting being updated in the calendar while it was in progress.
Not checked in: The meeting was automatically ended by Dash because the Check-in button was not pressed.

Check-in rate

If the Check-in feature is enabled on your Dash displays, this chart will show the percentage of meetings that have been checked in.

If the Check-in feature is not enabled, only instant bookings made directly from the display (which are automatically checked in) will be counted as checked in.

Data

If you enable analytics for a device group, devices in the group will collect the following information, which will be stored in our secure cloud environment:

For each meeting room calendar

The name of the meeting room
The id of the meeting room (either the email address of the room, or a random id, depending on the calendar service you use)
The capacity of the room (if present)

For each meeting/event

The start and end time of the event
The number of attendees (no details about the names or email addresses of the attendees)
Whether or not the meeting has been checked in
The timing of any events that occur while the meeting is in progress (which includes extending the meeting, ending it early, and when your Dash display removes an abandoned meeting from the room calendar)

Analytics does not capture any personal information such as the name and notes of meetings, or any details about attendees (apart from how many attendees are attending).

Analytics is disabled on your Dash display devices by default. You can enable analytics on any device group, and the devices in that group will collect the information described above. If you do not wish to use analytics, it is possible to disable analytics for your entire organization - please contact us for more information.