Measuring and increasing office attendance: Calculation and software

Office attendance remains a balancing act between presence and working from home. Many employees only work on site for part of the week. To encourage them to come into the office more often, it is worth making the working environment and equipment more attractive.

By Isolde Van der Knaap
0 min reading
October 15, 2025
February 25, 2026
Measuring and increasing office attendance: Calculation and software

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Office Attendance: TL;DR

  • Mandatory attendance rules in office do not increase productivity; rather, they reduce satisfaction and increase turnover.
  • Attendance data can be used to reduce the number of individual workstations and create space for collaboration, breaks, and team zones.
  • Actual office attendance can be measured by utilization, attendance days, and no-show rates. The most reliable way to do this is with an office attendance tracker that combines booking and Wi-Fi data.
  • With office attendance software such as PULT, you receive real-time data on the use of your workstations and can derive targeted measures to increase attendance.

How do I measure office attendance?

You can measure office attendance using three key figures: workplace utilization, average attendance days per employee, and the peak day rate. In addition, no-show rates for bookings provide valuable information about how reliably your office is actually being used.

  • Workplace utilization shows you how many workstations are actually occupied in relation to the available spaces.
  • Days of attendance per capita show whether your employees tend to be in the office two, three, or even four to five days a week.
  • The peak day rate tells you how high utilization is on peak days.
  • No-shows indicate that employees book spaces or rooms but then do not use them.

You can record office attendance manually by counting and keeping your own Excel lists. This gives you initial indications, but is very time-consuming.

Classic booking systems go one step further. They show you which workstations or rooms have been reserved. The catch: a booking does not automatically mean that the space was actually used, and no-shows distort the picture. 

The most reliable way to measure true office attendance is PULT Presence, an attendance software for your office. This records both bookings and actual attendance in the office. The recording takes place as soon as employees' laptops, tablets, or smartphones connect to the company Wi-Fi. This also works via your existing Wi-Fi infrastructure.

Tip: With the office evaluation feature in PULT, you can see exactly how your office is actually being used. You can record actual attendance, bookings, no-shows, and peak days in one office attendance system in PULT.

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What can office attendance data be used for?

Office attendance data allows you to use your existing office space in ways that were not possible before. Utilization figures enable you to offer your employees the rooms and zones that they actually want.

  • Fewer fixed workstations: If you notice that many individual workstations regularly remain empty, you can reduce their number. A desk-sharing concept makes it possible to have fewer desks without anyone being left empty-handed. You can use the space that becomes available for other purposes.
  • Create rooms that are in demand: Meeting rooms and team zones are in greater demand than traditional individual workstations. With the square footage you gain, you can set up meeting rooms, project areas, or creative zones that offer your employees real added value.
  • Attractive break and relaxation options: Lounges, kitchenettes, or even sports areas make the office a place where people enjoy spending time. These areas are difficult to replace in a home office, and that is precisely what motivates people to come to the office voluntarily.
  • Increase employer attractiveness: A modern, well-equipped office is also an argument in recruiting. Applicants are increasingly looking for a workplace that offers exchange, well-being, and relaxation.
Tip: Many employers want their employees to return to the office from working at home. With positive measures, you too can make a successful return to the office.

What is the impact of compulsory office attendance?

According to recent studies, compulsory office attendance does not lead to increased performance, but rather reduces satisfaction and can sometimes increase staff turnover. Younger generations are particularly affected.

  • No increase in productivity: Analyses of companies with mandatory office attendance policies show that performance does not increase and in some cases even declines.
  • Declining satisfaction: Employees feel patronized, which has a negative effect on motivation and loyalty to the company.
  • Higher staff turnover: Many resign or look for new opportunities when they lose flexibility due to rigid attendance requirements.
  • Unequal impact: Studies show that women, high-performing employees, and millennials are particularly likely to resign when mandatory office attendance is introduced.

Measurements as the first step toward increased office attendance

The option of spending individual workdays in a home office has become standard for employees. At least, that is true for professions where it is actually possible. However, office attendance is also a valuable asset that employers rightly want to see return.

The return to the office and thus increased office attendance is best achieved through positive motivation. Coercion tends to lead to attrition. Any measures that make your office more attractive are considered suitable motivators. Offer your employees something that their homes cannot provide.

