Shared Spaces Insights

Important

Currently, the Shared Spaces Insights feature is in Public Preview in the "Public" and "GCC" environments. The feature is not yet enabled in the "GCC High" environment.

Overview

The new Shared Spaces Insights page in the Pro Management portal provides IT administrators with customized insights of utilization, including time-series data visualizations, for shared spaces beginning with Teams Rooms. This feature uses calendar data and occupancy signals from Teams Rooms to track usage with filters for location, business hours, days of the week, and date ranges.

Note

Rooms that are hidden from the address book are not included in Shared Spaces Insights and Recommended Actions pages. Specifically, the “HiddenFromAddressListsEnabled” must be set to false for the room resource account mailbox for the room to be included. For more information, refer to HiddenFromAddressListsEnabled.

Prerequisites

Ensure that you meet the following prerequisites before you can start using the Shared Spaces Insights feature:

• Licensing: Only Teams rooms with an assigned Teams Room Pro or Premium license will appear on the Shared Spaces Insights page.

• Teams Rooms on Android Admin Agent: Teams Rooms on Android devices require admin agent 1.0.0.202412110504 or newer versions to support the "Shared Space Insights" feature. Teams Rooms on Android devices running this admin agent before May 6, 2025, began reporting their utilization from May 6. Any devices not running at least that admin agent version as on May 6, 2025, begin reporting once updated to 1.0.0.202412110504 or newer versions.

  Important

  1. Allow 24 to 48 hours for the utilization metrics to populate.
  2. Teams Rooms on Android devices running older versions of the Admin Agent won't appear in the Shared Spaces Insights dashboard until they're updated.

Space Utilization Metric Definition

The space utilization metric is a metric derived from the following inputs:

• Calendar reservations
• Device signals as a proxy for room occupancy

The following screenshot depicts space utilization metric:

A room is considered utilized when any of the following scenarios are fulfilled:

• Reserved and occupied
• Reserved and not occupied
• Not Reserved and occupied

Calendar reservations

The "calendar reservations" input reflects how frequently the room has been reserved or booked on the room's account calendar in Exchange.

Device signals as a proxy for room occupancy

The details of the device signals from Teams Rooms that contribute to the room occupancy are provided in the following table:

Occupancy signal includes	Teams Rooms on Windows	Teams Rooms on Android
Joining a Teams meeting	Yes	Yes
Making a VOIP call	Yes	Yes
Making a PSTN call	Yes	No
Local HDMI ingest outside of a meeting	Yes	No
Direct Guest Join (DGJ)	Yes	No

Where is this in Pro Management Portal?

To navigate to the Shared Spaces Insights page in the Pro Management Portal, perform the following steps:

1. Launch the Pro Management Portal using the URL https://portal.rooms.microsoft.com/.

2. Navigate to the new Analytics & Reports tab.

3. From the left navigation menu, select Shared Spaces Insights. The Shared Spaces Insights page appears, as shown in the following screenshot:

   

4. Select the desired location, business hours and days, and date filters by choosing values from the following dropdown lists:

Dropdown filter name	Filter category
Country/Region	Location
State/Province	Location
City	Location
Building name	Location
Floor	Location
Room	Location
Days of week	Business days
Business hours	Business hours
Last 30 days (default value)	Date (on which rooms were chosen)

Note

The Floor and Room dropdown lists become available only after you choose a value for the Building name attribute.

1. Select Apply. The Shared space utilization insights are shown for each component on the Shared Spaces Insights page, based on Role-Based Access Control (RBAC) setting for the user. (For more information on RBAC, see Role-Based Access Control (RBAC)).

Role-Based Access Control (RBAC)

Shared Spaces Insights adheres to role-based access controls in the Pro Management portal, displaying utilization metrics only for spaces the user is authorized to view.

Global page filters

The global page filters refer to the dropdown lists on the Shared Spaces Insights page. These filters are categorized into:

• Location filters
• Filtering options
• Date range selector
• Group filter

Location filters

This filter's pane is located on the top of the page from which it lets you filter the data for your preferred location.

The following screenshot depicts the "location" attribute's filters with a value to be chosen for each filter to determine the location:

Note

The location data is pulled from the Places API for the room accounts. If the address information in your room account isn't complete, it won't appear in the location filters. For example, if the room account only has the building information filled out and not information about country, state/province, or city, then this room appears when the building is selected but not when the country, state/province, or city is selected. For more information, see Set-Place.

Location and Capacity Data Source

The location hierarchy in the Shared Spaces Insights and Recommended Actions pages are sourced from the Places API (V1) room resource type in Microsoft Graph. For more information, refer to the room resource type and physical address.

The following table shows the location hierarchy and capacity fields that map to the Places API room properties.

