Meeting Room Utilisation (30 days)

The question it answers: Which meeting rooms were never booked or are booked less than 10 % of the working week?

Which meeting rooms are booked and which stand empty? Rooms nobody booked in a month, or that are booked less than 10 % of the working week, are candidates to repurpose - or to check whether they are bookable at all.

Note

Bookings are not attendance: a booked room can still stand empty (no-shows). All-day and cancelled events are ignored. An Exchange application access policy can limit which mailboxes the app may read - include the rooms.

At a glance

Where in the app	Tenant › Room Utilisation
Workload	Tenant
Kind	Table · dashboard tile
Data	A scan: it runs only when someone presses Run scan (or calls the API’s scan action) and can take minutes. The last result is kept until the next scan.
Licence	Exchange Online (room mailboxes need no licence).
Report id (API and MCP)	tenant.collaboration.room-utilisation

Columns

Column	Key	Type
Room	DisplayName	Text
Utilisation	UtilisationPercent	Status
Bookings	Bookings	Text
Booked hours	BookedHours	Text
Days used	DaysWithBookings	Text
Capacity	Capacity	Text
Building	Building	Text
Floor	Floor	Text
Last booking	LastBooking	Date
E-mail	Email	Text
Error	Error	Text

Filters

Filter	Key (API)	On when the page opens
Only rooms under 10 % booked	under-10	No

What it needs

Licence: Exchange Online (room mailboxes need no licence).

Application permissions on the IntensiveReports app registration (all permissions):

Permission	API	What it allows	Note
Place.Read.All	Microsoft Graph	Read all company places
Calendars.ReadBasic.All	Microsoft Graph	Read basic details of calendars in all mailboxes

Data sources it reads

• GET /v1.0/places/microsoft.graph.room
• GET /v1.0/users/{room}/calendarView (30 days)

Through the API and MCP

GET /ir-api/v1/reports/tenant.collaboration.room-utilisation?size=100
GET /ir-api/v1/reports/tenant.collaboration.room-utilisation?filter=under-10
POST /ir-api/v1/reports/tenant.collaboration.room-utilisation/scan

An AI assistant reads it with the MCP tool get_report and the id tenant.collaboration.room-utilisation. The client needs the Run scan grant for Tenant. See Using the API.