1 .. include:: images.rst
6 Before importing and/or adding patrons be sure to set up your :ref:`patron
7 categories <patron-categories-label>`.
9 .. _add-a-new-patron-label:
12 ------------------------------------
14 Patrons are added by going to the 'Patrons' module.
16 - *Get there:* Patrons
18 Once there you can add a new patron.
24 - The fields that appear on the patron add form can be controlled by
25 editing the :ref:`BorrowerUnwantedField` system
28 - First enter the identifying information regarding your patron
32 - Required fields are defined in the
33 :ref:`BorrowerMandatoryField` system
36 - Salutation is populated by the
37 :ref:`BorrowersTitles` system preference
41 If you'd like to prevent full names from printing on
42 :ref:`slips <notices-&-slips-label>` and you're not using the Initials or
43 Other name fields for anything else, you can use them for
44 shortened versions of the name to then be printed on the slip.
54 Then on the slip you can have it print the
55 <<borrowers.initials>> instead of the full name (NCE).
57 Or you could do something like this:
65 Then on the slip you can have it print the
66 <<borrowers.initials>>, <<borrowers.firstname>> instead of the
67 full name (E, Nicole).
69 - Next enter the contact information
73 - For contact information, note that the primary phone and email
74 addresses are the ones that appear on notices and slips printed
75 during circulation (receipts, transfer slips and hold slips). The
76 primary email is also the one that overdue notices and other
79 - If this patron is a child, you will be asked to attach the child
80 patron to an adult patron
84 - Click 'Set to Patron' to search your system for an existing patron
86 - If the Guarantor is not in the system, you can enter the first and
87 last name in the fields available
89 - The relationships are set using the
90 :ref:`borrowerRelationship` system preference
92 - If this patron is a professional, you will be asked to attach the
93 patron to an organizational patron
97 - Click 'Set to Patron to search your system for an existing patron
99 - Each patron can have an alternate contact
103 - An alternate contact could be a parent or guardian. It can also be
104 used in academic settings to store the patron's home address.
106 - The library management section includes values that are used within
111 - The card number field is automatically calculated if you have the
112 :ref:`autoMemberNum` system preference set that way
116 For a newly installed system this preference will start at
117 1 and increment by 1 each time after. To have it start with
118 the starting number of your barcodes, enter the first
119 barcode by hand in the patron record and save the patron.
120 After that the field will increment that number by 1.
122 - If you accidentally chose the wrong patron category at the
123 beginning you can fix that here
125 - Sort 1 and 2 are used for statistical purposes within your library
127 - Next, the Library Setup section includes additional library settings
131 - The registration date will automatically be filled in with today's
134 - If your patron cards expire (based on your :ref:`patron category
135 settings <patron-categories-label>`) the Expiry date will automatically be
138 - The OPAC Note is a note for the patron - it will appear in the
139 OPAC on the patron's record
141 - The Circulation Note is meant solely for your library staff and
142 will appear when the circulation staff goes to check an item out
147 - The Staff/OPAC asks for the username and password to be used by
148 the patron (and/or staff member) to log into their account in the
149 OPAC and for staff to log in to the staff client.
151 - Staff will only be able to use this log in info to log in to
152 the staff client if they have the :ref:`necessary
153 permissions <patron-permissions-label>`.
155 - If you have set :ref:`additional patron
156 attributes <patron-attribute-types-label>` up, these will appear next
160 - Finally, if you have
161 :ref:`EnhancedMessagingPreferences` set
162 to 'allow,' you can choose the messaging preferences for this patron.
168 - Advanced notice : A notice in advance of the patron's items
169 being due (The patron can choose the number of days in advance)
171 - Item checkout : A notice that lists all the of the items the
172 patron has just checked out and/or renewed, this is an
173 electronic form of the checkout receipt
175 - Hold filled : A notice when you have confirmed the hold is
176 waiting for the patron
178 - Item due : A notice on the day and item is due back at the
181 - Item check-in : A notice that lists all the of the items the
182 patron has just checked in
184 - Patrons can choose to receive their notices as a digest by
185 checking the 'Digest only?' box along with the delivery method. A
186 digest is a combination of all the messages of that type (so all
187 items due in 3 days in one email) in to one email instead of
188 multiple emails for each alert.
192 These preferences will override any you set via the :ref:`patron
193 categories <adding-a-patron-category-label>`
197 These preference can be altered by the patron via the OPAC
199 - Once finished, click 'Save'
201 If the system suspects this patron is a duplicate of another it will
208 A duplicate patron is detected if first and last names match and
209 there is no date of birth populated or if first name, last name and
210 date of birth fields are all populated. If two patrons have matching
211 names, but one has a date of birth and the other does not they will
212 not match as duplicates.
