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 set-up 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 .. _quick-add-patron-label:
224 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
226 If your circulation desk is very busy and you want to register patron quickly,
227 you can use the 'quick add' feature. It's a shortened version of the add
228 patron form with only a couple of necessary fields to fill out.
230 This feature uses two system preferences: :ref:`BorrowerMandatoryField`
231 and :ref:`PatronQuickAddFields`. These are the two system preferences that
232 control which fields are in the quick add form.
234 To quick add a patron, go to the Patrons module
236 - *Get there:* Patrons
238 Click on the 'Quick add new patron' button.
240 You will be asked to choose a patron category.
242 Then, you will be presented with a shortened form.
246 Once the form is filled out, click on 'Save'.
248 If you need to access the full form, you can click on 'Show full form'
249 above the 'Save' button.
252 .. _add-a-staff-patron-label:
255 ----------------------------------------
257 All staff members must be entered into Koha as patrons of the 'Staff'
258 type. Follow the steps in :ref:`Add a Patron <add-a-new-patron-label>` to add a
259 staff member. To give the staff member permissions to access the staff
260 client, follow the steps in :ref:`patron permissions <patron-permissions-label>`
264 Remember to assign your staff secure usernames and passwords since
265 these will be used to log into the staff client.
267 .. _add-a-statistical-patron-label:
269 Add a statistical patron
270 ----------------------------------------------
272 One way to track use of in house items is to "check out" the materials
273 to a statistical patron. The "check out" process doesn’t check the book
274 out, but instead tracks an in house use of the item. To use this method
275 for tracking in house use you first will need a :ref:`patron
276 category <patron-categories-label>` set up for your statistical patron.
280 Next, you will need to create a new patron of the statistical type.
284 Next, follow the steps put forth in the ':ref:`Add a new
285 patron <add-a-new-patron-label>`' section of this manual. Since this patron is
286 not a real person, simply fill in the required fields, the correct
287 library and nothing else.
289 To learn about other methods of tracking in house use visit the
290 :ref:`tracking inhouse use <tracking-in-house-use-label>` section of this manual.
292 .. _duplicate-a-patron-label:
295 -----------------------------------------
297 Sometimes when you're adding a new family to your system you don't want
298 to type the contact information over and over. Koha allows for you to
299 duplicate a patron and change only the parts you want to (or need to)
302 - Open the patron you want to use as your base (the patron you want to
303 duplicate information from)
305 - Click the 'Duplicate' button at the top of their record
309 - All of the fields with the exception of first name, card number,
310 username and password have been duplicated. Fill in the missing
311 pieces and click 'Save'
317 Clicking in a field that is already populated with data will
318 clear that field of all information (making it easier for you
319 to type in something different)
321 - You will be brought to your new patron
325 .. _add-patron-images-label:
328 ----------------------------------------
330 If you would like you can add patron images to help identify patrons. To
331 enable this feature you must first set the
332 :ref:`patronimages` preference to 'Allow'.
334 If the preference is set to 'Allow' you will see a placeholder image
335 under the patron's name and box to upload a patron image below the basic
340 In the 'Upload patron image' box click 'Browse' to find the image on
341 your computer and 'Upload' to load the image on to the patron record.
347 There is a limit of 100K on the size of the picture uploaded and it
348 is recommended that the image be 200x300 pixels, but smaller images
351 .. _editing-patrons-label:
354 ----------------------------------
356 Patrons in Koha can be edited using one of many edit buttons.
358 - To edit the entire patron record simply click the 'Edit' button at
359 the top of the patron record.
363 - Patron passwords are not recoverable. The stars show on the patron
364 detail next to the Password label are always there even if a password
365 isn't set. If a patron forgets their password the only option is to
366 reset their password. To change the patron's password, click the
367 'Change password' button.
371 - Koha cannot display existing passwords. Leave the field blank to
372 leave password unchanged.
374 - This form can automatically generate a random password if you
375 click the link labeled "Click to fill with a randomly generated
376 suggestion. Passwords will be displayed as text."
378 - To edit a specific section of the patron record (for example the
379 'Library use' section) click the 'Edit' link below the section.
383 - A patron image can be added by browsing for the image on your machine
384 from the 'Manage patron image' section.
388 - This form will not appear if you have the
389 :ref:`patronimages` system preference to not allow
392 - To add patron images in bulk, use the :ref:`Upload patron
393 images <upload-patron-images-label>` tool.
