> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://learn.vantagespace.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# What do each of the status options mean?

Terms used when recording observations during a space utilisation study. Use this guide to choose the correct status for each workspace.

Note that different organisations can have different criteria for any given status - study managers and observers should discuss what each status should be used for and which ones should be used before the study starts.

## Status definitions

**Occupied** — People are present in the workspace.

**Signs of life** — No people are present, but there is evidence someone is working there (e.g. powered-on workstation, coat on chair, open laptop).

**Unoccupied** — The workspace is usable, but nobody is present.

**Vacant** — The workspace is usable but **unassigned** (not intended to be occupied and nobody is present). Use for clearly unused areas of the building.

**Unusable** — The workspace is not fit for use (e.g. no furniture, damaged desk/chair, obstruction blocking access).

**Unobservable** — The workspace cannot be physically reached to determine its status (e.g. locked room).

Using **Vacant**, **Unusable** and **Unobservable** is optional — if you never record them, they will not appear on the dashboard.

## How to decide

| Situation | Status |
| ---- |
| People sitting at the desk | **Occupied** |
| Empty desk but monitor on / personal items visible | **Signs of life** |
| Assigned desk, nobody there, no signs of use | **Unoccupied** |
| Hot-desk zone with no assignment indicators, empty | **Vacant** |
| Desk blocked or broken | **Unusable** |
| Cannot enter the room | **Unobservable** |

## When an observation cannot be carried out

If you cannot record an observation (meeting in progress, room locked, etc.):

1. Use **Unobservable** if the workspace is inaccessible
2. Use **Add a note** in the app to explain why data could not be recorded
3. Alert your study manager if the floor plan observation point is in the wrong location

## Private meeting rooms

If you cannot see inside a private meeting room to count occupants or technologies, record what you can from outside and add a **note** explaining the limitation. Do not guess occupant counts.

Discuss ambiguous cases with your study manager before the study starts.