214 If you have set a minimum or upper age limit on the patron category and
215 are requiring that the birth date be filled in, Koha will warn you if
216 the patron you're adding is too old or young for the patron category you
221 .. _add-a-staff-patron-label:
224 ----------------------------------------
226 All staff members must be entered into Koha as patrons of the 'Staff'
227 type. Follow the steps in :ref:`Add a Patron <add-a-new-patron-label>` to add a
228 staff member. To give the staff member permissions to access the staff
229 client, follow the steps in :ref:`Patron Permissions`
233 Remember to assign your staff secure usernames and passwords since
234 these will be used to log into the staff client.
236 .. _add-a-statistical-patron-label:
238 Add a Statistical Patron
239 ----------------------------------------------
241 One way to track use of in house items is to "check out" the materials
242 to a statistical patron. The "check out" process doesn’t check the book
243 out, but instead tracks an in house use of the item. To use this method
244 for tracking in house use you first will need a :ref:`patron
245 category <patron-categories-label>` set up for your Statistical patron.
249 Next, you will need to create a new patron of the statistical type
253 Next, follow the steps put forth in the ':ref:`Add a new
254 Patron <add-a-new-patron-label>`' section of this manual. Since this patron is
255 not a real person, simply fill in the required fields, the correct
256 library and nothing else.
258 To learn about other methods of tracking in house use visit the
259 :ref:`Tracking inhouse use <tracking-in-house-use-label>` section of this manual.
261 .. _duplicate-a-patron-label:
264 -----------------------------------------
266 Sometimes when you're adding a new family to your system you don't want
267 to type the contact information over and over. Koha allows for you to
268 duplicate a patron and change only the parts you want to (or need to)
271 - Open the patron you want to use as your base (the patron you want to
272 duplicate information from)
274 - Click the 'Duplicate' button at the top of their record
278 - All of the fields with the exception of first name, card number,
279 username and password have been duplicated. Fill in the missing
280 pieces and click 'Save'
286 Clicking in a field that is already populated with data will
287 clear that field of all information (making it easier for you
288 to type in something different)
290 - You will be brought to your new patron
294 .. _add-patron-images-label:
297 ----------------------------------------
299 If you would like you can add patron images to help identify patrons. To
300 enable this feature you must first set the
301 :ref:`patronimages` preference to 'Allow'.
303 If the preference is set to 'Allow' you will see a placeholder image
304 under the patron's name and box to upload a patron image below the basic
309 In the 'Upload Patron Image' box click 'Browse' to find the image on
310 your computer and 'Upload' to load the image on to the patron record.
316 There is a limit of 100K on the size of the picture uploaded and it
317 is recommended that the image be 200x300 pixels, but smaller images
320 .. _editing-patrons-label:
323 ----------------------------------
325 Patrons in Koha can be edited using one of many edit buttons.
327 - To edit the entire patron record simply click the 'Edit' button at
328 the top of the patron record.
332 - Patron passwords are not recoverable. The stars show on the patron
333 detail next to the Password label are always there even if a password
334 isn't set. If a patron forgets their password the only option is to
335 reset their password. To change the patron's password, click the
336 'Change Password' button
340 - Koha cannot display existing passwords. Leave the field blank to
341 leave password unchanged.
343 - This form can automatically generate a random password if you
344 click the link labeled "Click to fill with a randomly generated
345 suggestion. Passwords will be displayed as text."