395 - Patrons can also be blocked from checking items out by setting Patron
400 - If you would like your circulation staff to confirm a patron's
401 address before checking items out to the patron, you can see the
402 'Gone no address' flag
406 - If the patron reports that they have lost their card you can set
407 the 'Lost card' flag to prevent someone else from using that card
412 - If you would like to bar a patron from the library you can add a
419 This flag can automatically be set with the :ref:`Overdue/notice
420 status triggers <overdue-notice/status-triggers-label>`
422 - If you enter in a date and/or note related to the restriction you
423 will see that in the restricted message as well
427 - Children patrons do not become adults automatically in Koha unless
428 you have :ref:`Juvenile to adult cron job <update-child-to-adult-patron-type-label>` running. To
429 upgrade a child patron to and adult patron category manually go to
430 the 'More' menu and choose 'Update child to adult patron'
434 - You will then be presented with a pop up window asking which one
435 of your adult patron categories this Child should be updated to
439 .. _managing-patron-self-edits-label:
441 Managing patron self edits
442 --------------------------------------------------
444 If you are allowing patrons to edit their accounts via the OPAC with the
445 :ref:`OPACPatronDetails` preference then you will need
446 to approve all changes via the staff client before they're applied. If
447 there are patron edits awaiting action they will appear on the staff
448 client dashboard below the modules list (along with other items awaiting
455 Superlibrarians will see modifications for any branch, other staff
456 will only see modifications for patrons who belong to their logged
459 When you click the 'Patrons requesting modifications' link you will be
460 brought to a list of patrons with requested changes.
464 From here you can 'Approve' and apply the changes to the patron record,
465 'Delete' and remove the changes or 'Ignore' and keep the changes pending
468 If you would like to see the entire patron record you can click the
469 'Patron details' links to the right of the buttons. This will open in a
472 Merging patron records
473 -----------------------------------
475 If you accidentally end up with one patron with two cards it is possible
476 to merge their records together so that you don't lose their loan history
479 - In the patron list, check the boxes next to the records you want to
480 merge and click on the 'Merge selected patrons' button.
486 It is possible to merge more than two records at a time.
488 - Select the patron record you want to keep and click on the 'Merge
493 The checkouts and statistics will be transferred to the right record and
494 the other one will be deleted.
498 .. _patron-permissions-label:
501 -------------------------------------------
503 Patron permissions are used to allow staff members access to the staff
508 In order for a staff member to log into the staff interface they
509 must have (at the very least) 'catalogue' permissions which allow
510 them to view the staff interface.
512 .. _setting-patron-permissions-label:
514 Setting patron permissions
515 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
517 - On the patron record click 'More' and choose 'Set permissions' to alter
522 - You will be presented with a list of preferences, some of which can
523 be expanded by clicking the plus sign to the left of the section
528 .. _patron-permissions-defined-label:
530 Patron permissions defined
531 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
535 - Access to all librarian functions
539 With this selected there is no need to choose any other
544 - Check out and check in items
546 - This section can be expanded (:ref:`Learn more <granular-circulate-permissions-label>`)
550 - **Required for staff login.** Staff access, allows viewing the
551 catalogue in staff client
555 Must be given to all staff members to allow them to login
560 - Manage Koha system settings (Administration panel)
562 - This section can be expanded (:ref:`Learn
563 more <granular-parameters-permissions-label>`)
567 - Add or modify patrons
569 - This section can be expanded (:ref:`Learn more <granular-borrowers-permissions-label>`)
573 - Set user permissions
577 - Place and modify holds for patrons
579 - This section can be expanded (:ref:`Learn
580 more <granular-holds-permissions-label>`)
584 - Edit Catalog (Modify bibliographic/holdings data)
586 - This section can be expanded (:ref:`Learn more <granular-cataloging-permissions-label>`)
590 - Manage patrons fines and fees
592 - This section can be expanded (:ref:`Learn
593 more <granular-fines-and-charges-permissions-label>`)
597 - Acquisition and/or suggestion management
599 - This section can be expanded (:ref:`Learn more <granular-acquisitions-permissions-label>`)
603 - Set library management params (deprecated)
