---
sourceDocument: Yokohama Employee Service Management
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/yokohama/employee-service-management

 Release :

    - yokohama

ft:locale :

    - en-US

ft:publication_title :

    - Yokohama Employee Service Management

ft:clusterId :

    - emplsm

bundleId :

    - emplsm

workflow :

    - Employee


---

# View Space Optimization metrics

# View Space Optimization metrics {#ariaid-title1}

Release version: Yokohama  
Updated January 30, 2025  
![](https://www.servicenow.com/docs/portal-asset/ico-clock) 4 minutes to read
Summarize  
![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI  
This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.  

## Summary of View Space Optimization metrics

The Space Optimization dashboard in Workplace Analytics helps analyze space capacity and utilization trends to maximize workspace efficiency.
It enables ServiceNow customers to monitor how well their spaces are being used, identify peak utilization times, and make informed decisions to optimize space allocation.
Show full answer Show less  

## Prerequisites and Access

* Workplace Central and Workplace Space Management applications must be installed and properly licensed with valid ServiceNow entitlements.
* The scheduled job **Workplace Analytics Space Management report data generation** must be run initially to generate space capacity and utilization data.
* Access requires roles such as `snwsdspcmgmt.spaceplanner`, `snwsdspcmgmt.manager`, `snwsdrsv.manager`, or `snwsdcore.workplacemanager`.
* Dashboard access is available through Workplace Central navigation menus.

## Key Features

* **Data Range and Filters:** Reports show data for the past year by default, adjustable by Date, Region, Site, Campus, Allocation, and Workplace entity filters.
* **Allocation Types:** Allows specifying allocation types active during the selected time frame to focus reports on relevant space usage.
* **Capacity and Utilization Calculations:**
  * Capacity is total hours an active space is available based on defined working day start and end times.
  * Utilization considers reservations within official working hours, differentiating between employees with permanent seats and those without.
  * Unallocated reservation hours are excluded from utilization calculations.
* **Reports:**
  * **Capacity vs Utilization:** Shows space availability versus occupancy to identify optimization opportunities.
  * **Peak Utilization Days:** Displays average utilization by weekday, aiding prioritization of resources on high-demand days.
  * **Space Utilization by Workplace Entity:** Compares average capacity and utilization across workplace entities to manage allocations effectively.
  * **Space Type Utilization:** Analyzes average capacity and utilization by space type to guide configuration adjustments.
* **Customization:** Widgets in the dashboard can be tailored using UI Builder to focus on the most relevant metrics.

## Benefits for ServiceNow Customers

* Gain actionable insights into workspace capacity and usage patterns to enhance space allocation and reduce waste.
* Identify peak usage periods and optimize resource availability accordingly.
* Make data-driven decisions to reconfigure or share spaces among workplace entities for better utilization.
* Customize dashboards to align with organizational priorities and reporting needs.

## Recommended Actions

* Ensure all prerequisite applications and entitlements are in place.
* Run the scheduled job to generate initial data before accessing the dashboard.
* Use the available filters to analyze specific locations, time frames, and workplace entities.
* Regularly refresh reports and review trends to maintain optimal space usage.
* Leverage customization options to tailor the dashboard to your operational requirements.  
Use the Space Optimization dashboard Workplace Analytics to analyze space capacity and utilization trends to achieve optimal use of workspaces.

