How often are meeting rooms booked?

Question:

I have been asked to report on how often an Exchange conference room is booked compared to how often the room is free during our business hours. Would Promodag Reports show me that?

Answer:

There is a dedicated report on Room and Equipment mailbox utilization that lets you calculate the occupancy rate of conference rooms based on the company’s business hours and display the list of meetings scheduled in them: Calendar Item Search, in the Mailbox Content category.

• In the Selection tab, select your Equipment or Room Mailboxes individually according to your needs, or all at once using the Recipient Type Details attribute.

• You can adjust the predefined business days and hours in the Options tab to those of your company.

• Then simply set the level of detail to Mailbox in the Content tab and select Meetings to obtain a percentage of meeting room occupancy calculated against your opening hours.

• To obtain a concise list of each of the meetings scheduled in the calendars of the selected meeting rooms or equipment mailboxes along with their durations, reload the report and select the Summary level of detail. For a comprehensive list with full details of meetings and their attendees, choose Detail of attendees.

You can then export the report to the destination of your choice, e.g. e-mail recipient, Pdf format.

Related articles:

• Count the number of meetings and appointments in mailboxes
• Count recurring meetings and appointments