607 This permission level no longer controls anything.
613 - This section can be expanded (:ref:`Learn more <granular-tools-permissions-label>`)
621 - Manage serial subscriptions
623 - This section can be expanded (:ref:`Learn more <granular-serials-permissions-label>`)
627 - Allow access to the reports module
629 - Reports found on the Circulation page are not controlled by this
632 - This section can be expanded (:ref:`Learn more <granular-reports-permissions-label>`)
636 - Allow staff members to modify permissions for other staff members
640 Requires the borrowers permission above
646 - Allow access to the :ref:`course reserves module <course-reserves-label>`
648 - This section can be expanded (:ref:`Learn more <granular-course-reserves-permissions-label>`)
654 - This section can be expanded (:ref:`Learn more <granular-plugins-permissions-label>`)
662 All staff have permission to create and modify their own
663 lists, this permission is only necessary if you'd like to give
664 a staff member permission to delete public lists that they
667 - This section can be expanded (:ref:`Learn more <granular-lists-permissions-label>`)
673 - Allows access to the :ref:`Patron clubs feature <Patron-clubs-label>`
675 - This section can be expanded (:ref:`Learn more <granular-clubs-permissions-label>`)
679 - Create and modify interlibrary loan requests
685 - Used for self checkin/self checkout kiosks
687 - This section can be expanded (:ref:`Learn more <granular-self-check-permissions-label>`)
689 .. _granular-circulate-permissions-label:
691 Granular circulate permissions
692 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
694 If the staff member has 'circulate' permissions they have the ability to
695 perform all of these actions. If you would like to control circulation
696 permissions on a more granular level choose from these options:
698 - circulate\_remaining\_permissions
700 - Remaining circulation permissions
702 - All circulation rights except those covered by permissions listed
707 - Force checkout if a limitation exists
709 - With this permission a librarian will be allowed to override a
710 check out restriction in the following cases:
714 - the item is issued to another patron
716 - the item is not for loan
718 - the patron has overdue items
722 - the item is a high demand item
724 - the item is on hold
726 - manage\_restrictions
728 - Manage restrictions for accounts
730 - Grants permission to the staff member to lift a restriction that
731 might be on the patron's record
735 - Execute overdue items report
737 - The permission to run the overdues reports found under Circulation
741 - Override blocked renewals
743 - Requires that the staff member also has
744 circulate\_remaining\_permissions
746 .. _granular-parameters-permissions-label:
748 Granular parameters permissions
749 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
751 If the staff member has 'parameters' permissions they have the ability
752 to perform all of these actions. If you would like to control parameter
753 permissions on a more granular level choose from these options:
755 - manage\_circ\_rules
757 - Manage circulation rules
759 - The ability to access the :ref:`Circulation and fines
760 rules <circulation-and-fine-rules-label>` in the administration area
762 - parameters\_remaining\_permissions
764 - Remaining system parameters permissions
766 - The ability to access all areas in Administration (other than the
767 Circulation and fines rules)
769 .. _granular-borrowers-permissions-label:
771 Granular borrowers permissions
772 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
774 If the staff member has 'borrowers' permissions they have the ability
775 to perform all of these actions. If you would like to control borrowers
776 permissions on a more granular level choose from these options:
780 - Add, modify and view patron information
782 - The ability to access the Patrons module to view patron files,
783 as well as adding new patrons and editing patron files
785 - view\_borrower\_infos\_from\_any\_libraries
787 - View patron infos from any libraries. If not set the logged in user
788 could only access patron infos from its own library or group of libraries.