## Prerequisites for accessing the Space Optimization dashboard {#view-space-opt-analytics__section_lcv_djy_pwb}

* Ensure that the Workplace Central application is installed. For more information, see [Install Workplace Central](https://servicenow-prod.fluidtopics.net/JAXRVV_vZFnWEoy4XEgXYg "Install the Workplace Central application from the ServiceNow Store. Visit the ServiceNow Store website to view all the available apps and for information about submitting requests to the store. For cumulative release notes information for all released apps, see the ServiceNow Store version history release notes.")
* Ensure that the Workplace Space Management (sn_wsd_spcmgmt) application is installed. For more information, see [Install Workplace Space Management](https://servicenow-prod.fluidtopics.net/xP6eQn516ycaT00gu_yc8Q "Install the Workplace Space Management application from the ServiceNow Store. Visit the ServiceNow Store website to view all the available apps and for information about submitting requests to the store. For cumulative release notes information for all released apps, see the ServiceNow Store version history release notes.").
* Ensure that the Workplace Central and Workplace Space Management applications and all of their associated store applications have valid ServiceNow entitlements. For more information, see [Get entitlement for a ServiceNow product or application](https://store.servicenow.com/$appstore.do#!/store/help?article=KB0030186).
* Run the scheduled job Workplace Analytics Space Management report data generation before viewing the Space Optimization dashboard for the first time. For more information, see [Run the scheduled job for the Space Optimization dashboard](https://servicenow-prod.fluidtopics.net/_I5i1UsbAMsAf14ScbJGMw "As an admin, run the scheduled job Workplace Analytics Space Management report data generation to calculate capacity and utilization for all spaces.").
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## Accessing the dashboard {#view-space-opt-analytics__section_adk_3jy_pwb}

To access the Space Optimization dashboard, you must have any of the following roles: sn_wsd_spcmgmt.space_planner, sn_wsd_spcmgmt.manager, sn_wsd_rsv.manager, or sn_wsd_core.workplace_manager.  
Access the dashboard using one of the following navigation paths:

* AllWorkplace CentralWorkplace Central.
* WorkspacesWorkplace Central
{#view-space-opt-analytics__choices_jxy_mfk_3vb}

## Reports {#view-space-opt-analytics__section_fmv_ljy_pwb}

The following default reports show data for the past year only.
You can adjust the data range by
using the available filters for Date, Region, Site, Campus, Allocation, Workplace entity.

Allocation type \[sn_wsd_core.ALLOCATION_TYPE\] enables you to specify an allocation type based on space utilization. Only allocations that are active in the selected time frame are considered for the reports. For more information, see [Allocate a cost center, department, or workplace entity](https://servicenow-prod.fluidtopics.net/vAjJkgsK~~KABJDkLwzmLw "Assign either a cost center, department, or workplace entity to a workplace location. Manage space consumptions, expenses, workplace assignments, and reservations based on an employee cost center, department, or workplace entity.").

For more information, see [Allocation - types, setting, and impact](https://servicenow-prod.fluidtopics.net/~PEJJ7iFw7xTIiWW1WefPw "You can categorize the locations in your organization based on cost center, department, or workplace entity.").

The Space
Optimization dashboard also enables you to visualize data based on the Entity type. Manage space allocations based on the workplace entity to ensure proper space utilization.

For more information, see [Map designated workspaces to user profiles](https://servicenow-prod.fluidtopics.net/wSeuXUafh6ZgY4twqoO_Yg "Map existing designated workspaces to employee user profiles in Workplace Core. This mapping is used to automatically allocate workspaces for employees so they don't have to select a workspace manually when requesting a reservation.").  
Capacity is calculated based on the following criteria:

* Total capacity is the total number of hours an active space is available for reservation.
* Capacity is calculated using the reservation properties Start time of the working day and End time of the working day.
{#view-space-opt-analytics__ul_j2t_cql_cxb}  
Utilization is calculated using the following criteria:

* For employees with permanent seat allocation, space utilization is calculated using the reservation properties Start time of the working day \[sn_wsd_rsv.day_start\] and End time of the working day \[sn_wsd_rsv.day_end\].
* For employees that don't have a permanent seat allocation, space utilization is calculated from the total reservation time in day's work shift hours. The work shift or office hours is calculated from the Start time of the working day \[sn_wsd_rsv.day_start\] and End time of the working day \[sn_wsd_rsv.day_end\].
* For example, if the office work hours are 9 hours and a meeting room is reserved for 11 hours, the total utilization in this case is 9 hours. The Start time of the working day \[sn_wsd_rsv.day_start\] and End time of the working day \[sn_wsd_rsv.day_end\] properties are used while calculating office hours. The unallocated hours in a day for a reserved space aren't considered while calculating the total reservation time duration for a day or a multi-day reservation. The reservation property for office hours is set in (AllWorkplace Reservation ManagementProperties.
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Capacity vs utilization

:   This report facet displays the available space resources versus its occupancy.

