Denbighshire County Council’s facilities team faced growing pressure to cut real estate costs, streamline services, and shape effective hybrid policies. Yet leaders lacked visibility into who was using office space, when, and how. Reporting was slow and fragmented, leaving decisions reliant on anecdotes rather than facts. Without trusted data, every consolidation plan or policy adjustment risked either overcutting space or leaving excess capacity unused.

Key challenges:

• Fragmented, manual reporting that took hours or days to prepare
• No reliable evidence to guide office consolidation decisions
• Ghost bookings inflating usage metrics and wasting resources
• Leadership relying on assumptions about occupancy peaks and patterns
• Difficulty aligning policies with how employees really used space

Denbighshire County Council deployed Kadence Insights Plus to capture accurate, real-time workplace data. Automated dashboards gave leaders instant visibility into building usage, departmental movement, and occupancy trends. Instead of chasing spreadsheets, the facilities team could focus on strategy, confident that leadership always had access to current, trusted data.

How Kadence helped:

• Real-time occupancy dashboards available on demand
• Evidence-based support for office consolidation and service right-sizing
• Visibility into ghost bookings and peak usage patterns
• Insights into departmental collaboration and space design needs
• A smoother booking experience that built employee trust

The council had already reduced office sites, but without proof, they risked overcutting or undercutting capacity. Kadence Insights confirmed which buildings were heavily used, which were underutilized, and how departments moved across neighborhoods. This evidence not only validated past consolidation but highlighted new opportunities for savings while ensuring staff always had the space they needed.

Before Kadence, facilities managers spent hours reconciling spreadsheets and piecing together reports for leadership. With Kadence Insights Plus dashboards that are always current, the team reclaimed significant staff hours every month. Reports that once took days are now available in minutes, freeing the facilities team to focus on higher-value strategy and employee support while ensuring leaders always have trusted data at their fingertips.

Kadence revealed insights that overturned assumptions. Leadership believed Wednesdays were the busiest day for office attendance, but data showed Thursdays were the true peak. By aligning hybrid policy around actual behavior, the council improved fairness, boosted adoption, and built greater employee trust. With evidence at hand, leadership approvals became faster, and strategies moved forward without hesitation.

Employees previously booked desks and rooms “just in case,” creating inflated occupancy metrics and empty spaces. With Kadence, live visibility and flexible booking options reduced ghost bookings significantly. The result was a more efficient use of resources, higher trust in availability, and a smoother experience across departments.

Beyond raw numbers, Kadence revealed how departments collaborated, where privacy was most needed, and which areas consistently went unused. The facilities team used this data to redesign spaces around actual behaviors rather than assumptions. Employees now walk into offices intentionally shaped to support their work, making every in-office day more productive and valuable.

For Denbighshire County Council, Kadence Insights Plus has become the backbone of workplace strategy. With accurate data driving every decision, the council can confidently right-size its portfolio, adjust services to match demand, and fine-tune hybrid policies to fit employees rather than force them into rigid structures.

Ready to see how data can reshape your workplace? Get your demo with Kadence here.