Show facilities which meeting rooms actually get used
Every Monday, WebRun opens Envoy Rooms, pulls last week's bookings for every meeting room, cross checks each one against the linked Google Calendar event to see whether the meeting actually happened and how many attendees it had, logs the utilization rate per room to a Google Sheet, and posts facilities a Slack report on which rooms are overbooked, sitting empty, or the wrong size for how they are used.
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How do I find out which meeting rooms are actually being used?
Every Monday, WebRun pulls last week's Envoy room bookings, checks each one against the linked Google Calendar event and check in data for real attendance, logs utilization per room to a Google Sheet, and posts facilities a Slack report flagging rooms that are overbooked, sitting empty, or the wrong size for how they are actually used.
- Underused rooms get flagged before a lease or fit out decision, not after
- Overbooked small rooms surface as a capacity problem, not a mystery
- Facilities gets a weekly report instead of pulling Envoy data by hand
Built for facilities teams · workplace experience teams · real estate teams · office managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
dashboard.envoy.comin a real browser with your saved login - no setup, no API keys. -
1
Envoy - pull last week's room bookings
envoy.com How to Automate Envoy
WebRun opens Envoy to pull last week's room bookings. - Open Envoy Rooms and pull every booking from the last 7 days
- Capture the room, capacity, booked hours, and organizer for each
- Note any booking marked as a no show with no check in
Done when Last week's room bookings are captured for every room.
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2
Google Calendar - check attendance against each booking
calendar.google.com How to Automate Google Calendar
WebRun opens Google Calendar to check attendance against each booking. - Check each booking against its linked calendar event
- Read attendee counts where available to compare against room capacity
- Flag rooms booked for far more or far fewer people than attended
Done when Every booking has been checked against real attendance.
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3
Google Sheets - log utilization by room
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log utilization by room. - Open the room utilization tracker and add last week as a new row set
- Record each room's booked hours, no show rate, and average attendance
- Update the month to date utilization percentage per room
Done when Last week's utilization is logged for every room alongside prior weeks.
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4
Slack - report the findings to facilities
slack.com How to Automate Slack
WebRun opens Slack to report the findings to facilities. - Post facilities a report naming the most overbooked and most underused rooms
- Flag any room consistently booked at the wrong capacity for its size
- Leave scheduling changes and room resizing to facilities to decide
Done when Facilities has a weekly room utilization report to act on.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does it change any room's booking rules or size?
No. WebRun only reports what happened last week. Any decision to resize a room, cap its capacity, or change booking rules is made and carried out by facilities, not by WebRun.
How does it know a meeting actually happened, not just got booked?
It checks the linked Google Calendar event and Envoy check in data for each booking, so a room reserved but never used shows up as a no show, not as utilized.
Can it flag rooms that are the wrong size?
Yes. When attendance is consistently far below a room's capacity, or a small room is repeatedly overbooked for larger groups, WebRun flags it in the report so facilities can consider resizing.
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