The role of IoT occupancy sensors in real estate and facility management

27 March 2024

By providing data-driven information, IoT sensors (IoT: Internet of Things) are revolutionising the real estate and facility management sectors. Building management is taking on a whole new dimension with the real-time information they provide.

What are occupancy sensors?

IoT sensors are devices designed to collect reliable data from variety devices and systems, making it available in real time via the internet.

The data is then converted into valuable, actionable information to track trends and derive metrics via a cloud platform such as ROOMZ Advanced Analytics.

Different occupancy sensors depending on the type of workspace

  • Occupancy sensors for offices

Mainly used in flex office or shared office environments, office sensors are discreetly installed to detect whether or not an employee is present. By integrating this data into a workspace booking application or an interactive floor plan, employees can reserve a space in advance or go straight to it if it is available.

desk occupancy sensor

Learn more about the ROOMZ Desk Sensor >

  • Sensors for meeting rooms

70% of employees say they lose up to 15 minutes just looking for a space to meet, with 24% losing up to half an hour.1

The lack of available meeting rooms is a problem frequently raised by employees. Sensors installed inside rooms can identify whether a reserved room is occupied or not. If no activity is detected within a set period of time, the system automatically releases the room. This feature optimises the efficiency of rooms use and eliminates ghost meetings.

Learn more about the ROOMZ Sensor >

  • Sensors for huddle spaces and phone boxes

Specially designed for smaller spaces, these motion sensors can determine in real time whether a space is vacant or not. By integrating this data into an interactive floor plan, employees can easily locate and choose an available workspace according to their needs during the day.

Learn more about the ROOMZ Huddle Sensor >

We would like to remind you that ROOMZ is the manufacturer and publisher of complete solution consisting of hardware and software. ROOMZ wireless presence sensors are designed to be easily and discreetly installed in workspaces. They measure a person’s presence using infrared sensors and a patented algorithm that enables us to guarantee complete anonymity, in compliance with principles of the General Data Protection Regulation (GDPR).

What advantages do occupancy sensors offer when optimising workspaces?

  • Sensor analytics to understand how your offices are used

Occupancy sensors play a central role in systems for analysing and measuring the utilisation of workspaces. This is because they make it possible to show three metrics that are essential for the building area:

– A real-time view of the occupancy of each workspace.

– The occupancy rate (time occupied/free time of a space) according to the hours and days of the week, the work area or room type.

– The utilisation rate, which gives an indication of how often each space is used.

By accessing this data, decision-makers gain an essential basis for developing an informed optimisation strategy and allocating resources to the right place.

  • Creating predictive analyses

By evaluating historical data provided by the sensors and analysing trends, decision-makers are able to plan the development of their workspace requirements. This proactive strategy enables companies to adapt the design of their workspaces to changing requirements, ensuring continuous optimisation.

  • Reducing building-related costs

By identifying under-utilised spaces, companies can minimise the costs associated with unoccupied space, such as electricity, heating and air conditioning consumption. This facilitates more efficient resource management and a reduction of costs associated with running the premises. The optimisation of workspaces therefore leads to significant savings while contributing to a more sustainable use of resources.

  • Improving the employee experience

By actively analysing occupancy levels and workspace usage patterns, sensors play a crucial role in improving the employee experience. They make it possible to optimise the office layout to meet the specific needs of employees. This personalisation of the working environment helps to increase employee comfort, well-being and satisfaction.


Occupancy sensors are precise and effective devices for optimising the use of workspaces. By integrating them into companies, property managers, work environment managers and HR decision-makers can improve operational efficiency, reduce costs and promote a more productive and comfortable working environment for employees.

[1] Satisfaction Survey on Workspace Conducted by Steelcase I 2023

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