In order to free up space for lounges, team areas, quiet areas, or even sports rooms, you will need to redesign the existing space and reduce the number of individual workstations. The first link in this chain is therefore to measure the current office utilization. And this is best achieved with Office Insights from PULT.

Important: As more colleagues return to the office, booking and attendance figures will naturally shift. Therefore, keep an eye on the trend in PULT, which is very easy to do using Office Insights.

By observing booking behavior, you can readjust the availability of individual workstations. This ensures that all employees can reliably book a free space at any time.

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About author

Isolde Van der Knaap

Hybrid Work Enthusiast and Account Executive

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At PULT we're designing the future of the hybrid workplace for companies and their employees. Focused on SME and mid market customers in Eruope, I'm working on everything from Customer Discovery to Onboarding. I'm very passionate about new work and moved to Hamburg in 2024 even though I'm originally from France.

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Office Insights

The Paperless Office: A step-by-step guide from piles of paper to a digital workflow

The paperless office describes an ideal state in which documents, approvals, and internal processes are handled without a parallel analog system. However, many attempts at digitization result in duplicate records, a situation that can be avoided.

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The Paperless Office: The Basics

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A paperless office can only be achieved when processes and documents are transformed together. However, parallel structures undermine both the concept and the benefits.

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For legally compliant archiving in accordance with GoBD, retention periods of 6 and 10 years apply. Digitally archived documents must be stored in a manner that ensures they are complete, unalterable, and can be reconstructed at any time for audit purposes.

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Implementing a paperless office: Assess the current situation, prioritize appropriate processes, select software, involve the team, and evaluate the results after 90 days.

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PULT digitizes room reservations, desk bookings, and visitor management in a completely paperless manner and integrates directly with MS Teams, Slack, Personio, and HiBob—as part of a paperless office management system.

What distinguishes a truly paperless office from a digital filing system?

Going paperless starts with ensuring that a process—such as approving a vacation request or processing an incoming invoice—runs from start to finish without any physical documents. If, on the other hand, you simply scan a document and forward the PDF via email, you’ve eliminated the paper, but not the process.

Document vs. Process: What's the Difference?

Document digitization converts a paper document into a file. Process digitization redesigns the workflow behind it: Who submits the request, and where? Who approves it, and how? Where is the result stored in an audit-proof manner and immediately retrievable? Only when both are combined can a paperless office without parallel structures be achieved.

What aspects of office work can be made paperless?

As a general rule, almost all processes that have been handled on paper up to now can be digitized:

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Inbox: digital inbox with automated forwarding.

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Invoice Processing: Digital Incoming Invoices with Accounting Integration.

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Contracts and Documents: DMS with full-text search and access rights.

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HR documents: digital personnel file, electronic time tracking.

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Visitor Management: Digital check-in processes instead of paper lists, as with visitor management using PULT.

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Room and desk reservations: Reservation systems instead of notice boards and in-person reservation arrangements.

Digital booking of rooms and seats in PULT, with automatic check-in and AI-powered meeting room management.

What legal considerations do I need to keep in mind when setting up a paperless office?

The key legal pillars of the paperless office in Germany are the GoBD, document retention periods, and the e-invoicing requirement.

GoBD and Audit-Compliant Archiving

A digitally archived document is considered GoBD-compliant if it meets three principles:

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Completeness: No document may be missing or deleted without verification.

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Immutability: Subsequent changes must be prevented or fully logged.

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Traceability: Every access can be reconstructed by auditors.

Retention periods apply regardless of format: 10 years for accounting documents, balance sheets, and tax-related business correspondence; 6 years for other business correspondence. A GoBD-certified document management system (DMS) then technically implements these requirements.

E-Invoicing and Other Digitalization Requirements

Starting in January 2025, all B2B companies in Germany must be able to receive e-invoices. The requirement to send e-invoices will take effect in 2027 for companies with annual revenue exceeding 800,000 euros, and in 2028 for all companies.

Beforehand, the general processing of invoices should already be fully digitized so that the transition to e-invoicing can then be made with comparable ease.

What software do I need for a paperless office?