347 - To edit a specific section of the patron record (for example the
348 Library Use section) click the 'Edit' link below the section
352 - A patron image can be added by browsing for the image on your machine
353 from the 'Manage Patron Image' section
357 - This form will not appear if you have the
358 :ref:`patronimages` system preference to not allow
361 - To add patron images in bulk, use the :ref:`Upload Patron
362 Images <upload-patron-images-label>` Tool
364 - Patrons can also be blocked from checking items out by setting Patron
369 - If you would like your circulation staff to confirm a patron's
370 address before checking items out to the patron, you can see the
371 'Gone no Address' flag
375 - If the patron reports that they have lost their card you can set
376 the 'Lost Card' flag to prevent someone else from using that card
381 - If you would like to bar a patron from the library you can add a
388 This flag can automatically be set with the :ref:`Overdue/Notice
389 Status Triggers <overdue-notice/status-triggers-label>`
391 - If you enter in a date and/or note related to the restriction you
392 will see that in the restricted message as well
396 - Children patrons do not become adults automatically in Koha unless
397 you have :ref:`Juvenile to Adult cron job <update-child-to-adult-patron-type-label>` running. To
398 upgrade a child patron to and adult patron category manually go to
399 the 'More' menu and choose 'Update Child to Adult Patron'
403 - You will then be presented with a pop up window asking which one
404 of your adult patron categories this Child should be updated to
408 .. _managing-patron-self-edits-label:
410 Managing Patron Self Edits
411 --------------------------------------------------
413 If you are allowing patrons to edit their accounts via the OPAC with the
414 :ref:`OPACPatronDetails` preference then you will need
415 to approve all changes via the staff client before they're applied. If
416 there are patron edits awaiting action they will appear on the staff
417 client dashboard below the modules list (along with other items awaiting
424 Superlibrarians will see modifications for any branch, other staff
425 will only see modifications for patrons who belong to their logged
428 When you click the 'Patrons requesting modifications' link you will be
429 brought to a list of patrons with requested changes.
433 From here you can 'Approve' and apply the changes to the patron record,
434 'Delete' and remove the changes or 'Ignore' and keep the changes pending
437 If you would like to see the entire patron record you can click the
438 'Patron details' links to the right of the buttons. This will open in a
441 Merging Patron Records
442 -----------------------------------
444 If you accidentally end up with one patron with two cards it is possible
445 to merge their records together so that you don't lose their loan history
448 - In the patron list, check the boxes next to the records you want to
449 merge and click on the 'Merge selected patrons' button.
455 It is possible to merge more than two records at a time.
457 - Select the patron record you want to keep and click on the 'Merge
462 The checkouts and statistics will be transferred to the right record and
463 the other one will be deleted.
467 .. _patron-permissions-label:
470 -------------------------------------------
472 Patron Permissions are used to allow staff members access to the staff
477 In order for a staff member to log into the staff interface they
478 must have (at the very least) 'catalogue' permissions which allow
479 them to view the staff interface.
481 .. _setting-patron-permissions-label:
483 Setting Patron Permissions
484 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
486 To set patron permissions, you must first :ref:`have a patron of the 'Staff'
487 type <add-a-staff-patron-label>` open
489 - On the patron record click More and choose Set Permissions to alter
494 - You will be presented with a list of preferences, some of which can
495 be expanded by clicking the plus sign to the left of the section
500 .. _patron-permissions-defined-label:
502 Patron Permissions Defined
503 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
507 - Access to all librarian functions
511 With this selected there is no need to choose any other
516 - Check out and check in items
518 - This section can be expanded (:ref:`Learn more <granular-circulate-permissions-label>`)
522 - **Required for staff login.** Staff access, allows viewing the
523 catalogue in staff client
527 Must be given to all staff members to allow them to login
532 - Manage Koha system systems (Administration panel)
534 - This section can be expanded (:ref:`Learn
535 more <granular-parameters-permissions-label>`)
539 - Add or modify patrons
543 - Set user permissions
547 - Place and modify holds for patrons
549 - This section can be expanded (:ref:`Learn
550 more <granular-holds-permissions-label>`)
554 - Edit Catalog (Modify bibliographic/holdings data)
556 - This section can be expanded (:ref:`Learn more <granular-cataloging-permissions-label>`)
560 - Manage patrons fines and fees
562 - This section can be expanded (:ref:`Learn
563 more <granular-fines-and-charges-permissions-label>`)
567 - Acquisition and/or suggestion management
569 - This section can be expanded (:ref:`Learn more <granular-acquisitions-permissions-label>`)
573 - Set library management params (deprecated)
