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In many hybrid workplaces today, it can feel like your office is never truly full – perhaps there’s even tumbleweed rolling past some spaces.

With rows of empty desks and quiet meeting rooms, it’s easy to assume that space isn’t an issue. But for facilities managers, the real challenge isn’t just about whether space is available – it’s about knowing how much is actually being used, when, and by whom.

This information is essential when you’re considering how to reduce costs.

• Could you safely close off an entire floor over winter to cut heating bills?
• Is that bank of focus pods ever used, or could it be reconfigured into something more valuable?
• Are there large meeting rooms that are empty while smaller rooms are overbooked?

To answer these questions, you need more than assumptions. And while a workspace booking system can help, when the office looks underused, encouraging people to pre-book or check in can be ‘the devil’s own job’ – which often means the system isn’t used consistently or accurately.

That’s where occupancy sensors come in.

By passively monitoring how different types of spaces – desks, meeting rooms, touchdown areas – are used throughout the day, occupancy sensors allow facilities teams to build a detailed view of usage patterns without relying on pre-booking and/or manual check-ins.

Where paired with a desk and room booking system, sensors can validate bookings, detect no-shows, and surface the gaps between expected and actual usage. This combination offers powerful insights into how space is actual being used on the day – not just what was planned ahead of time. Intent versus reality can be miles apart!

Whether you’re trying to reduce overheads, make better use of your existing footprint, or support evolving hybrid work strategies, choosing the right sensor solution is key.

This guide walks you through the types of sensors available, key considerations around privacy and integration, common installation pitfalls – and don’t miss my checklist of essential vendor questions at the end to help you buy with confidence.

What Types of Sensors Are Available?

Not all occupancy sensors are built the same.

Some detect simple movement, while others count people, track patterns, or differentiate between a desk and a ‘casual’ seating area. The right type depends on the kinds of insights you need, how much detail you’re looking for and – of course – how much you are willing to spend.

This table distils the main occupancy sensor technologies available today:

Sensor Type	Pros	Cons	Best for
Passive Infrared (PIR) Detects movement using changes in infrared heat.	✔️ Simple & cost-effective ✔️ Good for basic presence detection ✔️ Easy to install & configure	✖ Doesn’t detect stationary people ✖ Can’t distinguish between one person or many ✖ Not suitable for individual desks or accurate headcounts	Detecting presence in meeting rooms Identifying if a space is in use
Ultrasonic Uses sound waves to detect motion, even subtle ones.	✔️ Detects subtle motion ✔️ Works well in low-light environments ✔️ Moderate cost	✖ Can be triggered by ambient noise or vibrations ✖ Not suitable for accurate people counting ✖ Not reliable for desk-level detection ✖ May need careful placement & tuning to avoid false positives	Basic occupancy detection Monitoring movement in shared areas
Time-of-Flight (ToF) / 3D Imaging Uses infrared or laser light to map depth & movement.	✔️ Tracks movement paths in 3D ✔️ Distinguishes multiple people in a shared space ✔️ Privacy-friendly – no visual or identifying data captured	✖ Higher cost ✖ Requires clear line-of-sight ✖ Not typically used for individual desks ✖ More complex installation with hardware mounting & power/network requirements	Accurate meeting room headcounts Occupancy & flow in open-plan areas Privacy-conscious environments
Thermal Estimates occupancy based on body heat signatures.	✔️ Respects privacy (no camera/audio) ✔️ Long battery life ✔️ Low to mid cost ✔️ Generally low maintenance once installed	✖ May struggle with people close together ✖ Detection delay (e.g. 5–10 minutes) ✖ May not suit individual desk detection	Estimating room or zone occupancy Privacy-sensitive environments
Camera-Based Uses video with AI to interpret people, behaviours & activity.	✔️ High detail & accuracy ✔️ Can interpret behaviour & activity types	✖ Raises privacy concerns ✖ May require employee consent & data safeguards ✖ High cost ✖ Not typically used at desk level ✖ Complex installation & configuration ✖ May require regular updates & security monitoring	Real-time people counting Multi-use dynamic space analytics
Pressure Sensors Detect seated presence through pressure.	✔️ Highly accurate seated detection ✔️ Not affected by lighting or movement	✖ Requires installation on each seat or desk ✖ Doesn’t detect people standing nearby ✖ Costly to scale & maintain ✖ Battery-powered units may require ongoing maintenance	Hot-desking environments Individual desk presence tracking
WiFi Location Tracking Uses existing office WiFi to detect signals from phones & laptops to estimate occupancy.	✔️ Quick to deploy with no physical sensor installation ✔️ Leverages existing infrastructure ✔️ Delivers great insights with minimal or no outlay	✖ Can be impeded by thick walls or poor signal zones ✖ Lacks room-by-room accuracy ✖ Individuals with multiple devices may be overcounted	Starting point for space utilisation analysis High-level occupancy trends Large office zones or open floors

Read more detail on occupancy sensor types here>

Occupancy Sensor Privacy & Compliance

One of the most common concerns around occupancy sensors is privacy – and rightly so.

