Reporting - Workspace data table

1. Purpose of the report

The Workspace Data Table report helps you analyse workspace revenue and contract value by unit, month, location, unit type, and currency. It provides a visual overview of contract values over time, helps identify vacant periods, and allows you to compare contracted unit value with invoiced revenue.

2. Filters

Filter	Explanation
Date	The selected date range or reporting period determines which data is included in the report. The heatmap and chart display values for the months within the selected period.
Location	Limits the report to the selected location or locations. Users only see locations they have access to. If only one location is available to the user, this filter is not shown.
Unit type	Limits the report to one or more selected workspace unit types, such as offices, desks, apartments, or other configured unit categories.
Exclude initilaized subscriptions	Use this filter to include or exclude initialized subscriptions from the report. Exclude them when you do not want prepared subscriptions to affect the report visuals or exported results.

3. Important calculation rules

The report is based on workspace units linked to subscriptions. Values are calculated from subscriptions that are active during the selected period. Only the unit contract value is included; monthly services and other non-unit subscription lines are excluded. Discounts applied to the unit subscription line are included, while all values are shown excluding VAT.

When a subscription starts or ends during a month, the contract value for that month is calculated pro rata based on the number of days the subscription is active. The report only includes data for locations the operator has access to. If no active subscription exists for a unit in a particular month, no contract value is shown for that unit and month.

Contract value represents the value of the unit on the subscription for the relevant month. It is based on the unit subscription line after discounts, excluding VAT, and is calculated pro rata when the subscription is active for only part of the month.

Original unit price is the price defined in the unit master data before subscription-specific discounts or contract changes. If Priced per person is disabled, it equals the unit price. If Priced per person is enabled, it equals the unit price multiplied by the unit's original capacity.

Invoiced amount is based on invoice lines for units on invoices that are no longer in draft status. It uses the invoice line total excluding VAT.

4. Top tiles, charts and tables

Tile/Chart/Table	Explanation
Contract value per unit	The contract value heatmap provides a month-by-month overview of unit contract values. Each row represents a unit and each column a month, with the cell value showing the contract value for that unit in that month. The colour intensity indicates the size of the contract value, with higher values shown in a stronger colour. Empty cells indicate that the unit is vacant or has no active subscription contributing contract value. Hover over a cell to see the subscriptions behind the value, including the customer, subscription number, and contract value. This makes it easy to identify vacancies, changing contract values, and units with higher or lower contract values over time.
Subscription vs invoice	The subscription vs. invoice chart compares the contracted unit value with the original unit price and the amount actually invoiced for each month. The X-axis shows the month and the Y-axis shows amounts excluding VAT. Total invoiced represents the unit amounts invoiced on non-draft invoices, with credit notes deducted. Total contract represents the calculated unit contract value for subscriptions active during the month, while Original contract represents the original unit price from the unit master data. This allows you to easily compare the contracted value, original unit pricing, and actual invoiced revenue over time.

5. Exports

Export	Explanation
Deafult	This provides the standard workspace data output with the existing report fields. Use this export when you need the workspace data for the selected filters, with one row per unit.
Clean	This provides a clean, user-friendly version of the workspace data for easier analysis. Use this export when you need a simplified dataset in a clearly formatted table, with one row per subscription.
Clean expanded	This provides an expanded, clean dataset for more in-depth analysis. It is presented in a clear, user-friendly table with one row per subscription, including an additional row for unoccupied units.

Note : The report data refreshes overnight. You can manually start this by clicking the ‘update reports’ button to ensure the report reflects current information.