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Email Alerts

Space users can set up email alerts so they receive notifications when key areas of a building are over or under customer utilization levels (e.g. below 20% or above 80%). This information helps staff looking to reallocate under-utilized space or cut operation costs.

Alerts can be configured for select spaces with custom utilization thresholds and specific days and times to be monitored and notified about.

Features

  • All Space users can create alerts

  • Lower utilization level indicates under-utilized spaces

  • Create an alert for each area or configuration variation

  • Alert emails will be sent to the address the user has set in their Space profile

Sample Email Alert

Sample_Email_Alerts.png

 

Video Tutorial

Click to view Space threshold alerts feature.

  1. Log into the Space application https://space.enlightedinc.com/.

  2. In the top-right corner click the arrow next to your username and select My Alerts from the menu.
    EmailAlertsSpace3.0_1.png

Creating a New Alert

  1. Click the Create New Alert button.

     

    Ch5_EmailAlerts_1.png

  2. Enter a meaningful Alert Name.

  3. Select the relevant Spaces using the checkboxes. Expand the list of child spaces to select individual spaces, or check a top-level box to select all.

  4. To use the default configuration, check the Use Default Thresholds checkbox. The default configurations are:

    • If utilization is higher than 80%, or lower than 20%.

    • During weekdays between 7 am-7 pm local time.

  5. To tailor the configurations that determine when an alert email should be sent:

      1. Set the high and low utilization levels that when reached will trigger an alert.

      2. Use the dropdowns to specify days of the week and the time period during each day that should be monitored.

  6. Click Save.
    Ch5_EmailAlerts_2.png

     

Note that emails are sent as a weekly digest, there aren’t options to specify the frequency of email notifications.

Viewing and Editing Existing Alerts

On the My Alerts page click an Edit button on an alert row to view or modify the details.

 
 
 

Ch5_EmailAlerts_3.png

 

To remove an alert, click the Delete button on an alert row and confirm the delete action.

EmailAlertsSpace3.0_confirm-delete.png

 

 

 

 

 

Generating Reports

For Partners and Customers.

The Space application generates the following reports:

  1. Portfolio Utilization Report – Provides the average utilization on a building level basis for the entire portfolio. You can customize to get reports by region and campus as well.
  2. Floor Utilization Report – Provides the average utilization and occupancy of each of the floor's defined spaces. You can customize to get reports by Departments and Space Categories.
  3. Space Utilization Report – Provides hour-by-hour average utilization of each of the defined spaces in a building for each space, allowing you to view utilization for a specific day and time.
  4. Space Occupancy Report – Provides hour-by-hour occupancy of each of the defined spaces in a building, allowing you to view occupancy for a specific day and time.

The above reports show data for the previous week by default. Using the Change Timeframe option, you can customize dashboards quickly to show daily, weekly, monthly, quarterly, yearly, or custom time intervals.

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Portfolio Utilization Report

For Partners and Customers.

The Portfolio Utilization report is a measure of how efficiently space is used in a building. The report provides average utilization and peak utilization along with the number of hours occupied. Average utilization is measured by determining the average number of hours for the specified duration for specific days for a given category of space or department or all space categories and departments across the floor. Peak utilization is the desired utilization rate. If a floor is consistently meeting the peak utilization rate, it means that the allocated spaces are being utilized efficiently.

To view the report,

  1. Click Reports > Portfolio Utilization Report. The report displays utilization for the organization’s portfolio for the previous week during normal business hours (7 am to 7 pm).
  2. To change the time range, click Change Time Range, select duration.
  3. Click Apply to generate the report.

You can either print the report or export the data to a .csv file. You can customize the report by region and campus as well with the Customize Report option.

Chap4_Port_Util_Report.png 

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Floor Utilization Report

For Partners and Customers.

The Floor Utilization report shows the average utilization and occupancy details of each of the defined spaces within the floor. The report shows how efficiently floors are being used for the selected facilities. Managers can see a quick overview of the average and peak utilization of floors along with the number of hours occupied. The higher numbers indicate better and favorable overall utilization. Based on the report, managers can improve utilization by reallocating or reassigning space categories and departments.

To view the report,

  1. Click Reports > Floor Utilization Report. The report displays utilization for the organization’s portfolio for the previous week during normal business hours (7 am to 7 pm).
  2. To change the time range, click Change Time Range, select duration.
  3. Click Apply to generate the report.

You can either print the report or export the data to a .csv file. You can customize the report by Departments and Space Types using the Customize Report option.

Chap4_Floor_Util_rep.png 

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Space Utilization Report

For Partners and Customers.

