Space inventory management
- Desk positions needed
- 84
- Desk area, square feet
- 5040
- Net area before circulation, square feet
- 8340
Every figure on this page is computed from the inputs entered, by the method stated below it. HardFM publishes no space standard, no square feet per person that any body recommends, no attendance rate and no insurance requirement: the desk ratio, the area per desk, the circulation allowance, the attendance and what a contractor must hold are your organisation's own figures and rules.
Space inventory management is the record of what floor the organisation actually has: every building, every floor, every room and desk position with its area, its use and who it is assigned to. It is the denominator under every other workplace figure. Utilization is attendance over the desks in the inventory, cost per person is rent over the people the inventory seats, and the case for giving up a floor is the inventory with the attendance laid over it. This guide walks what a space inventory has to hold and what it lets you work, and the free return to office policy template on this site takes an inventory's desk count and a headcount and returns the days a week those desks can support and the desks short on the busiest day, with no account.
Open the Office space per person calculator Free to use. No account, no card, no trial clock.
The inventory: every space with its area, its use and its assignment
Buildings, floors, rooms and desk positions, each with a square footage, a use (desk, meeting, support, plant) and who or which team it is assigned to. The worksheets take the desk count and the area from it; the paid plan keeps the list they come from.
The occupancy laid over it: what each space is used at
Attendance counts filed against the floor turn the inventory into a utilization map: which floor is at 90% on Tuesday and 40% on Friday, which desks are never used, which meeting space is booked solid. Measured week by week, the map is the evidence behind a space decision.
The decision it supports: keep the floor, share the desks, or let it go
With the inventory and the occupancy in one place, the three decisions are arithmetic: the space a headcount needs, the desks a return-to-office rule needs on its busiest day, and what is spare. The policy template works the third from your headcount, days, desks and clustering.
Space inventory management: common questions
What is space inventory management?
Keeping every building, floor, room and desk position the organisation has, with its area, its use and its assignment, as one record, and laying the attendance over it so utilization and cost per person can be worked from what the floor actually contains. HardFM Pro keeps the inventory; the free worksheets work the figures from your counts.
Is this a lease or property management system?
No. Leases, rent, tenants and the landlord's side belong to property management products and HardFM does not keep any of them. It keeps the space as a place people work: the floors, the desks, who is in and who is cleared to come on site.
Can I work the figures without keeping an inventory?
Yes. Every worksheet on this site takes its inputs from you directly, with no account: the desk count, the headcount, the attendance and the area. The inventory is what makes those inputs a record rather than a memory, and that is what HardFM Pro is for at $24 a month for the whole team.
HardFM Pro
Keeping what you make
The worksheets are free forever. Pro turns them into the record: every space and desk kept against the building with who is booked into it, the occupancy the floor sees week by week, every contractor cleared to be on site with the insurance, the induction and the date each expires, and every worksheet you save reopened under your own name.
- Download as PDF
- No HardFM watermark
- Save every worksheet and reopen it later
- Your organisation's name and logo on the paperwork
- Export every worksheet and policy in one go
- Expiry reminders emailed to you before a contractor's insurance or induction lapses
- Connect your own Stripe account and get paid online
- Connect your QuickBooks Online or Xero
$24per month, whole team
Start HardFM Pro PricingRenews monthly at the price above until you cancel. We email you before any price change.
Will it do what you need for Space inventory management?
Tell us what your workplace team needs and we will tell you straight whether HardFM Pro does it today, whether it is coming, or whether you need a space planner or a broker instead. A person reads these and replies.
Cite or embed this figure
On the worked example, 180 people required in 3 days a week with 120 desks, 70% of the rest clustering on the busiest day and 20 desks kept assigned, is 108 in on an average day, 158.4 on the busiest, 38.4 desks short and 3.33 days a week the desks could actually support.
Office space per person calculator (Desk positions needed): 84, HardFM, worked example.
Cite as: "Space inventory management, HardFM", updated 2026-09-05, https://hardfmly.com/space-inventory-management/.