:   Benefits:  
    * Select the more options icon (![More options icon to refresh the report.]()) to refresh the report.
    * Insight into the space availability versus the occupancy trend.
    * Enables you to reconfigure your space assignments and space optimization to achieve optimal resource utilization.
    * A desk can be shared by multiple workplace entities. For example, a seat or desk is shared
      by user A and user B. If user A reserves the seat, the application
      checks the workplace entity of User A and calculates the space utilization and capacity ratio.

    * Select a report facet or card and double-click to see the details.
{#view-space-opt-analytics__ul_odn_3qz_qwb}  

Peak utilization days

:   This report displays the average utilization for days of the week.

:   Benefits:  
    * Select the more options icon (![More options icon to refresh the report.]()) to refresh the report.
    * Insight into the space utilization for the days of the week.
    * Enables you to prioritize resources according to the demand.
    * Select a report facet and double-click to see the details.
    {#view-space-opt-analytics__ul_bn5_3qz_qwb}

:   Calculation:`Average utilization = [Total utilization in hours for a weekday/Number of spaces available for the week day]`

Space utilization by workplace entity

:   This report facet displays the average capacity
    and average utilization based on the workplace entity.

:   Benefits:  
    * Select the more options icon (![More options icon to refresh the report.]()) to refresh the report.
    * Select the Allocation tab in the Filter by options and allocate by different workplace entity.
    * Select Entity type in the Filter by options and select a workplace entity to view the space utilization metrics for a selected entity.
    * Compare the set of data for average capacity and average utilization for a workplace entity.
    * Select a report facet and double-click to see the details.
    {#view-space-opt-analytics__ul_wfw_h21_rwb}

:   Calculation:`Average capacity by workplace entity = [Total capacity in hours for a workplace entity/Number of spaces available for a workplace entity]`

Space type utilization

:   This report facet displays the average capacity and average utilization for a space type.

:   Benefits:  
    * Select the more options icon (![More options icon to refresh the report.]()) to refresh the report.
    * Compare data for average capacity and average utilization for a space type.
    * Add or remove space types to achieve the optimal space optimization.
    {#view-space-opt-analytics__ul_ehc_ymb_rwb}

:   Calculation:`Average capacity by space type = [Total capacity in hours for a space type based on the office hours/Number of spaces available for a workplace entity]`

## Customizing widgets {#view-space-opt-analytics__section_s5q_wy3_rwb}

You can customize the widgets to display relevant metrics by using the UI Builder. For more information, see [UI Builder tutorial](https://www.servicenow.com/docs/access?context=uib-tutorial&version=yokohama&pubname=yokohama-application-development&ft:locale=en-US).
* **[Run the scheduled job for the Space Optimization dashboard](https://servicenow-prod.fluidtopics.net/_I5i1UsbAMsAf14ScbJGMw)**   
  As an admin, run the scheduled job Workplace Analytics Space Management report data generation to calculate capacity and utilization for all spaces.

**Related concepts**   

* [View Lease Administration metrics](https://servicenow-prod.fluidtopics.net/oNCjnpdc2p0U~sfR8yKvIQ "Use the Lease Administration dashboard to get insight into the number of total contracts, active contracts, draft contracts, and expiring contracts.")
* [View Maintenance Management metrics](https://servicenow-prod.fluidtopics.net/LWJfVu3uBBOK3KOW5oM7pg "Use the Maintenance Management dashboard to get an insight into maintenance cases, their trends, and maintenance plan compliance. These insights enable you to create an efficient maintenance plan to improve workflows and reduce maintenance activities and their related costs.")  
**Related tasks**   

* [View Occupancy Dashboard](https://servicenow-prod.fluidtopics.net/V1dVkScw8VYIu0cUgwydRw "Workplace administrators and managers can view the workspace occupancy metrics to plan and optimize the workplace space utilization.")
* [Manage Workplace Dashboards](https://servicenow-prod.fluidtopics.net/a9WWtuFzPKBrlx0TI3BJzw "Manage Workplace Dashboards in Workplace Central to get insights and metrics of Reservations, Visitors, Workplace Manager activities, Workplace Cases, and Synchronizations.")

*[\>]: and then