Real estate & workplace · Power BI template

Workplace Space Utilisation Power BI template

Power BI office space utilisation dashboard template: occupancy by weekday and hour, peak vs average, desk no-shows, floor usage and meeting rooms.

By · Founder & Reliability Engineer · Updated

Free for commercial use

Dark version: same layout, colours re-solved and checked for WCAG AA contrast.

Workplace Space Utilisation Power BI dashboard template: 5 KPI cards, a matrix, a line chart, a bar chart, a table and 2 slicers on a 1280×720 page

BetaOpens in Power BI Desktop with 8 tables of sample data and every visual bound. See what’s inside

Free, no sign-up. The PBIP with sample data includes the background, theme and a README. 1920×1080 fits a new page in a Fluent 2 report; 1280×720 and 2× fit Classic pages. Downloads carry a small “Made with VizForge” mark (sign in to the studio to remove it).

Customise in the design studio →
Layout
Plain header, 5 slim KPIs, weekday × hour heatmap matrix + daily trend, floor bars + meeting-room table
Page size
1280×720 px (16:9, Power BI default)
Theme
Arctic Teal

Open the sample-data PBIP in Power BI Desktop

Checked against Microsoft Learn's Power BI Desktop projects documentation (as of Nov 2026).

  1. 1

    Unzip to a short path and open the .pbip

    Extract the zip to a short local folder such as C:\PBI (Windows limits project paths to 260 characters, and Desktop can't save a project straight to OneDrive or SharePoint), then double-click the .pbip file or use File → Open in Power BI Desktop. Microsoft still lists projects and TMDL as preview features (as of Nov 2026): if Desktop won't open the project, go to File → Options and settings → Options → Preview features, tick “Power BI Project (.pbip) save option” and “Store semantic model using TMDL format”, then restart Desktop.

  2. 2

    Select Refresh once

    The project ships without the local data cache (.pbi/cache.abf), so Desktop opens the full model definition without data. Select Home → Refresh: every table is built from values written into its Power Query step, so there is no data source to sign in to.

  3. 3

    Save as .pbix or connect your data

    Use File → Save as to keep a single .pbix file, or open Transform data and replace each table's Source step with your own query, keeping the column names so the measures and visuals keep working.

What’s inside the Space Utilization sample model

Rendered from the same definition the download writes as TMDL, so this list always matches the file.

Tables
8
Fact rows
360
DAX measures
8

Two fictional office buildings over six weeks (to 30 Oct 2026): daily peak and average people per floor from occupancy sensors, desk bookings and no-shows, an hourly weekday profile per building, and weekly meeting-room bookings against actual use. Units: People, desks and hours; utilisation as a share of desks or room hours available.

Tables and columns

Calendar

Date table · 2026, one row per day

Date table generated in Power Query (List.Dates), marked as the model's date table.

  • Date (date)
  • Year (whole number)
  • Quarter (text)
  • Month (text)
  • Month Name (text)
  • Week Start (date)
  • Weekday (text)
  • Fiscal Year (text)

Building

Dimension · 2 rows

Office buildings.

  • Building (text)

Floor

Dimension · 6 rows

Floors with desk capacity.

  • Floor (text)
  • Building (text)
  • Desks (whole number)

Hour

Dimension · 12 rows

Working hours 07:00–18:00.

  • Hour Label (text)

Meeting Room

Dimension · 10 rows

Bookable meeting rooms.

  • Room (text)
  • Building (text)
  • Seats (whole number)

Floor Day

Fact · 180 rows

One row per floor per working day from occupancy sensors and the desk-booking system.

  • Date (date)
  • Floor (text)
  • Desk Capacity (whole number)
  • Peak People (whole number)
  • Average People (whole number)
  • Desks Booked (whole number)
  • No-shows (whole number)

Hourly Profile

Fact · 120 rows

Average people present by weekday and hour per building over the six weeks.

  • Weekday (text)
  • Hour (whole number)
  • Building (text)
  • Average Present (decimal)
  • Capacity (whole number)

Room Week

Fact · 60 rows

Meeting-room hours available, booked and used per week, with the average attendance.

  • Week (date)
  • Room (text)
  • Hours Available (decimal)
  • Hours Booked (decimal)
  • Hours Used (decimal)
  • Avg Attendees (decimal)

Relationships

Many-to-one, single direction. Inactive relationships are switched on inside a measure with USERELATIONSHIP.

  • 'Floor Day'[Date] → 'Calendar'[Date]
  • 'Floor Day'[Floor] → Floor[Floor]
  • Floor[Building] → Building[Building]
  • 'Hourly Profile'[Building] → Building[Building]
  • 'Hourly Profile'[Hour] → Hour[Hour]
  • 'Room Week'[Week] → 'Calendar'[Date]
  • 'Room Week'[Room] → 'Meeting Room'[Room]
  • 'Meeting Room'[Building] → Building[Building]

DAX measures

All measures live in a dedicated Key Measures table. Copy any of them into your own model; rename the table and column references to match.