Location Hierarchy	Set-Place (cmdlet)	Room resource type (Graph API)
Country/Region	countryOrRegion	physicalAddress.countryOrRegion
State/Province	state	physicalAddress.state
City	city	physicalAddress.city
Building name	building	building
Floor	floorLabel	floorLabel
Capacity	capacity	capacity

Note

The Places API has FloorLabel and FloorNumber room properties. The location hierarchy is using the FloorLabel property for the floor location filter.
For additional information on setting these room properties, refer to: Set-Place, Get-Place

Filtering options

Filter	Description
Days of the week	Allow users to customize rooms insights data based on selected days of the week.
Business hours	Allow users to customize rooms insights data based on selected business hours. A known issue currently affects this filter reset function, and the team is actively working on a fix.
Booking type	Generates rooms insights data based on room booking type (for example, Reserved or Standard). For more information, see BookingType values.
Meeting type	Includes or excludes all-day meetings from the generated room insights.

Date range selector

Above the filter box, there's a date range selector that allows you to customize the data displayed. The default setting for the date filter is Last 30 days, but you can adjust this setting to view data from the past 7 days, 30 days, 90 days, or a custom range up to 6 months. To set a custom date range, you must select Custom range and then specify the start and end dates using a calendar interface.

After setting the desired dates, you must select Apply for the graph to get updated and to reflect data from the selected period.

Group filter

The data can also be filtered by the group filter at the top of the Pro Management Portal as a page-level filter.

Data visualizations

The Shared Spaces Insights page contains the following data visualizations:

• Data tiles
• Shared spaces utilization percentage
• Peak utilization chart
• Utilization by Days of Week
• Overall Shared Spaces Utilization
• Most and Least Utilized Rooms

For information on each data visualization, you can hover over the "i" as shown in the following example:

Note

All components—except Global page filters—will have the "i" icon on the top-right of their respective panes.

Data tiles

Data tiles are the tiles below the dropdown lists. These tiles display the utilization data for the groups you choose from the dropdown list on the top–left side of the Shared Spaces Insights page (next to the portal's name).

The following screenshot depicts the example of a data tile:

The data tiles (in the preceding screenshot) display the following categories of information:

• Total number of rooms: This tile displays the latest number of Teams Rooms booked/utilized based on the locations selected.
• Total capacity: This tile displays the summed-up capacity (from the capacity property in the room resource account) of all the latest Teams Rooms based on the locations selected. If the capacity information isn't available, it's excluded from the data tiles.
• Busiest day: This tile identifies the specific day of the week that witnessed the highest utilization based on the selected period of time and location filters.
• Peak utilization time slot: This tile highlights the peak utilization time slot based on the selected period of time.

The data tiles are followed by the other components/data visualizations of your shared spaces usage and insights, which are described in the following sections:

Shared spaces utilization percentage

The "shared spaces utilization percentage" component refers to a stacked column chart that shows the utilization percentage of your shared spaces during the selected time period. This chart also provides insights on how your shared spaces are used. The data provided in this chart is derived from the following two primary sources:

• Reservations data sourced from exchange
• Occupancy captured from device signals spaces insight

The classifications of data provided by the pie chart (in the preceding screenshot) are:

• Reserved and Occupied: Percentage of time the space was both booked and occupied
• Reserved and not Occupied: Percentage of time the space was booked but not occupied
• Not Reserved and Occupied: Percentage of time the space was occupied but not booked
• Not Reserved and Not Occupied: Percentage of time the space was neither booked nor occupied

Peak utilization chart

The "peak utilization chart" shows the peak utilization of your spaces throughout the week, with color gradients indicating the percentage of room utilization ranges starting with 0-10% and going up to 90-100% during different time slots. The blue rectangle below the heat map highlights the top 5 busiest timeslots.

You can use this chart to identify the peak space usage timeslot on a given day, when the spaces are most and least used.

Utilization by days of week

This column chart provides a breakdown of space utilization across different days of the week, helping you identify trends and patterns in usage. This column chart is depicted in the following screenshot:

Overall shared spaces utilization

This column chart illustrates the overall utilization of the spaces in the chosen timeframe. The x-axis represents the selected period while the y-axis shows the percentage of shared spaces' utilization.

The Utilization distribution table under the Overall room utilization chart, helps you quickly understand how your rooms are being used across usage buckets 

Room utilization by size

This chart shows how Teams Rooms are used based on room size and seating capacity. You can switch the view between room size or capacity and choose to see reservation usage, occupancy usage, or both combined.

People count by size

This chart shows how Teams Rooms are occupied by highlighting the average and maximum number of people in the room based on room size and seating capacity. You can customize the view and switch the view between room size or capacity.

Note

For clean and reliable insights, ensure room capacity value are accurate, incorrect capacity value can lead to incorrect insight

Most and least utilized rooms

The most and least utilized rooms' tables provide insights into the utilization of your shared spaces based on the selected period and location. The first table lists the most-used rooms, and the second table lists the least-used rooms sorted by the utilization rate for the top 200 rooms. The utilization rate, average reservation rate, and average occupancy rate columns are defined in the Space Utilization Metric Definition section.