791 .. _granular-holds-permissions-label:
793 Granular holds permissions
794 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
796 If the staff member has 'reserveforothers' permissions they have the
797 ability to perform all of these actions. If you would like to control
798 holds permissions on a more granular level choose from these options:
800 - modify\_holds\_priority
802 - Modify holds priority
804 - Allow staff members to alter the holds priority (moving patrons up
809 - Place holds for patrons
811 .. _granular-cataloging-permissions-label:
813 Granular cataloging permissions
814 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
816 If the staff member has 'editcatalogue' permissions they have the
817 ability to perform all of these actions. If you would like to control
818 cataloging permissions on a more granular level choose from these
823 - Delete all items at once
825 - Ability to use the 'Delete all items' option found under the
826 'Edit' menu in cataloging
830 - Edit catalog (Modify bibliographic/holdings data)
832 - Ability to access all cataloging functions via the
833 `Cataloging <#cataloging>`__ page
839 - Ability to make :ref:`edits to item/holdings
840 records <editing-items-label>`, but not bibliographic records
842 - edit\_items\_restricted
844 - Limit item modification to subfields defined in the
845 :ref:`SubfieldsToAllowForRestrictedEditing`
850 Please note that edit\_items permission is still required
856 - The ability to catalog using only the :ref:`Fast add
857 framework <fast-add-cataloging-label>` found on the
858 `Circulation <#circulation>`__ page
860 .. _granular-fines-and-charges-permissions-label:
862 Granular fines and charges permissions
863 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
865 If a staff member has 'updatecharges' permission they have the ability
866 to perform all of these actions. If you would like to control fines and
867 charges permissions on a more granular level choose from these options:
869 - remaining\_permissions
871 - Remaining permissions for managing fines and fees other than the
872 ability to write off charges
876 - Write off fines and fees
878 .. _granular-acquisitions-permissions-label:
880 Granular acquisitions permissions
881 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
883 If the staff member has 'acquisition' permissions they have the ability
884 to perform all of these actions. If you would like to control
885 acquisitions permissions on a more granular level choose from these
890 - Add and delete budgets (but can't modify budgets)
896 - budget\_manage\_all
902 - Modify budget (can't create lines, but can modify existing ones)
910 - Manage orders and basket groups
914 - Manage orders and baskets
918 - Manage all orders and baskets, regardless of restrictions on them
922 - Manage orders and baskets
930 - Manage budget planning
936 .. _granular-serials-permissions-label:
938 Granular serials permissions
939 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
941 If the staff member has 'serials' permissions they have the ability to
942 perform all of these actions. If you would like to control serials
943 permissions on a more granular level choose from these options:
947 - Check the :ref:`expiration of a serial <check-serial-expiration-label>`
951 - Claim missing serials via the :ref:`Claims section <claim-late-serials-label>`
953 - create\_subscription
955 - Create :ref:`a new subscription <add-a-subscription-label>`
957 - delete\_subscription
959 - Delete an existing subscription
963 - Edit an existing subscription
965 - This permission does not include the ability to delete or create a
972 - Receive serials on existing subscriptions
974 - renew\_subscription
976 - Renew a subscription
982 - Manage :ref:`routing lists <create-a-routing-list-label>`
986 - Manage subscriptions from any branch (only applies when
987 :ref:`IndependantBranches <independentbranches-label>` is used)
989 .. _granular-tools-permissions-label:
991 Granular tools permissions
992 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
994 If the staff member has 'tools' permissions they have the ability to
995 access and use all items under the Tools menu. If you would like to
996 control which tools staff members have access to on a more granular
997 level choose from these options:
1001 - Access to the files stored on the server
1003 - Access to the :ref:`Upload tool <upload-label>`
1005 - batch\_upload\_patron\_images
1007 - Upload patron images in batch or one at a time
1009 - Access to the :ref:`Image upload tool <upload-patron-images-label>`
1011 - delete\_anonymize\_patrons
1013 - Delete old borrowers and anonymize circulation/reading history
1014 (deletes borrower reading history)
1016 - Access to the :ref:`Anonymize patron tool
1017 <patrons-anonymize-bulk-delete-label>`
1021 - Define days when the library is closed
1023 - Access to the :ref:`Calendar/holidays tool <calendar-label>`
1027 - Write news for the OPAC and staff interfaces
1029 - Access to the :ref:`News tool <news-label>`
1031 - edit\_notice\_status\_triggers
1033 - Set notice/status triggers for overdue items
1035 - Access to the :ref:`Overdue notice status/triggers
1036 tool <overdue-notice/status-triggers-label>`
1042 - Access to the :ref:`Notices and slips tool <notices-&-slips-label>`
1046 .. - What tool does this give access to?