577 This permission level no longer controls anything.
583 - This section can be expanded (:ref:`Learn more <granular-tools-permissions-label>`)
591 - Manage serial subscriptions
593 - This section can be expanded (:ref:`Learn more <granular-serials-permissions-label>`)
597 - Allow access to the reports module
599 - Reports found on the Circulation page are not controlled by this
602 - This section can be expanded (:ref:`Learn more <granular-reports-permissions-label>`)
606 - Allow staff members to modify permissions for other staff members
610 Requires the borrowers permission above
616 - This section can be expanded (:ref:`Learn more <granular-plugins-permissions-label>`)
624 All staff have permission to create and modify their own
625 lists, this permission is only necessary if you'd like to give
626 a staff member permission to delete public lists that they
629 - This section can be expanded (:ref:`Learn more <granular-lists-permissions-label>`)
631 .. _granular-circulate-permissions-label:
633 Granular Circulate Permissions
634 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
636 If the staff member has 'circulate' permissions they have the ability to
637 perform all of these actions. If you would like to control circulation
638 permissions on a more granular level choose from these options:
640 - circulate\_remaining\_permissions
642 - Remaining circulation permissions
644 - All circulation rights except those covered by permissions listed
649 - Force checkout if a limitation exists
651 - With this permission a librarian will be allowed to override a
652 check out restriction in the following cases:
656 - the item is issued to another patron
658 - the item is not for loan
660 - the patron has overdue items
664 - the item is a high demand item
666 - the item is on hold
668 - manage\_restrictions
670 - Manage restrictions for accounts
672 - Grants permission to the staff member to lift a restriction that
673 might be on the patron's record
677 - Execute overdue items report
679 - The permission to run the overdues reports found under Circulation
683 - Override blocked renewals
685 - Requires that the staff member also has
686 circulate\_remaining\_permissions
688 .. _granular-parameters-permissions-label:
690 Granular Parameters Permissions
691 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
693 If the staff member has 'parameters' permissions they have the ability
694 to perform all of these actions. If you would like to control parameter
695 permissions on a more granular level choose from these options:
697 - manage\_circ\_rules
699 - Manage circulation rules
701 - The ability to access the :ref:`Circulation and fines
702 rules <circulation-and-fine-rules-label>` in the administration area
704 - parameters\_remaining\_permissions
706 - Remaining system parameters permissions
708 - The ability to access all areas in Administration (other than the
709 Circulation and fine rules)
711 .. _granular-holds-permissions-label:
713 Granular Holds Permissions
714 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
716 If the staff member has 'reserveforothers' permissions they have the
717 ability to perform all of these actions. If you would like to control
718 holds permissions on a more granular level choose from these options:
720 - modify\_holds\_priority
722 - Modify holds priority
724 - Allow staff members to alter the holds priority (moving patrons up
729 - Place holds for patrons
731 .. _granular-cataloging-permissions-label:
733 Granular Cataloging Permissions
734 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
736 If the staff member has 'editcatalogue' permissions they have the
737 ability to perform all of these actions. If you would like to control
738 cataloging permissions on a more granular level choose from these
743 - Delete all items at once
745 - Ability to use the 'Delete all items' option found under the
746 'Edit' menu in cataloging
750 - Edit catalog (Modify bibliographic/holdings data)
752 - Ability to access all cataloging functions via the
753 `Cataloging <#cataloging>`__ page
759 - Ability to make :ref:`edits to item/holdings
760 records <editing-items-label>`, but not bibliographic records
762 - edit\_items\_restricted
764 - Limit item modification to subfields defined in the
765 :ref:`SubfieldsToAllowForRestrictedEditing`
770 Please note that edit\_items permission is still required
776 - The ability to catalog using only the :ref:`Fast Add
777 Framework <fast-add-cataloging-label>` found on the
778 `Circulation <#circulation>`__ page
780 .. _granular-fines-and-charges-permissions-label:
782 Granular Fines and Charges Permissions
783 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
785 If a staff member has 'updatecharges' permission they have the ability
786 to perform all of these actions. If you would like to control fines and
787 charges permissions on a more granular level choose from these options:
789 - remaining\_permissions
791 - Remaining permissions for managing fines and fees other than the
792 ability to write off charges
796 - Write off fines and fees
798 .. _granular-acquisitions-permissions-label:
800 Granular Acquisitions Permissions
801 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
803 If the staff member has 'acquisition' permissions they have the ability
804 to perform all of these actions. If you would like to control
805 acquisitions permissions on a more granular level choose from these
810 - Add and delete budgets (but can't modify budgets)
816 - budget\_manage\_all
822 - Modify budget (can't create lines, but can modify existing ones)
830 - Manage orders and basket groups
834 - Manage orders and baskets
838 - Manage all orders and baskets, regardless of restrictions on them
842 - Manage orders and baskets
850 - Manage budget planning
856 .. _granular-serials-permissions-label:
858 Granular Serials Permissions
859 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
861 If the staff member has 'serials' permissions they have the ability to
862 perform all of these actions. If you would like to control serials
863 permissions on a more granular level choose from these options:
