10.11.2025
Check-in
Only those who show up occupy the room – and what else the display does
The check-in confirms that you are actually using a room you booked – from "My bookings", from a QR code or from the display at the room, and only inside a window around the start. At the display you can also book on the spot and extend, shorten or end a running booking.
A room only counts as occupied once the person who booked it is actually there. The check-in is how you confirm that. It stops reserved but unused rooms from being blocked for everyone else.
Whether your room requires a check-in is decided by your organisation, per unit. When it does, you will find it in your booking confirmation and on the booking itself.
Where you check in
The check-in area sits at the top of Events → My bookings. Under the heading Active bookings it says "The following bookings require a check-in:" and lists every affected booking.
The old address /check_in still works – it redirects to this page.
The three ways
Way | When it fits |
|---|---|
The Check-in button on the booking | when the booking has exactly one resource: one tap is enough |
Scan QR code for check-in | the button opens the camera in your browser; you scan the code at the room or on the display |
The display at the room | check in with a tap on the door sign, no device of your own needed |
After scanning, Zeitwart reports "Check-in successful". If nothing is due, the page shows "There are no bookings with an open check-in".
The time window
Checking in is not possible at any time, but within a window around the start of the booking: a period before it and a grace period after. Your unit sets both.
An example for a booking at 10:00 with 20 minutes lead time and a 15 minute grace period:
Time | What applies |
|---|---|
before 09:40 | check-in not yet possible |
09:40 to 10:15 | check-in possible |
from 10:15 | the window has closed, the booking counts as a no-show |
The exact times are in your booking confirmation.
When the check-in does not happen
Without a check-in inside the window, the booking is checked out automatically and the room is released. The booking then shows Check-in not completed (No-Show). Depending on your organisation's settings, you or the administration are notified.
Check-out
If you finish early, hand the room back: on the active booking, Zeitwart asks "Please confirm your check-out:" and then reports "The booking has been checked out." The room is available to others again.
Reminders
Zeitwart reminds you twice: once when the window is about to open, and once when it is about to close. Both arrive as e-mail and – if you have it switched on – as a push notification. Once you have checked in, the second reminder is dropped.
You can turn this off in your profile under Settings → Notifications, at the occasion Check-in and attendance.
The states at a glance
Shown as | Meaning |
|---|---|
Check-in mandatory | this booking needs a check-in |
Check-in pending | the window is open, you have not checked in yet |
Check-in successful | done |
partially checked in | with several resources, only part is confirmed |
Check-in not completed (No-Show) | the window closed, the room was released |
No check-in | none is required for this booking |
When something goes wrong
"Access denied" means the scanned code does not belong to one of your bookings.
"The associated event could not be found." – the code matches no active booking, for instance because it has already been cancelled.
A network error – check your connection and try again. At a display, a second attempt a few seconds later often does it.
Some QR codes change every minute and are shown on a display. A code you photographed will not work later – that is deliberate.
Booking at a display
Many rooms have a display outside – a door sign showing whether the room is occupied and what is coming up next. It is more than a screen: you can check in there and, if your organisation allows it, book on the spot.
What the display shows
The name of the room, its current state and the next appointments. While a booking is running it also says when it ends.
Booking ad hoc
If the room is free and you hold the permission Create ad hoc bookings via display, you can occupy it there and then.
Choose Ad-Hoc Booking on the display.
Answer "How many minutes would you like to book?" with the duration you want.
Confirm. Zeitwart reports "The ad-hoc booking has been saved."
The booking then runs in your name and appears in My bookings like any other.
Whether the booking rules apply depends on your permission: ad-hoc booking exists with and without booking rules. With rules, a spontaneous booking can be refused at the display too – outside opening hours, for instance.
Adjusting a running booking
While your booking is running, the display offers three routes:
Action | Effect |
|---|---|
Extend booking | adds time, provided the room is free afterwards |
Shorten booking | brings the end forward and releases the remainder |
End | ends the booking immediately; the room is free again |
Before shortening and ending, the display asks once more.
Shortening and ending are collegial acts. Whoever finishes a meeting early releases the room for everyone else – it shows as available in the calendar straight away.
When nothing works
A permission message means your account may not book at this display. That is a matter of your role.
If the display shows nothing at all or outdated appointments, it is probably offline. Report it to your administration – displays can be restarted remotely.