Aarhus University, located in Aarhus, Denmark, is a modern European university with more than 40,000 students and 11,000 employees. As an expanding campus, Aarhus University has experienced growth in the number of students applying to its academic programmes each year. Therefore, Aarhus University decided to use Queue-it in its admissions process to help handle student user overloads to its admissions online system.
Queue-it has helped Aarhus University prevent slow response times and system failures through transferring excess end-users to a virtual waiting room that manages website overload during extreme user peaks and allows users to complete their registrations without any problems. Aarhus University users that exceed the site capacity limits are offloaded to the virtual waiting room, which manages the volume and pace of user inflow back to the site as capacity opens up. The virtual waiting room presents end-users with a user-friendly queue page that updates their queue status dynamically, keeping them informed and satisfied.
According to Jens Hørlück, Project Manager at Aarhus University, “At the end of June, new students to Aarhus University apply for admission to their preferred Bachelor programmes. They get a reply one month later. Within 14 days from July 30th at midnight, the students must confirm their application using Aarhus University’s normal self-service system. The system is designed to handle several thousand users per hour. Over the last couple of years, we have noticed that traffic wildly exceeds capacity during the first few opening minutes, causing long response times and users being thrown off. On social media, we can see that prospective students hold “acceptance parties” on the night of July 30th, with the purpose to create a heavy user overload situation to bring our system down. They bring their laptops to the party and all press “ENTER” at the same time at midnight. When we have problems, they view it as a success. This year, we disappointed them by placing them in a neat queue.”