Setting up the right software infrastructure for a paperless office means making a decision for each category and finding the best tools for hybrid work for the company. Four categories cover the majority of paper-related processes:

Category Tools (Examples) What is it for?
Document Capture & DMS DocuWare, ELO, M-Files Audit-compliant archiving, full-text search, access rights
Digital Signature Skribble, DocuSign Legally valid signature without a printout
Invoice Processing DATEV, Lexware, Candis Incoming invoices, accounting integration
Office Management PULT Room booking, desk booking, visitor management, and parking management, integrated with Microsoft Teams, Slack, and HR systems

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How do I implement a paperless office step by step?

To move toward a paperless office, first map out the processes taking place in your office, review and streamline the most important ones, select the appropriate software, and then work with your team to implement the now-digital process.

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Assess the current situation. Document all paper-based processes, including the steps involved: who does what, when, and using what medium?

2

Prioritize processes. Start with the area that offers the greatest time savings. This typically involves incoming invoices or HR processes, as they are time-consuming and prone to errors.

3

Consolidate your tool stack. A few comprehensive platforms are better than a multitude of individual tools, because data interfaces remain the most common source of errors. Choose tools that communicate with each other.

4

Involve the team before rolling out the tool. Employees won't use tools they know nothing about and don't see as benefiting them personally.

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Evaluate after 90 days. What usage rates have the tools achieved? Where are there still media breaks? What needs to be revised?

How to Keep Your Office Paperless for the Long Term

Your employees will follow the digital processes as long as there is no reason to deviate from them. Therefore, the processes—and especially the software—in the paperless office must offer them everything that was previously possible on paper and even go beyond that.

With PULT, you can manage all aspects of your office operations: room reservations and automated meeting room management, presence detection, office usage analytics, visitor reception, and more:

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Visitor Management

Organizing an Event: Checklist, Permits & Legalities 2026

If you organize an event, you now bear more legal responsibility than you did just a few years ago. New requirements for safety documentation, GDPR obligations regarding participant data, and changes to liability rules mean that event planning has become a task where relying on an outdated checklist can quickly become costly.

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Organizing an Event: The Basics

  • Public events involving a large number of people are subject to a require a permit in Germany: Depending on the state and the type of event, applications must be submitted to the relevant authority at least 12 weeks in advance
  • Since the stricter requirements took effect in 2025/2026, event organizers must actively maintain their safety documentation: In the event of a claim, anyone who cannot provide complete documentation bears the burden of proof, regardless of whether there was any fault
  • The GDPR applies to participant data when organizing an event, and specifically to event photos and video recordings as well: Without explicit consent or a documented exception, substantial fines may be imposed.
  • Event management feature: With PULT, companies can coordinate corporate events, room scheduling, and attendee management all within a single system, directly integrated with Personio, HiBob, MS Teams, and Slack.

What permits do I need before organizing an event?

As soon as you start planning an event in Germany, you’ll encounter a complex web of regulations that vary depending on the state, the type of event, and the number of attendees. The key regulations include the Public Gathering Venues Ordinance, GEMA, and guidelines from the public order office.

  • Your city or town’s Public Order Office: The first point of contact for public events. The Public Order Office generally approves the event and coordinates with other authorities as needed. Private corporate events with a fixed guest list held at an approved venue do not require a separate permit from this office
  • Department of Streets and Green Spaces (also known as the Department of Civil Engineering or the Department of Urban Planning, depending on the city): You can apply here for a special use permit for events on streets, squares, or in parks. The exact name of the agency varies by municipality. The quickest way to find the right contact is to search for “special use permit for events” on your municipality’s city portal. Many municipalities now bundle this application in the Servicekonto Deutschland
  • Business Licensing Office: If you sell food or beverages, you need a temporary permit under the restaurant regulations of the respective state. This is a separate application, independent of the event permit.

Three additional points that often come up too late in the planning process:

  • GEMA: You must register music that includes GEMA-licensed tracks in advance at gema.de, whether performed live or played from a recording. The fees depend on the size of the event and the venue area.
  • Regulation on Public Gathering Places (VStättVO): For events with 200 or more people, the relevant building authority will verify whether the venue is licensed as a public gathering place. Clarify this in advance with the venue’s landlord, because as the organizer, you are jointly liable if the operating permit is missing or has expired
  • Fire Department and Public Health Department: For events featuring stage setups or food service, the Public Order Office often requires a fire safety plan and a hygiene plan. Make sure to get written confirmation that this applies to your event.