Average Occupancy %Average people present over desk capacity.
Average Occupancy % =
DIVIDE ( SUM ( 'Floor Day'[Average People] ), SUM ( 'Floor Day'[Desk Capacity] ) )

Format string: 0%

Peak Occupancy %Busiest day's peak as a share of desks.
Peak Occupancy % =
MAXX (
    VALUES ( 'Calendar'[Date] ),
    DIVIDE ( CALCULATE ( SUM ( 'Floor Day'[Peak People] ) ), CALCULATE ( SUM ( 'Floor Day'[Desk Capacity] ) ) )
)

Format string: 0%

Desk BookingsDesks booked.
Desk Bookings =
SUM ( 'Floor Day'[Desks Booked] )

Format string: #,0

No-show RateBooked desks left empty.
No-show Rate =
DIVIDE ( SUM ( 'Floor Day'[No-shows] ), [Desk Bookings] )

Format string: 0%

Hourly Occupancy %People present over capacity for the weekday and hour.
Hourly Occupancy % =
DIVIDE ( SUM ( 'Hourly Profile'[Average Present] ), SUM ( 'Hourly Profile'[Capacity] ) )

Format string: 0%

Room Utilisation %Hours actually used over hours the room was open.
Room Utilisation % =
DIVIDE ( SUM ( 'Room Week'[Hours Used] ), SUM ( 'Room Week'[Hours Available] ) )

Format string: 0%

Booked but Unused %Booked hours nobody turned up for.
Booked but Unused % =
DIVIDE ( SUM ( 'Room Week'[Hours Booked] ) - SUM ( 'Room Week'[Hours Used] ), SUM ( 'Room Week'[Hours Booked] ) )

Format string: 0%

Seat Fill %Average attendees over the room's seats (for one room).
Seat Fill % =
DIVIDE ( AVERAGE ( 'Room Week'[Avg Attendees] ), MAX ( 'Meeting Room'[Seats] ) )

Format string: 0%

What each visual is bound to

The PBIP opens with these fields already on each visual.

Field bindings per visual
VisualFields
BuildingSlicerBuilding[Building]
FloorSlicerFloor[Floor]
Average occupancyCard[Average Occupancy %]
Peak occupancyCard[Peak Occupancy %]
Desk bookingsCard[Desk Bookings]
No-show rateCard[No-show Rate]
Room utilisationCard[Room Utilisation %]
Occupancy by weekday and hourMatrix'Hourly Profile'[Weekday], [Hourly Occupancy %], Hour[Hour Label]
Daily occupancyLine chartCalendar[Date], [Average Occupancy %], [Peak Occupancy %]
Occupancy by floorBar chartFloor[Floor], [Average Occupancy %]
Meeting roomsTable'Meeting Room'[Room], 'Meeting Room'[Seats], [Room Utilisation %], [Booked but Unused %], [Seat Fill %]

Questions this dashboard answers

Each one is answered by a visual on the page, from the sample model's own tables and measures.

About this dashboard layout

Hybrid working made office space a data question: how many desks do we need, and on which days? The centrepiece is a weekday × hour matrix of average occupancy from the sensor feed. Turn on a background colour scale for the values and it becomes a heatmap, which usually shows a Tuesday-to-Thursday peak, a quiet Friday and a lunchtime dip.

Beside it, daily occupancy plots the average and the peak share of desks for each working day. Plan capacity from the peak, not the average: an office that averages 45% can still run out of desks on a Wednesday.

The bottom row is where the decisions are. Occupancy by floor, sorted, shows which floors could be consolidated or sublet. The meeting-room table compares hours used with hours available, the share of booked hours nobody turned up for, and seat fill, the average attendees against the room's seats, which is how you find a 20-seat room booked for two-person calls.

The five cards are average and peak occupancy, desk bookings, the no-show rate (booked desks nobody checked in to) and room utilisation. The sample covers two fictional buildings over six working weeks.

Visuals on the page

Positions are Power BI page pixels. Enter them in Format → General → Properties → Size and position, or use the PBIP download where they are already set.

Visual positions in the Workplace Space Utilisation template
VisualTypeXYWidthHeight
BuildingSlicer9202416040
FloorSlicer10962416040
Average occupancyCard4012020856
Peak occupancyCard29612020056
Desk bookingsCard54412020056
No-show rateCard79212020056
Room utilisationCard104012020056
Occupancy by weekday and hourMatrix40224704224
Daily occupancyLine chart792224448224
Occupancy by floorBar chart40496456184
Meeting roomsTable544496696184

Custom visuals for this layout

Built-in Power BI visuals cover most slots above. These slots also suit a custom visual; each page covers the data shape, DAX and a prompt to generate it as a .pbiviz.

Already have a report?

Brand Makeover tries Workplace Space Utilisation first on every page of your Power BI project (.pbip zip) where it fits: the page's visuals have to go into its 9 data slots without overlaps. Pages it can't seat get another catalog layout or a brand grid. Queries, filters and bookmarks are left as they are. Free, in your browser.

