Assess demand
Use evidence of actual attendance when assessing requests for more teaching rooms.
ESTATES & FACILITIES
Make space decisions
with evidence.
Compare timetabled activity, room capacity and recorded attendance to understand how teaching spaces are being used.
Improve room allocation
Identify small groups assigned to large rooms and explore a better fit.
Plan your estate
Inform decisions about spare capacity, consolidation and future space requirements.
ILLUSTRATIVE ROOM OCCUPANCY
50 seats.
5 attendees.
10% occupancy.
For this session, recorded attendance divided by room capacity gives an occupancy figure of 10%. That is evidence to review the room allocation alongside the session’s requirements.
Scheduled student numbers and recorded attendance are different measures. Use both to understand planned demand and observed participation.
Teaching room · Capacity 50 10%
5 recorded attendees · 45 remaining seats
Illustrative example, not customer dataUsage, occupancy and utilisation.
Room usage
How much of the available time a room is used. Define the available hours consistently when comparing rooms.
Room occupancy
Attendees as a proportion of room capacity for a session. The example above is 5 ÷ 50 = 10%.
Room utilisation
Combines time usage and occupancy. Agree the reporting definitions and available data when reviewing your estate.
A booking tells you the plan. Attendance adds the evidence.
A timetable shows which room has been allocated and when. Recorded attendance adds another question: how many students attended that session?
A room can be heavily booked yet have low occupancy. Bringing the two views together helps estates and timetabling teams examine whether space is being allocated effectively.
Review repeated mismatches
Look for recurring small groups in large rooms, rather than making a space decision from one unusual session.
Protect specialist requirements
Consider equipment, accessibility, teaching format and room layout when identifying alternatives.
Inform future demand
Use patterns across teaching periods to support discussions about additional rooms, consolidation or changes to the estate.
Put the numbers into context.
In the example above, five recorded attendees in a 50-seat room gives 10% recorded occupancy. If five students were scheduled, that also suggests a room-allocation question. If 50 were scheduled, the same figure raises a different question about participation.
Attendance marks provide evidence of participation in an event, rather than continuous physical headcounts. Check capture coverage and use consistent reporting definitions when comparing rooms or campuses.
Connect rooms, events and attendance →START WITH YOUR INSTITUTION
Let’s make attendance
work for your team.
Talk to us about your timetable, teaching spaces and attendance requirements.
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