Presence tracking in Maptician captures when employees are in the office and makes that information available for visibility, reporting, and hybrid schedule analysis. Organizations can configure how Presence is tracked or displayed, upload presence data manually, and define hybrid schedule requirements for each occupant. This data then feeds into the Hybrid Schedule Utilization report, which compares actual presence against required in-office days to measure utilization and engagement across the organization.

Set Presence Tracking

1. Navigate to the Occupants tab and select the subcategory Presence.
2. Determine who you want to set the presence for. You have the option to click Select All, or you can select certain individuals by holding Ctrl down on your keyboard while clicking on names.
3. Click Set Presence Tracking. Choose from the following options:
   • Track and Display: allows presence events to be recorded and the user's current status to be broadcast to those with permission rights to see their presence.
   • Track Only: prevents a user's profile from displaying any presence data (similar to a stealth mode). "Track Only" users are not visible to co-workers in real-time. No indicator of presence will be displayed. However, Track Only events are still being recorded, and reports can be generated from this data.
   • No Tracking: prevents all presence records from being created for the user.

Once the tracking is set, employees have the option to set their presence if permissions allow. Admins also have the ability to set an employee's presence, which can be done in the upper right-hand corner, Set Presence.

Upload Presence Data Manually

1. Click on Upload Data at the top of the page.

2. Select the presence event type:
   • Time Bounded: presence data that has a Start Time and End Time, but no date is provided.
   • Entry Time: presence data that has a date and time of entry (Check-In), but no exit time is provided.
   • Date Only: presence data that has a date of entry (date) but no start or end time provided.
   • On-Leave Dates: presence data that has a Start Date and End Date, both of which are most likely future dates (e.g. vacations, holidays, etc.). This is the only Event Type to accept future Presence Data.
3. A template will appear once you select the event type. Click on the hyperlink to download the designated spreadsheet template.

4. Fill in the other fields on the page with the desired outcome.

5. Once the spreadsheet is filled out (instructions and examples are included in each spreadsheet), click the Select File button, and click Submit.
6. Once submitted, you will either see a green checkmark with a message of success or a list of why the upload failed.

Presence History

Once presence is turned on, presence records will be available for each user who manually sets their presence status or if their presence has been uploaded for them.

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Assigning Hybrid Schedules to Occupants

Administrators can set how many days an occupant must be in the office within a chosen time period. These settings feed the Hybrid Schedule Utilization report, which combines them with presence data to calculate occupant utilization.

1. Go to the Occupants tab.
2. Select an occupant to open the Edit Occupant panel.
3. In Profile, open User Organizational Information.

Fields

• Required Days in Office: Type in a whole numeric value.
• Time Period: Choose Weekly, Monthly, or Quarterly.
• Schedule Comments: Text area to list any schedule comments or notes for the occupant.

Validation

Upon clicking  Save Changes, the system checks that Required Days in Office does not exceed the total number of days in the selected Time Period. If it does, an error will display.

Hybrid Schedule Utilization Report

The Hybrid Schedule Utilization report lists users with hybrid requirements and shows how their recorded presence compares to the required in-office days for the selected time period. Only users who have both Required Days in Office and Time Period configured in their settings appear in this report.

Columns

• User: Shows the user’s name and profile image. Click the name to open the user’s profile.
• Required Days in Office per Period: The required in-office days set in the user’s hybrid requirements (in their occupant settings).
• Time Period: The period selected in the user’s hybrid requirements (Weekly, Monthly, or Quarterly).
• Total Elapsed Periods: The number of complete periods covered by the report, based on the selected Time Period and the report’s time range.
• Presence Entries: The count of days the user has at least one presence entry within the report’s time range.
  • Note: Multiple presence entries on the same day count as a single entry for that day.
• Total Expected Days: The calculated number of days that the user was expected to have a presence entry for over the report's time range.
• Utilization: The calculated percentage of actual presence entries vs expected presence entries for the report's time range.
• Schedule Comments: Displays any schedule comments that were set in the user's hybrid requirements.