What Is a Room Occupancy Sensor?

In today’s modern workplace, where every square metre counts, a room occupancy sensor has become one of the simplest ways to improve efficiency, reduce wasted energy, and make better decisions about how your rooms are used.

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Put simply, these are small devices sit quietly in the background, detect when people enter or leave a room. By doing this, they automatically provide insights that help companies work smarter.

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Whether they are placed in meeting rooms, breakout spaces or soundproof office pods, they are now an essential part of creating an adaptable, productive office environment. Here at Persy Booths, we think occupancy sensors are a great idea. Every company needs a great working environment, but they need to know which office areas to invest in. With occupancy sensors, you know where to focus your efforts.

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Key takeaways from this article:

• What occupancy sensors are and how the technology works
• The different types of sensors and where they fit best
• The measurable benefits for modern offices, from energy savings to productivity
• Implementation tips that keep things simple, cost-effective, and privacy-focused

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How Do Room Occupancy Sensors Work?

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An occupancy sensor detects the presence of people in a room and reports that data back to a building system or booking platform. Most operate using one of several common technologies:

• Optical and camera-based sensors
• Infrared (including PIR)
• Ultrasonic detection
• IoT-based devices that monitor environmental conditions such as temperature, humidity, and light
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Passive infrared (PIR) sensors pick up on body heat and motion, while ultrasonic sensors emit sound waves to detect movement—even subtle shifts. Optical systems offer higher accuracy and wider range, though they typically come at a higher cost. Meanwhile, IoT-enabled occupancy sensors gather richer real-time data about usage, environmental conditions, and how rooms change over time.

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Crucially, modern occupancy sensors are built with privacy in mind. Most don't identify individuals; they simply track occupancy, motion, or environmental changes. When you use them alongside smart office tools you get a clearer picture of how different spaces support the way your teams actually work.

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Different workplaces have different needs, so choosing the right sensor matters.

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Passive Infrared (PIR) Sensors

• Pros: Low cost, reliable, energy-efficient
• Cons: Limited range and can miss very still people
• Best for: Small rooms where cost control is key

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Ultrasonic Sensors

• Pros: Excellent detection, even when occupants remain still
• Cons: More expensive and more sensitive to air movement
• Best for: Larger meeting rooms or high-activity spaces

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Dual-Technology Sensors

• Combine PIR and ultrasonic technology for highly accurate detection
• Best for: Critical applications where false negatives/positives must be avoided

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Optical / Camera-Based Sensors

• Pros: Advanced analytics, reliable presence and occupancy monitoring
• Cons: Higher cost; privacy and security must be carefully managed
• Best for: Enterprise-level rooms and smart workplace strategies

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IoT-Enabled Smart Sensors

• Pros: Monitor temperature, humidity, light levels and more, often linking into wider building systems
• Cons: Require integration and ongoing management
• Best for: Organisations that rely on real-time data to improve workplace planning

Introducing occupancy sensors isn’t just about convenience—they deliver measurable improvements across efficiency, employee experience and operational value. They help optimise spaces, reduce wasted energy, and support smarter ways of working.

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Optimise Space Usage

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Occupancy sensors reveal how rooms are really used—highlighting underused spaces, overbooked meeting rooms, or areas needing redesign. This insight helps businesses make the most of every room, instead of overspending on unnecessary expansions or equipment.

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Automate Check-In and Booking

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Many modern booking systems now use sensor-based detection to automatically release unused meeting slots, preventing “ghost meetings” and saving people time. If a room shows as booked but the sensor reports no occupancy after a set period, the system can free it up for others.

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Boost Productivity

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Real-time occupancy insights help employees quickly find free rooms or spaces that match their needs—whether quiet focus work, quick catch-ups or private calls—so they spend less time searching and more time achieving. And when companies want private focus areas, solutions like soundproof office noise solutions or office pods can support teams without requiring major renovations.

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Support Smart Energy Use

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Governments are understandably keen to reduce the energy used by lighting and HVAC systems, which are some of the biggest contributors to office energy consumption. Guidance from the Carbon Trust in the UK, for example, highlights that occupancy sensors can significantly cut wasted power in commercial buildings.

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From an EU perspective, the revised Energy Performance of Buildings Directive encourages smarter building automation—such as occupancy detection for lighting and HVAC—to help meet ambitious carbon-reduction targets across member states.

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Enhance Workplace Analytics

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From capacity planning to redesign decisions, sensor data provides solid evidence rather than guesswork. This helps organisations create better conditions for productive, satisfying work—for example, identifying which spaces are always full, which rooms are rarely used, and when peak usage times occur.

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Getting the best results requires more than just installing devices on the ceiling. Companies should:

• Select the right technology for their rooms, needs and budget
• Integrate occupancy sensors with existing booking or building management software
• Ensure privacy compliance and transparent communication with people in the office
• Maintain and test devices over their life time to keep detection accurate

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Once again, choosing the right supplier matters. Look for practical, helpful, honest specialists who offer friendly advice, fast delivery and minimal hassle. Persy Booths takes exactly this approach when supplying offices with soundproof booths, such as the Persy One office pod.

A room occupancy sensor may be small, but its impact on workplace efficiency is significant. By providing accurate occupancy insights, automating controls and helping companies use their rooms more effectively, these sensors support smarter workplaces and happier teams. For businesses looking to balance cost, function and practicality, they’re one of the most valuable devices you can add to your office ecosystem.