Overview
Room Reservations provides two analytics report pages to track booking patterns and space utilization:
- Reservation Analytics — view booking trends, average reservation lengths, peak days, and reservation status breakdowns
- Space Analytics — measure space utilization rates, identify the most-used spaces, and analyze usage by space type
Both reports include customizable filters, date range selection, detailed data tables, and PDF export functionality.
Prerequisites
- Admin user (Event Coordinator, Facilities Manager, Platform Admin)
- If the Reports section is not visible in the Admin sidebar, please contact your Partner Success Manager or support@concept3d.com for access.
Navigating to Reports
- Log in as an administrator
- Go to Admin
- In the left sidebar, click Reports
- Select either Reservation Analytics or Space Analytics
Both report pages open with date filter options displayed at the top.
Using Filters and Date Ranges
All report pages include filtering and date range controls at the top:
- Date Range Picker — select a custom start and end date (maximum 1-year range)
- Status Filter — filter reservations by approval status (Approved, Rejected, Pending, Cancelled)
- Space Types Filter — isolate data to a specific space type
- Buildings Filter — view data for a specific building or building group
Filters apply to all metrics, charts, and detail tables on the current report page. To reset filters, reload the page or select “Clear All Filters.”
Reservation Analytics
The Reservation Analytics report shows booking volume, approval status distribution, and booking behavior patterns.
Metric Cards
| Metric | Description |
|---|---|
| Total Reservations | Count of all non-cancelled reservations within the selected date range |
| Total Reserved Hours | Sum of all reservation durations for approved reservations |
| Average Reservation Length | Mean duration across all approved reservations in the range |
| Approved Reservations | Count of reservations with Approved status |
| Rejected Reservations | Count of reservations with Rejected status |
| Pending Reservations | Count of reservations with Pending status |
Charts
Busiest Days — bar chart showing reservation count per day. Use this to identify which days of the week or specific dates see the most booking activity.
Peak Hours — line chart displaying reservation count by hour of day. Use this to understand when spaces are most heavily booked throughout a 24-hour period.
Detail Table: Reservation Details
Displays individual reservation records with the following columns:
| Column | Description |
|---|---|
| Date | Reservation date |
| Reservation Name | Name of the reservation |
| Space | Name of the reserved space |
| User | Name or email of the person who made the reservation |
| Reservation Time | Reservation start and end times |
| Event Time | Event start and end times |
| Duration | Length of the reservation in minutes |
Space Analytics
The Space Analytics report measures how efficiently spaces are being used and identifies your most-utilized spaces.
Metric Cards
| Metric | Description |
|---|---|
| Average Utilization | Percentage of available space-hours that were reserved. See Understanding Utilization Calculations below for formula details. May exceed 100% if demand is high. |
| Active Spaces | Count of distinct spaces with at least one approved reservation in the date range |
| Most Used Space Type | The space type category with the highest utilization rate. If utilization rates are tied, the space type with the most reservations is shown. |
Charts
Utilization Trend — area chart showing average utilization over time. The chart automatically adjusts granularity based on date range:
- Daily view — for ranges under 1 week
- Weekly view — for ranges between 1 and 8 weeks
- Monthly view — for ranges over 8 weeks
Use this chart to identify seasonal patterns and long-term utilization trends.
Usage by Space Type — bar chart ranking space types by reservation count. Use this to understand which categories of spaces are most in demand.
Detail Table: Space Details
Displays per-space utilization data with the following columns:
| Column | Description |
|---|---|
| Space | Name of the space |
| Reservations | Count of approved reservations for this space |
| Hours | Total reserved hours for this space |
| Avg Length | Average duration of reservations for this space in minutes |
| Avg Utilization | Average utilization percentage for this space (using the same formula as the metric card) |
Understanding Utilization Calculations
Space utilization is calculated as:
Utilization (%) = (Reserved Hours) / (Total Spaces × Days × Available Hours Per Day) × 100
Available Hours Per Day are determined by the following priority:
- Space-level hours — if the space has defined availability hours, those are used
- Building-level hours — if the space has no defined hours, the parent building’s hours are used
- 24-hour default — if neither the space nor building has defined hours, 24 hours is assumed
Example: If a space with 8 available hours per day (09:00–17:00) has 4 reserved hours on a given day, the utilization for that day is (4 / 8) × 100 = 50%.
Utilization can exceed 100% if bookings extend beyond standard operating hours or if multiple overlapping reservations are counted (e.g., multiple spaces reserved simultaneously).
Exporting Reports as PDF
Both Reservation Analytics and Space Analytics pages include a Export PDF button at the top right.
- Apply any filters or date ranges desired
- Click Export PDF
- A dialog will appear indicating that the report is being generated (typically 10–15 seconds)
- Once complete, the PDF downloads automatically
The exported PDF includes:
- All metric cards with current values
- All charts rendered as images
- Detail tables (full data, not paginated in the PDF)
Troubleshooting
Reports section not visible
- Ensure your account has the appropriate permission
- The feature may need to be enabled for your platform. Contact your Partner Success Manager or support@concept3d.com
Charts not displaying
- Verify that data exists for the selected date range and filters
- Try clearing filters and broadening the date range
- If the issue persists, refresh the page
PDF export takes longer than expected
- Chart rendering via headless browser typically takes 10–15 seconds
- Check your internet connection. A slow connection may extend export time
- For large date ranges with many data points, generation may take slightly longer
Filters not applying
- Ensure filters have been selected and the report page has refreshed
- Try clearing all filters and re-applying them one at a time