867 - Check the :ref:`expiration of a serial <check-serial-expiration-label>`
871 - Claim missing serials via the :ref:`Claims section <claim-late-serials-label>`
873 - create\_subscription
875 - Create :ref:`a new subscription <add-a-subscription-label>`
877 - delete\_subscription
879 - Delete an existing subscription
883 - Edit an existing subscription
885 - This permission does not include the ability to delete or create a
892 - Receive serials on existing subscriptions
894 - renew\_subscription
896 - Renew a subscription
902 - Manage :ref:`routing lists <create-a-routing-list-label>`
906 - Manage subscriptions from any branch (only applies when
907 :ref:`IndependantBranches <independentbranches-label>` is used)
909 .. _granular-tools-permissions-label:
911 Granular Tools Permissions
912 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
914 If the staff member has 'tools' permissions they have the ability to
915 access and use all items under the Tools menu. If you would like to
916 control which tools staff members have access to on a more granular
917 level choose from these options:
919 - batch\_upload\_patron\_images
921 - Upload patron images in batch or one at a time
923 - Access to the :ref:`Image Upload Tool <upload-patron-images-label>`
925 - delete\_anonymize\_patrons
927 - Delete old borrowers and anonymize circulation/reading history
928 (deletes borrower reading history)
930 - Access to the :ref:`Anonymize Patron Tool <patrons-(anonymize,-bulk-delete)-label>`
934 - Define days when the library is closed
936 - Access to the :ref:`Calendar/Holidays Tool <calendar-label>`
940 - Write news for the OPAC and staff interfaces
942 - Access to the :ref:`News Tool <news-label>`
944 - edit\_notice\_status\_triggers
946 - Set notice/status triggers for overdue items
948 - Access to the :ref:`Overdue Notice Status/Triggers
949 Tool <overdue-notice/status-triggers-label>`
955 - Access to the :ref:`Notices Tool <notices-&-slips-label>`
959 - Export bibliographic, authorities and holdings data
961 - Access to the :ref:`Export Data Tool <export-data-(marc-&-authorities)-label>`
967 - Access to the :ref:`Import Patrons Tool <patron-import-label>`
971 - Perform inventory (stocktaking) of your catalog
973 - Access to the :ref:`Inventory Tool <inventory/stocktaking-label>`
977 - Perform batch deletion of items
979 - Access to the :ref:`Batch Item Deletion Tool <batch-item-deletion-label>`
983 - Perform batch modification of items
985 - Access to the :ref:`Batch Item Modification Tool <batch-item-modification-label>`
987 - items\_batchmod\_restricted
989 - Limit :ref:`batch item modification <batch-item-modification-label>` to subfields
991 :ref:`SubfieldsToAllowForRestrictedBatchmod`
996 Please note that items\_batchmod permission is still required
1000 - Create printable labels and barcodes from catalog and patron data
1002 - Access to the :ref:`Label Creator` and :ref:`Quick Label
1003 Creator <quick-spine-label-creator-label>` Tools
1005 - manage\_csv\_profiles
1007 - Manage CSV export profiles
1009 - Access to the :ref:`CSV Profiles Tool <csv-profiles-label>`
1011 - manage\_staged\_marc
1013 - Manage staged MARC records, including completing and reversing
1016 - Access to the :ref:`Manage Staged MARC Records Tool <staged-marc-record-management-label>`
1018 - moderate\_comments
1020 - Moderate patron comments
1022 - Access to the :ref:`Comments Tool <comments-label>`
1026 - Moderate patron tags
1028 - Access to the :ref:`Tags Tool <tag-moderation-label>`
1032 - Perform batch deletion of records (bibliographic or authority)
1034 - Access to the :ref:`Batch Record Deletion Tool <batch-record-deletion-label>`
1036 - rotating\_collections
1038 - Manage rotating collections
1040 - Access to the :ref:`Rotating Collections Tool <rotating-collections-label>`
1044 - Schedule tasks to run
1046 - Access to the :ref:`Task Scheduler Tool <task-scheduler-label>`
1048 - stage\_marc\_import
1050 - Stage MARC records into the reservoir
1052 - Access to the :ref:`Stage MARC Records Tool <stage-marc-records-for-import-label>`
1054 - upload\_general\_files
1058 - Access to upload files via the :ref:`Upload Tool <upload-label>`
1060 - upload\_local\_cover\_images
1062 - Upload local cover images
1064 - Access to the :ref:`Upload Local Cover Image
1065 Tool <upload-local-cover-image-label>` as well as permission to add and
1066 delete local cover images from the bib detail page
1070 - Manage uploaded files
1072 - Access to uploaded files via the :ref:`Upload Tool <upload-label>`
1076 upload\_general\_files permission is required for this
1079 - view\_system\_logs
1081 - Browse the system logs
1083 - Access to the :ref:`Log Viewer Tool <log-viewer-label>`
1085 .. _granular-reports-permissions-label:
1087 Granular Reports Permissions
1088 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1090 If the staff member has 'reports' permissions they have the ability to
1091 perform all of these actions. If you would like to control reports
1092 permissions on a more granular level choose from these options:
1096 - Create SQL Reports
1098 - The ability to create and edit but not run SQL reports
1102 - Execute SQL Reports
1104 - The ability to run but not create or edit SQL reports
1106 .. _granular-plugins-permissions-label:
1108 Granular Plugins Permissions
1109 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1111 If the staff member has 'plugins' permissions they have the ability to
1112 perform all of these actions. If you would like to control reports
1113 permissions on a more granular level choose from these options:
1119 - The ability to run the 'configure' section of a plugin if it has
1126 - The ability to install or uninstall plugins
1130 - Use report plugins
1132 - The ability to use report plugins
1138 - The ability to use tool plugins
1140 .. _granular-lists-permissions-label:
1142 Granular Lists Permissions
1143 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1145 All staff members have permission to access lists. This section only
1146 needs to be checked off if you want to give permission to a staff member
1147 to delete public lists that they have no created themselves.