For all applications for which your municipality offers an online portal, the following applies: The Servicekonto Deutschland consolidates many of these forms. Start the application process at least 12 weeks before the event.

What has changed for events as a result of new safety regulations and the reversal of the burden of proof?

DGUV 115-002 sets forth safety requirements for event and production technology and applies to all events where technical equipment such as stages, lighting, or sound systems is set up. Starting in 2025/2026, authorities and courts expect event organizers to actively maintain their safety documentation rather than compiling it only upon request.

This means that risk assessments, evacuation plans, protocols for briefing service providers, and participant lists must be fully documented. If you cannot present complete documentation in the event of a claim, the burden of proof falls on you. A structured documentation system in place before the event should therefore be considered a requirement that you must comply with.

How do I comply with the GDPR when organizing an event?

As soon as you register participants, you are processing personal data and therefore need a legal basis under Article 6 of the GDPR. For corporate events, this basis is generally derived from legitimate interest. In this case, the data may not be used for purposes beyond the event and must be deleted after 90 days at the latest. The only exception to the deletion period is tax-related retention requirements.

Things get more complicated when it comes to event photos and video recordings:

  • Portraits and identifiable individuals: Publication is prohibited without express consent, even in the case of seemingly harmless group photos
  • Panoramic photos of large crowds: In such cases, a legitimate interest may apply, provided that individuals are not recognizable.
  • Online events and recordings: If you record events or meetings , you must inform participants in advance and obtain their consent. Starting a recording without prior notice is a violation of the GDPR.

When registering, provide a consent form that explicitly asks for permission to take photos and record videos. The same rules apply to hybrid events—that is, formats in which some participants join remotely—with the addition of recording requirements under data protection law.

Organizing an Event Step by Step: The Checklist

What tools can help with organizing events?

When it comes to organizing your event, three categories of tools cover the most important planning areas: tools for checklists and risk analysis, online portals for submitting official applications, and office management platforms for room scheduling and attendee management.

  • Checklists, AI: Use our event checklist and consult an LLM (Claude, Gemini, ChatGPT, etc.) to research the local and municipal requirements or guidelines specific to your state, as these cannot be summarized in a single, universal list.
  • Online permit portals: The Servicekonto Deutschland and municipal application portals allow users to submit permit applications via browser-based forms. However, availability varies by state.
  • Office management platforms with event features: A direct link between event planning, room management, and attendee management saves you the hassle of back-and-forth coordination.

PULT combines room booking, guest management, and catering into a single platform. You can book rooms, filter by capacity and amenities such as projectors or whiteboards, reserve areas on the interactive office map for your event, and add catering directly during the booking process. 

  • Rooms, catering, parking, and guest workstations—all in one booking.
  • Guests check in at the kiosk, and the host immediately receives a notification in Slack or Microsoft Teams.
  • At the reception desk, guests sign NDAs, photo release forms and receive a visitor badge and privacy notices.
  • In an emergency, PULT generates an Emergency Export of all currently present individuals at the push of a button.
  • The weekly planner shows in advance how many employees will be in the office on the day of the event, so that room planning and space utilization can be coordinated.

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Office Insights

Workforce Analytics: Definition, Key Metrics, and EU-Compliant Implementation by 2026

Workforce analytics refers to the analysis of personnel data to manage headcount, productivity, and workforce planning. HR teams use this method to support personnel decisions with data. Starting in August 2026, the EU AI Regulation will tighten requirements for AI-powered HR analytics and mandate specific structures.

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Workforce Analytics: The Basics

  • Workforce analytics is the quantitative analysis of HR data—such as turnover, absenteeism, headcount, and office utilization—to derive actionable recommendations for workforce planning.
  • Key metrics for workforce planning analytics include turnover rate, time-to-hire, absenteeism rate, office attendance, and team-level productivity metrics.
  • The EU AI Regulation classifies many HR analytics systems as high-risk AI starting in August 2026, imposing obligations regarding disclosure, human oversight, and data protection impact assessments.
  • PULT provides the data foundation for workforce analytics in hybrid teams—including attendance, desk utilization, and room bookings—and thus complements traditional HRIS systems such as Personio or HiBob.

