What I am hoping you're referring to when you say 'show occupants' is database management, not moving digital representations of figurines between rooms. While you technically can use entourage as stand-ins for staff, it's cumbersome to physically move elements throughout a model versus having a Room Parameter along the lines of "Staff Member:"
The team members that interact with this model are likely receiving a list that's either 'this is the new comprehensive layout' or 'these rooms specifically change in these ways'. In either case, my hope for something of this scale is that the list actually lives as some type of database or spreadsheet. If that's the case, there are both manual workflows to populate the changes into a model (room schedules) as well as semi-automatic workflows (Dynamo import/export csv data). If that isn't the case, the facilities team still has to manually enter this information into a something - Revit will operate a bit slower than spreadsheet files for data entry but it is technically doable.
You CAN make the model the sole source of information for things like furniture tabulation, room population, etc... but ultimately for anyone outside of the 2 staff members to practically use it, the information needs to get turned (exported) into a schedule, report, or plan. Whereas a spreadsheet of staff members that lives in a directory doesn't require specially trained staff members to extract or update...or view.