1149 - delete\_public\_lists
1151 - Delete public lists
1153 .. _patron-information-label:
1156 -------------------------------------------
1158 When viewing a patron record you have the option to view information
1159 from one of many tabs found on the left hand side of the record.
1161 - *Get there:* Patrons > Browse or search for patron > Click patron
1164 .. _check-out-label:
1167 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1169 For instruction on checking items out, view the :ref:`Checking
1170 Out <check-out-(issuing)-label>` section of this manual.
1172 Staff members can access their own check out screen by clicking their
1173 username in the top right of the staff client and choosing 'My
1181 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1183 Staff members can access their own account details by clicking their
1184 username in the top right of the staff client and choosing 'My account'
1188 All patron information will appear on the Details tab. This includes all
1189 the contact information, notes, custom patron attributes, messaging
1190 preferences, etc entered when adding the patron.
1192 In the case of patrons who are marked as 'Child' or 'Professional' and
1193 their Guarantors additional information will appear on their record.
1195 - A child patron will list their Guarantor
1199 - On the Guarantor's record, all children and/or professionals will be
1204 .. _circulation-summary-label:
1207 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1209 Below the patron's information on the details screen is a tabbed display
1210 of the items they have checked out, overdue, and on hold.
1214 If they have family at the library staff can see what the other family
1215 members have checked out.
1219 The Restrictions tab will show for all patrons. If the patron has no
1220 restrictions you will see that on the tab.
1224 If the patron has restrictions on their account the tab will show the
1225 number and the description.
1229 Using the 'Add manual restriction' button you can add a restriction to
1230 the patron record from here.
1237 ~~~~~~~~~~~~~~~~~~~~~~~~
1239 The patron's complete accounting history will appear on the Fines tab.
1240 Contrary to its name, the Fines tab does not just show fine data, it
1241 also shows membership fees, rental fees, reserve fees and any other
1242 charge you may have for patrons.
1246 The table will show you the following columns:
1248 - Date: the date the charge/payment was posted
1250 - In the case of fines this will be the last day that the fine was
1253 - Description: a description of the charges including the due date for
1254 overdue items and a link to the item record where one is available
1256 - Note: any notes about this charge/payment
1258 - If you're allowing patrons to pay fines via the OPAC with PayPal
1259 (:ref:`EnablePayPalOpacPayments <enablepaypalopacpayments-&-paypalsandboxmode-label>`) you
1260 will see a Note that says 'PayPal' for items paid this way
1264 - Amount: the total amount of the payment or charge
1266 - Outstanding: the amount still due on charge
1268 - The ability to reverse a payment
1270 - A link to print a receipt for that line item
1272 At the top of the table you can click the 'Filter paid transaction' to
1273 hide all completed transaction and above that you can use the search box
1274 to find a specific charge or payment.
1276 .. _charging-fines/fees-label:
1279 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1281 Most fees and fines will be charged automatically if the :ref:`fines cron
1282 job <fines-label>` is running:
1284 - Fines will be charged based on your :ref:`Circulation & Fines
1285 Rules <circulation-and-fine-rules-label>`
1287 - Hold fees will be charged based on the rules you set in the :ref:`Patron
1288 Types & Categories <patron-categories-label>` administration area
1290 - Rental fees will be charged based on the settings in your :ref:`Item
1291 Types <item-types-label>` administration area
1293 - Marking an item 'Lost' via the cataloging module will automatically
1294 charge the patron the replacement cost for that item
1296 .. _pay/reverse-fines-label:
1299 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1301 Each line item can be paid in full (or written off) using the 'Pay
1306 - Each line item can be paid in full, partially paid, or written off.