What is workforce analytics, and how does it differ from people analytics?

Workforce Analytics focuses on the quantitative aspects of the workforce. It centers on headcount, productivity, turnover, and workforce structure in medium-term planning. People Analytics takes this a step further and also examines behavior, engagement, and collaboration based on qualitative data. HR Reporting, on the other hand, provides only retrospective reports without a forecasting component.

workforce analytics

In day-to-day work, these two areas are closely intertwined. When you implement your own workforce analytics, you create the data foundation for people analytics and the overarching workplace management.

Which metrics are suitable for workforce analytics?

Workforce Analytics uses metrics such as turnover rate, time-to-hire, absenteeism rate, office utilization, headcount trends, and others, which are regularly collected and analyzed. Together, these metrics provide an overview of how the workforce is evolving and which areas of the company are over- or under-staffed.

What tools are suitable for workforce analytics?

Workforce analytics tools can be divided into three layers. An HRIS layer as the data core (Personio, HiBob, Workday), an analytics layer for evaluation (Visier, Tableau, supplementary HRIS modules), and an office layer for attendance and space data in hybrid setups. The right combination depends on company size, data architecture, and EU compliance status.

When making your selection, consider the following five points:

  • Hosting region: EU hosting with a data center in Germany or elsewhere in Europe.
  • API Capability: Interfaces with HRIS, time tracking, and office management systems to eliminate data silos
  • EU AI Act Status: The provider documents whether and how its tool falls under the category of high-risk AI
  • Level of detail: Customizable KPIs and freely configurable dashboards
  • Office database: Attendance data, room and workstation reservations as well as visitor management
Tip: PULT Workplace Analytics includes this office layer and feeds attendance data, desk utilization, and room bookings into your workforce analytics pipeline, which can be combined with Personio or HiBob.

What does the EU AI Regulation 2026 require of HR analytics systems?

According to Annex III of the EU AI Regulation, an HR analytics system is considered high-risk AI as soon as it automatically supports personnel decisions. These include recruitment, promotion, termination, and performance evaluation. As a result, many workforce analytics functions are subject to strict requirements as soon as algorithms independently generate recommendations for or against individuals.

What requirements will apply to HR analytics systems as of August 2, 2026?

The high-risk classification gives rise to four key obligations for new systems:

  • Risk Management and Technical Documentation in accordance with Articles 9 through 11 of the EU AI Regulation
  • Human oversight for every decision involving personal data, not just at a later stage
  • Data Protection Impact Assessment pursuant to Article 35 of the GDPR, plus a Fundamental Rights Impact Assessment pursuant to Article 27 of the EU AI Act
  • Co-determination by the works council pursuant to § 87(1)(6) of the Works Constitution Act (BetrVG) in connection with any introduction or adjustment

How can I ensure that my workforce analytics setup remains compliant?

You can ensure compliance by clarifying your data architecture and processes before purchasing a tool. This involves five key points:

  • EU Hosting: Servers located in the EU, documented data processing.
  • Purpose limitation: You must document in writing which data you are analyzing and for what purpose.
  • Human final decision: No algorithm makes the final decision regarding hiring, termination, or promotion.
  • Disclosure: You proactively inform employees about what data is collected and how it is analyzed.
  • Involve the works council: A works council agreement fulfills the requirement for employee participation.

How to Build a Future-Proof Workforce Analytics System

Workforce Analytics provides you with a quantitative overview of your workforce, from headcount forecasts and turnover to office utilization.

Starting in the fall of 2026, the EU AI Regulation will require specific frameworks for high-risk AI, documentation, and human oversight. With PULT, you can meet these requirements while still gaining reliable data for your workforce planning and site strategy.

  • PULT Workplace Analytics provides real-time attendance, desk, and room data as a data source for workforce analytics.
  • Native integrations with Personio, HiBob, Microsoft Teams, and Slack, so all your HR data is centralized in one place.
  • EU hosting and ISO 27001 certification as the basis for your GDPR and EU AI Act documentation.

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