1050 - Perform batch modification of patrons
1052 - Access to the :ref:`Batch patron modification tool
1053 <batch-patron-modification-label>`
1057 - Edit quotes for the quote-of-the-day feature
1059 - Access to the :ref:`Quote of the Day (QOTD) Editor
1060 <quote-of-the-day-(qotd)-editor-label>`
1064 - Export bibliographic, authorities and holdings data
1066 - Access to the :ref:`Export data tool <export-data-(marc-&-authorities)-label>`
1070 - Import patron data
1072 - Access to the :ref:`Import patrons tool <patron-import-label>`
1076 - Perform inventory (stocktaking) of your catalog
1078 - Access to the :ref:`Inventory tool <inventory-tool-label>`
1082 - Perform batch deletion of items
1084 - Access to the :ref:`Batch item deletion tool <batch-item-deletion-label>`
1088 - Perform batch modification of items
1090 - Access to the :ref:`Batch item modification tool <batch-item-modification-label>`
1092 - items\_batchmod\_restricted
1094 - Limit :ref:`batch item modification <batch-item-modification-label>` to subfields
1096 :ref:`SubfieldsToAllowForRestrictedBatchmod`
1101 Please note that items\_batchmod permission is still required
1105 - Create printable labels and barcodes from catalog and patron data
1107 - Access to the :ref:`Label creator <label-creator-label>` and
1108 :ref:`Quick label creator <quick-spine-label-creator-label>` Tools
1110 - manage\_csv\_profiles
1112 - Manage CSV export profiles
1114 - Access to the :ref:`CSV profiles tool <csv-profiles-label>`
1116 - manage\_patron\_lists
1118 - Add, edit and delete patron lists and their contents
1120 - Access to the :ref:`Patron lists tool <patron-lists-label>`
1122 - manage\_staged\_marc
1124 - Manage staged MARC records, including completing and reversing
1127 - Access to the :ref:`Manage Staged MARC Records Tool
1128 <staged-marc-record-management-label>`
1130 - marc\_modification\_templates
1132 - Manage MARC modification templates
1134 - Access to the :ref:`MARC modification templates tool
1135 <marc-modification-templates-label>`
1137 - moderate\_comments
1139 - Moderate patron comments
1141 - Access to the :ref:`Comments tool <comments-label>`
1145 - Moderate patron tags
1147 - Access to the :ref:`Tags tool <tag-moderation-label>`
1151 - Perform batch deletion of records (bibliographic or authority)
1153 - Access to the :ref:`Batch record deletion tool <batch-record-deletion-label>`
1157 - Perform batch modification of records (bibliographic or authorities)
1159 - Access to the :ref:`Batch record modification tool <batch-record-modification-label>`
1161 - rotating\_collections
1163 - Manage rotating collections
1165 - Access to the :ref:`Rotating collections tool <rotating-collections-label>`
1169 - Schedule tasks to run
1171 - Access to the :ref:`Task scheduler tool <task-scheduler-label>`
1173 - stage\_marc\_import
1175 - Stage MARC records into the reservoir
1177 - Access to the :ref:`Stage MARC records tool <stage-marc-records-for-import-label>`
1179 - upload\_general\_files
1183 - Access to upload files via the :ref:`Upload tool <upload-label>`
1185 - upload\_local\_cover\_images
1187 - Upload local cover images
1189 - Access to the :ref:`Upload local cover image
1190 tool <upload-local-cover-image-label>` as well as permission to add and
1191 delete local cover images from the record detail page
1195 - Manage uploaded files
1197 - Access to uploaded files via the :ref:`Upload tool <upload-label>`
1201 upload\_general\_files permission is required for this
1204 - view\_system\_logs
1206 - Browse the system logs
1208 - Access to the :ref:`Log viewer tool <log-viewer-label>`
1210 .. _granular-reports-permissions-label:
1212 Granular reports permissions
1213 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1215 If the staff member has 'reports' permissions they have the ability to
1216 perform all of these actions. If you would like to control reports
1217 permissions on a more granular level choose from these options:
1221 - Create SQL reports
1223 - The ability to create and edit but not run SQL reports
1227 - Delete SQL reports
1231 - Execute SQL reports
1233 - The ability to run but not create or edit SQL reports
1235 .. _granular-course-reserves-permissions-label:
1237 Granular course reserves permissions
1238 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1240 If the staff member has 'course reserves' permissions they have the ability to
1241 perform all of these actions. If you would like to control course reserves
1242 permissions on a more granular level choose from these options:
1246 - Add course reserves
1250 - Remove course reserves
1254 - Add, edit and delete courses
1257 .. _granular-plugins-permissions-label:
1259 Granular plugins permissions
1260 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1262 If the staff member has 'plugins' permissions they have the ability to
1263 perform all of these actions. If you would like to control plugins
1264 permissions on a more granular level choose from these options:
1270 - The ability to run the 'configure' section of a plugin if it has
1277 - The ability to install or uninstall plugins
1281 - Use report plugins
1283 - The ability to use report plugins
1289 - The ability to use tool plugins
1292 .. _granular-lists-permissions-label:
1294 Granular lists permissions
1295 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1297 All staff members have permission to access lists. This section only
1298 needs to be checked off if you want to give permission to a staff member
1299 to delete public lists that they have no created themselves.
