Digital restart: Zeitwart successfully introduced at the University Library Erlangen-Nuremberg

On 11 November 2025, the time had come: Zeitwart was successfully brought into operation at the University Library (UB) Erlangen-Nuremberg, a central facility of Friedrich-Alexander-Universität Erlangen-Nürnberg (FAU) – and at three locations simultaneously:

• Main Library in Erlangen

• Science and Engineering Branch Library (TNZB) in Erlangen

• Business and Social Sciences Branch Library (WSZB) in Nuremberg

The introduction of Zeitwart replaced an outdated booking system that could no longer meet the high demands for flexibility and scalability in everyday university life. Zeitwart now provides a modern, web-based solution for room and resource management, tailored to the complex structures and diverse usage scenarios of a large university.

New check-in system: developed together with the UB

A particular highlight of the launch was the first use of the new check-in system, developed in close cooperation with the staff of the University Library. The aim was to create a user-centred system that is not only technically convincing, but above all meets the concrete needs of students and staff.

The check-in procedure was designed to be practical from the very start: it allows students, for example, to check in easily via QR code when using a study space. This not only records actual attendance – it also creates a fair and transparent system that prevents reserved but unused spaces from remaining blocked. Unused spaces are automatically released again after a set period, so that other students can benefit from them. At the same time, the system provides the library with valuable data on actual usage, in order to optimise resource planning in a targeted way and identify bottlenecks early.

Interactive maps and flexible booking rules

Another central element of the new solution are the extensive, interactive room maps created specifically for the FAU library locations. They provide a clear visual overview of available workspaces, enable targeted bookings directly via the floor plan and visualise occupancy in real time.

Thanks to the flexibly configurable booking rules, individual areas can be managed in a targeted way and reserved, for example, for specific user groups – such as group work rooms, quiet study spaces or special service areas. This increases not only the efficiency of space utilisation, but also user satisfaction.

Collaboration as equals

The project's success is largely based on the constructive and collaborative cooperation with the University Library team. Through joint dialogue, requirements were precisely defined, implementation steps coordinated and continuously validated – an approach reflected in the high level of acceptance among the first users.

For us, it was important that different rooms and workspaces across several locations could be configured individually and presented clearly. Zeitwart's rights and roles system has proven to be very flexible. The support from the Zeitwart team was excellent: they not only responded promptly to urgent questions and problems, but were also able to implement new features quickly in line with our needs.

Christoph Ackermann, Deputy Head of the User Services Department

A strong system for a large university

With around 40,000 students, the FAU is one of the largest universities in Germany. The introduction of Zeitwart at the UB Erlangen-Nuremberg impressively demonstrates how digital processes can be successfully introduced and operated in large organisations – user-friendly, flexible and scalable.

We would like to sincerely thank everyone involved for their trust, openness and outstanding collaboration. The introduction of Zeitwart at the University Library Erlangen-Nuremberg is a successful example of how modern room management can be implemented in practice – with tangible benefits for universities and their users.