1308 - Pay a fine in full
1310 - If you have a note about the payment please type that first then
1313 - Click "Pay" next to the fine you want to pay in full
1315 - The full amount of the fine will be populated for you in the
1316 "Collect From Patron" box
1322 - The fine will be removed from outstanding fines, and displayed as
1325 - Pay a partial fine
1327 - Click "Pay" next to the fine you want to partially pay
1329 - Enter the amount you are collecting from the patron in the
1330 "Collect From Patron" box
1336 - The fine will be updated to show the original Amount, and the
1337 current Amount Outstanding
1339 - Pay an amount towards all fines
1341 - Click the "Pay Amount" button
1343 - Enter the amount you are collecting from the patron in "Collect
1344 from Patron." The sum of all fines is shown in "Total Amount
1351 - The fine totals will be updated with the payment applied to oldest
1354 - Pay Selected fines
1356 - Check the selection boxes next to the fines you wish to pay, click
1361 - Enter an amount to pay towards the fines.
1367 - The fine totals will be updated with the payment applied to the
1368 oldest selected fines first.
1370 - Writeoff a single fine
1372 - Click "Writeoff" next to the fine you wish to writeoff.
1374 - The fine will be removed from outstanding fines, and displayed as
1377 - Writeoff All fines
1379 - Click the "Writeoff All" button
1381 - All fines will be removed from outstanding fines, and displayed as
1384 - If you accidentally mark and item as paid, you can reverse that line
1385 item by clicking 'Reverse' to the right of the line
1389 - Once clicked a new line item will be added to the account, showing
1390 the payment as reversed
1394 .. _creating-manual-invoices-label:
1396 Creating Manual Invoices
1397 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1399 For fees that are not automatically charged, librarians can create a
1404 - First choose the type of invoice you would like to create
1406 - To add additional values to the manual invoice type pull down
1407 menu, add them to the `MANUAL\_INV <#manualinvvals>`__ Authorized
1412 The value set as the Authorized Value for the MANUAL\_INV
1413 authorized value category will appear as the Description and
1414 the Authorized Value Description will be used as the amount.
1416 - If the fee is associated with an item you can enter its barcode so
1417 that the line item shows a link to that item
1419 - The description field is where you will enter the description of the
1422 - In the amount field, do not enter currency symbols, only numbers and
1425 .. _creating-manual-credits-label:
1427 Creating Manual Credits
1428 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1430 Manual credits can be used to pay off parts of fines, or to forgive a
1435 - First choose the type of credit you'd like to apply
1437 - If this credit is associated with an item you can enter that item's
1438 barcode so that the line item links to the right item
1440 - The description field is where you will enter the description of the
1443 - In the amount field, do not enter currency symbols, only numbers and
1446 .. _printing-invoices-label:
1449 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1451 To the right of each account line there is a print link. Clicking that
1452 link will print an invoice for the line item that includes the date and
1453 description of the line item along with the total outstanding on the
1458 .. _routing-lists-label:
1461 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1463 A list of all of the serial routing lists the patron belongs to will be
1464 accessible via the 'Routing Lists' tab on the patron record.
1468 On this tab you will be able to see and edit all of the routing lists
1469 that this patron is on.
1473 .. _circulation-history-label:
1476 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1478 The circulation history tab will appear if you have set the
1479 :ref:`intranetreadinghistory` preference to allow
1480 it to appear. If you have the :ref:`OPACPrivacy` system
1481 preference set to 'Allow' and the patron has decided that the library
1482 cannot keep this information this tab will only show currently checked
1487 If you would like to export a list of barcodes for the items checked in
1488 today you can find that option under the More menu on the top right of
1493 This will generate a text file with one barcode per line.
1495 .. _modification-log-label:
1498 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1500 If you have set your :ref:`BorrowersLog` to track changes
1501 to patron records, then this tab will appear. The Modification Log will
1502 show when changes were made to the patron record. If you also have
1503 turned on the :ref:`IssueLog` and :ref:`ReturnLog`
1504 you will see checkins and outs on this screen as well.