The Space Utilization report shows the average utilization for all configured spaces in the building on an hour-by-hour utilization for each space for the selected period. The report shows how efficiently each space in the building is being utilized. Managers can see a quick overview of the average utilization of all spaces on an hour-by-hour basis. The higher numbers indicate better and favorable overall utilization. Based on the report, managers can improve utilization by reallocating or reassigning space categories and departments in the building.

To view the report,

  1. Click Reports > Space Utilization Report. The report displays the average utilization for the organization’s portfolio for the previous week on an hourly basis.
  2. To change the time range, click Change Time Range, select duration.
  3. Click Apply to generate the report.

Use the horizontal and vertical scroll bars of the window to view the report. You can either print the report or export the data to a .csv file.

Chap4_Space_Util_Rep.png 

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Viewing Utilization for a Specific Day and Time

For Partners and Customers.

To obtain a greater understanding of your building’s utilization for a specific day and time, you can customize the Space Utilization report. This information provides an in-depth insight into your building’s utilization of all spaces in the building for a specific day and time. The report shows how efficiently each space in the building is being utilized. Managers can see a quick overview of the utilization of all spaces by departments in a building at a specific hour or on an hour-by-hour basis. The higher numbers indicate better and favorable overall utilization. Based on the report, managers can improve utilization by reallocating or reassigning space categories and departments in the building.

To view utilization data for a specific day and time, navigate to Reports > Space Utilization Report. By default, the report is generated for a minimum of one week for all weekdays from the selected start date. To view the report for a single day and specific duration,

  1. Click Change Time Range.
  2. Select a Start Date from the calendar.
  3. Select an End Date of the week from the calendar. By default, all weekdays for the week are selected.
  4. Click to deselect all weekdays and reselect the weekday you need.
  5. Choose a time duration by dragging the slider.
  6. Click Apply.

Chap4_Daily_util_report.png

The day-to-day utilization report is generated for the specific day and duration.

 

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Space Occupancy Report

For Partners and Customers.

The Space Occupancy report shows the average occupancy for all configured spaces in the building on an hour-by-hour occupancy for each space. The report shows how efficiently configured space types in the building are being occupied. Managers can view a quick overview of the average occupancy of all space types on an hour-by-hour basis. The higher numbers indicate better and favorable occupancy. Based on the report, managers can improve occupancy by reallocating or reassigning space categories and departments in the building.

To view the report,

  1. Click Reports > Space Occupancy Report. The report displays the average occupancy for the organization’s portfolio for the previous week on an hourly basis.
  2. To change the time range, click Change Time Range, select duration.
  3. Click Apply to generate the report.

Use the horizontal and vertical scroll bars of the window to view the report. You can either print the report or export the data to a .csv file.

Space_Occ_Report.png 

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Viewing Occupancy for a Specific Day and Time

For Partners and Customers.

To obtain a greater understanding of your building’s occupancy for a specific day and time, you can customize the Space Occupancy report.  This information provides an in-depth insight into your building’s occupancy for all spaces in the building for a specific day and time. The report shows how efficiently each space in the building is being occupied. Managers can see a quick overview of occupancy of all spaces by departments in a building at a specific hour or on an hour-by-hour basis. The higher numbers indicate better and favorable overall occupancy. Based on the report, managers can improve occupancy by reallocating or reassigning space categories and departments in the building.

To view occupancy data for a specific day and time, navigate to Reports > Space Occupancy Report. By default, the report is generated for a minimum of one week for all weekdays from the selected start date. To view the report for a single day,

  1. Click Change Time Range.
  2. Select a Start Date from the calendar.
  3. Select an End Date of the week from the calendar. By default, all weekdays for the week are selected.
  4. Click to deselect all weekdays and reselect the weekday you need.
  5. Choose a time duration by dragging the slider.
  6. Click Apply.

Chap4_Daily_util_report.png 

 

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Customize Report

For Partners and Customers.

The Customize Report button in each report allows you to customize the content to meet your organization's needs by adjusting the range of data that appears in the report. You can specify the exact metrics for occupancy, utilization, square feet, and work hours for generating the report. The Customize Report button appears on the top right of each report. 

  1. Choose Add Location. It brings up the facility tree hierarchy allowing you to customize the report by region and campus.
  2. Select Department and Space Type. The report format you choose determines which Department and Space Type you want to show.
  3. Choose the range of data to appear in the report by specifying exact metrics for occupancy, utilization, square feet to include, and work hours for generating the report.
  4. Click Run Report.

Chap4_Customize_report.png

 

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