With growing awareness of workplace surveillance and legal frameworks like GDPR, it’s essential that any sensor solution balances data collection with transparency and respect for employees.

Key questions include:

• What personal data, if any, is collected?
• Is the data anonymised at the source?
• Is any video, audio, or facial data captured, or is only occupancy metadata transferred?
• How is data transmitted over the network – is it encrypted in transit and at rest?

From a compliance standpoint, organisations also need to understand how the system is managed day to day.

• Are privacy settings and data retention policies configurable?
• Is there a central dashboard or management platform?
• Can access be controlled and audited by role?

All of these considerations contribute to your overall GDPR position. Working with vendors who have experience in regulated environments is strongly advised.

How Accurate Do Your Sensors Need It To Be?

Monitoring Touchdown Areas

Touchdown areas, soft seating zones, and unassigned workspaces are popular in modern office layouts – but they’re also the hardest to measure accurately. People use these spaces informally, often for short periods, and rarely check in or book them in advance.

For these environments, the goal is to understand overall use without needing to track every seat. Overhead thermal sensors or 3D imaging can help monitor activity at the zone level, giving a more complete picture of demand without getting too granular.

In these cases, it’s less about pinpointing who sat where and more about identifying trends: when are these spaces busiest, how long are they typically used, and are they providing value for the space they occupy?

Integration with Room & Desk Booking Systems

While sensors can operate independently, their real power is unlocked when integrated with your existing room and desk booking system. Together, they provide a feedback loop between what’s been scheduled and what actually happens.

For example, if a meeting room is booked but remains empty, sensors that can be integrated with your workspace booking system can flag a no-show and release the space for others.

Over time, this data helps you understand booking behaviour, reduce friction for users, and fine-tune your space allocation strategies.

Installation, Maintenance & Management Challenges

Sensor rollouts often seem straightforward – until you get into the details. Installation and long-term management are where many projects get stuck, especially at scale.

Wired sensors may require electrical work and careful placement to avoid disrupting ceilings or fixtures.

Wireless options are more flexible but rely on good battery life and reliable connectivity. Gateways may be needed to link sensor data back to your network, which adds cost and configuration requirements.

Checklist of Questions When Deciding on Sensor Technology

Before making a decision, it’s helpful to treat the procurement process as a conversation – not just a checklist. The best vendors won’t just sell you hardware, they’ll help you uncover what matters most for your workplace and guide you toward the right setup.

Here are the key questions to ask:

1. What is the problem we are really trying to solve?
   Are you aiming to improve booking accuracy? Reduce no-shows? Understand demand for different types of spaces? Support hybrid work more effectively?
2. What types of spaces do we need to monitor?
   Are you focused on meeting rooms, open-plan areas, breakout zones, or entire floors? How many locations or square metres are in scope?
3. How does the system collect, store, and share data?
   Is the data anonymised? What’s transmitted over the network? How often is data updated? Where is it stored?
4. Is there an API? Can the sensors integrate with our existing platforms (e.g. Power BI, FM systems, booking tools)? This is crucial for custom reporting, automation, or cross-system insights.
5. How is privacy and compliance handled?
   Do the sensors collect or transmit any visual, audio, or personally identifiable information (PII) that could make people feel like they’re being monitored? Is it GDPR compliant?
6. What does deployment involve?
   Are the sensors wired or wireless? Are there any network or power constraints? Do you need gateways? How long will installation take, and what impact will it have on your space?
7. How are the devices managed over time?
   Is there a central dashboard for monitoring health and updates? Can firmware be pushed remotely? How are sensors replaced if they fail?
8. What support is available?
   Does the vendor provide training or installation help? Is ongoing support included? Is there a pilot option before committing to a full rollout?

These questions will help you move beyond surface-level specifications and identify a workspace sensor solution that fits your space, your people, your budget and your long-term workplace strategy.