1508 - The Librarian field shows the patron number for the librarian who
1511 - The module lists 'MEMBERS' for the patron module
1513 - The action will tell you what action was being logged
1515 - The Object field lists the borrowernumber that is being modified (in
1516 the example above, it was my changing my own record)
1521 ~~~~~~~~~~~~~~~~~~~~~~~~~
1523 The `patron's messaging preferences <#setpatronmessaging>`__ are set
1524 when :ref:`adding <add-a-new-patron-label>` or :ref:`editing <editing-patrons-label>` the
1525 patron. This tab will show the messages that have been sent and those
1526 that are queued to be sent:
1530 Clicking on the message title will expand the view to show you the full
1531 text of the message that was sent.
1535 If the message has a status of sent or failed you will have the option
1536 to 'resend' the message to the patron by clicking the 'resentd button
1537 found under the status.
1541 .. _statistics-label:
1544 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1546 Depending on what you set for the values of your
1547 :ref:`StatisticsFields` system preference, you can see
1548 statistics for one patron's circulation actions.
1555 ~~~~~~~~~~~~~~~~~~~~~~~~
1557 If you set the :ref:`EnableBorrowerFiles` preference
1558 to 'Do' the Files tab will be visible on the patron information page.
1562 From here you can upload files to attach to the patron record.
1566 All files that are uploaded will appear above a form where additional
1567 files can be uploaded from.
1571 .. _purchase-suggestions-label:
1573 Purchase Suggestions
1574 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1576 If the patron has made any purchase suggestions you will see a purchase
1577 suggestions tab on the patron record.
1581 From here you can see all suggestions made by the patron and their
1582 status, you can also create a purchase suggestion on the patron's behalf
1583 by clicking the 'New purchase suggestion' button at the top.
1585 Learn more about :ref:`Purchase suggestions <purchase-suggestions-label>` in the
1586 `Acquisitions <#acqmodule>`__ chapter of this manual.
1588 .. _patron-discharges-label:
1591 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1593 A discharge is a certificate that says the patron has no current
1594 checkouts, no holds and owe no money. To enable this option on the
1595 patron record you need to set the :ref:`useDischarge`
1596 system preference to 'Allow'.
1600 In France a "quitus" ("discharge") is needed if you want to register
1601 for an account in a library or a university).
1605 Academic libraries often require that you have a clear record at the
1606 library before you can graduate.
1608 Patrons can :ref:`request discharges via the OPAC <ask-for-a-discharge-label>`. Any
1609 pending discharges will be listed below the menu buttons on the main
1614 Clicking the pending requests will open a screen where you can allow
1619 To generate a discharge for a specific patron click the 'Discharge' tab
1620 on the left of the patron record
1624 If the patron can have a discharge generated then it will have a button
1625 that says 'Generate discharge'
1629 If not then you'll see an error explaining why you can't discharge the
1634 Once the letter is generated you will have a PDF to download
1640 You can style the PDF using the :ref:`NoticeCSS`
1643 The patron will have a restriction added to their account
1647 And a history of discharges will be added to the 'Discharge'
1652 .. _patron-search-label:
1655 ---------------------------------
1657 Clicking on the link to the Patron module will bring you to a
1658 search/browse screen for patrons. From here you can search for a patron
1659 by any part of their name or their card number.
1663 Clicking the small plus sign [+] to the right of the search box will
1664 open up an advanced patron search with more filters including the
1665 ability to limit to a specific category and/or library.
1669 You can also filter your patron results using the search options on the
1670 left hand side of the page.
1674 Depending on what you have chosen for the 'Search fields' you can search
1675 for patrons in various different ways.
1681 - Enter any part of their name, username, email address or barcode
1685 - Enter any part of their email address and choose 'Contains'
1686 instead of 'Starts with'
1690 - Enter the Koha borrower number
1694 - Enter the phone number exactly as it is in the system or by using
1695 spaces between each batch of numbers.
1697 - Example: To find (212) 555-1212 you can search for it exactly as
1698 it was entered or by searching for 212 555 1212
1702 - Enter any part of the patron's address (includes all address
1703 fields) and choose 'Contains' instead of 'Starts with' to find the
1704 string anywhere in the address
1708 - Birth dates should be entered using the format set forth in the
1709 :ref:`dateformat` preference.
1713 - This is a custom field that libraries can use for any type of data
1718 - This is a custom field that libraries can use for any type of data
1721 You can also choose to either search for fields that start with the
1722 string you entered or contain the string. Choosing 'Contains' will work
1723 like a wildcard search.
1727 You can also browse through the patron records by clicking on the linked
1728 letters across the top.