Opens with the Analyst / Dense preset, because the Executive preset doesn't use this layout (9 data slots; this preset uses templates with at most 7).

Restyle my report into this

Swap a slot for a custom visual

Pick any slot and VizForge AI writes a custom visual (.pbiviz, with TypeScript source) sized to it, in this template's colours and shaped for the fields it is bound to.

Generate one that fits this layout.

Card · 208×56 px · bound to [Average Occupancy %]

1, 2 or 5 credits depending on the brief · 5 free on signup. Sign in or create a free account on the next screen; the brief is saved for 30 minutes.

Brief sent to the generator (you can edit it there)

A Power BI card visual titled "Average occupancy". It sits in a 208×56 px slot on a designed report page. Match the report's brand: data colours #0F766E, #4F46E5, #B45309, #BE185D, #0369A1, #65730F; background #FFFFFF; text #1E293B; font Segoe UI. Transparent visual background so the page design shows through; no visual border. In the sample model it is bound to [Average Occupancy %]; keep the same data roles so the fields drop straight in.

Not sure what to build? Browse the visual catalog or open the template in the design studio and hand off any slot from there. Or start in the AI generator with a blank brief.

Colours and theme

Arctic Teal

Cool light Power BI theme with a deep teal lead, slate text and ice-grey page; AA-checked data colours for IT, healthcare and service reports.

See the Arctic Teal palette and contrast checks →

Use the background in an existing report

Prefer to keep your own report? Apply the design to it instead of opening the PBIP.

  1. 1

    Download the background

    Take the 1920×1080 PNG for a new page in a Fluent 2 report (the default size for new pages), or the 2× PNG (2560×1440) for sharp text on a 1280×720 Classic page. Power BI scales the image to the canvas.

  2. 2

    Set the canvas background

    Format page → Canvas background → Browse. Set Image fit to Fill and transparency to 0%.

  3. 3

    Import the theme

    Design ribbon → Import theme (in the Power BI service: View → Theme pane), then pick the downloaded JSON. Data colours and fonts now match the design. Older Desktop builds: View → Themes → Browse for themes.

  4. 4

    Place your visuals

    Size each visual to the positions above with background and border off, or open the PBIP project where they are already placed.

Questions about this template

Does the Workplace Space Utilisation template come with sample data?

Yes. The “PBIP with sample data” download contains a semantic model with 8 tables and 8 DAX measures, and every visual on the page is already bound to it. The sample: Two fictional office buildings over six weeks (to 30 Oct 2026): daily peak and average people per floor from occupancy sensors, desk bookings and no-shows, an hourly weekday profile per building, and weekly meeting-room bookings against actual use. The data is written into each table's Power Query step, so there is no data source or sign-in.

Is it a .pbix file?

It is a Power BI project (PBIP): a folder of text files that Power BI Desktop opens like a .pbix. Open the .pbip file, select Refresh once to load the sample rows, then use File → Save as if you want a single .pbix.

What visuals are in the Workplace Space Utilisation template?

The page has 11 visual areas: 2 slicers, 5 cards, 1 matrix, 1 line chart, 1 bar chart, 1 table. Their exact positions are listed on this page so you can match them in Power BI's Format → General → Properties panel, or skip that step by downloading the PBIP project.

Which theme does the Workplace Space Utilisation template use?

It ships with the Arctic Teal theme (light tone). Download the theme JSON here, or open the template in the design studio and switch to any other theme or your own brand colours.

Is there a dark version of the Workplace Space Utilisation template?

Yes. Switch the preview to Dark and every download (background, theme JSON and PBIP) comes in that version. The layout is identical; the page, card and text colours are re-solved for a dark page, and the accent, status and data colours keep their hues but are adjusted until text meets WCAG AA (4.5:1) and chart colours reach 3:1 against the cards.

How do I use the background image in Power BI Desktop?

Select the page, open Format page → Canvas background, choose Browse and pick the PNG, then set Image fit to Fill and transparency to 0%. Give your visuals a transparent background and no border so the designed panels show through.

Can I open the PBIP project in Power BI Desktop?

Yes. PBIR is the default report format in Power BI Desktop since September 2026, and the download is a PBIP project: unzip it and open the .pbip file, select Refresh once and the sample data loads into visuals that are already bound (the empty PBIP leaves the containers unbound for your own data). Microsoft still lists projects and TMDL as preview features (as of Nov 2026), so if Desktop won't open it, enable them under File → Options and settings → Options → Preview features.

Build guides for this dashboard

Guides to the same dashboard job: which custom visuals it needs, the DAX behind them and prompts to generate them.

KPI cards for this layout

Headline numbers drawn by one DAX SVG measure each, for the Card visual or a table row.

Want the headline numbers to look like cards rather than plain values? Browse the KPI card gallery or build your own in the SVG measure builder.

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Make the Workplace Space Utilisation template yours

Swap in your brand colours and logo, move panels, add icons and generate missing visuals with AI, then export the background, theme JSON and PBIP project.

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