1301 - delete\_public\_lists
1303 - Delete public lists
1305 - The ability to delete public lists created by someone else
1307 .. _granular-clubs-permissions-label:
1309 Granular patron clubs permissions
1310 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1312 If the staff member has 'clubs' permissions they have the ability to
1313 perform all of these actions. If you would like to control patron clubs
1314 permissions on a more granular level choose from these options:
1318 - Create and edit clubs
1320 - Create and edit patron clubs using the :ref:`Patron clubs tool <Patron-clubs-label>`
1324 - Create and edit club templates
1326 - Create and edit club templates using the :ref:`Patron clubs tool <Patron-clubs-label>`
1330 - Enroll patrons in clubs
1332 - Enroll patrons from the patron file
1334 .. _granular-self-check-permissions-label:
1336 Granular self check permissions
1337 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1339 If the user has 'self check' permissions they have the ability to
1340 perform all of these actions. If you would like to control self check
1341 permissions on a more granular level choose from these options:
1343 - self\_checkin\_module
1345 - Log into the self check-in module.
1349 This permission prevents the patron from using any other OPAC
1352 - self\_checkout\_module
1354 - Perform self checkout at the OPAC.
1358 This permission should be used for the patron matching the
1359 :ref:`AutoSelfCheckID <autoselfcheckallowed-autoselfcheckid-&-autoselfcheckpass-label>`
1362 .. _patron-information-label:
1365 -------------------------------------------
1367 When viewing a patron record you have the option to view information
1368 from one of many tabs found on the left hand side of the record.
1370 - *Get there:* Patrons > Browse or search for patron > Click patron
1373 .. _check-out-label:
1376 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1378 For instruction on checking items out, view the :ref:`Checking
1379 out <check-out-(issuing)-label>` section of this manual.
1381 Staff members can access their own check out screen by clicking their
1382 username in the top right of the staff client and choosing 'My
1390 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1392 Staff members can access their own account details by clicking their
1393 username in the top right of the staff client and choosing 'My account'
1397 All patron information will appear on the Details tab. This includes all
1398 the contact information, notes, custom patron attributes, messaging
1399 preferences, etc entered when adding the patron.
1401 In the case of patrons who are marked as 'Child' or 'Professional' and
1402 their Guarantors additional information will appear on their record.
1404 - A child patron will list their Guarantor
1408 - On the Guarantor's record, all children and/or professionals will be
1413 .. _circulation-summary-label:
1416 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1418 Below the patron's information on the details screen is a tabbed display
1419 of the items they have checked out, overdue, and on hold.
1423 If they have family at the library staff can see what the other family
1424 members have checked out.
1428 The Restrictions tab will show for all patrons. If the patron has no
1429 restrictions you will see that on the tab.
1433 If the patron has restrictions on their account the tab will show the
1434 number and the description.
1438 Using the 'Add manual restriction' button you can add a restriction to
1439 the patron record from here.
1446 ~~~~~~~~~~~~~~~~~~~~~~~~
1448 The patron's complete accounting history will appear on the Fines tab.
1449 Contrary to its name, the Fines tab does not just show fine data, it
1450 also shows membership fees, rental fees, reserve fees and any other
1451 charge you may have for patrons.
1455 The table will show you the following columns:
1457 - Date: the date the charge/payment was posted
1459 - In the case of fines this will be the last day that the fine was
1462 - Description: a description of the charges including the due date for
1463 overdue items and a link to the item record where one is available
1465 - Note: any notes about this charge/payment
1467 - If you're allowing patrons to pay fines via the OPAC with PayPal
1468 (:ref:`EnablePayPalOpacPayments <enablepaypalopacpayments-&-paypalsandboxmode-label>`) you
1469 will see a Note that says 'PayPal' for items paid this way
1473 - Amount: the total amount of the payment or charge
1475 - Outstanding: the amount still due on charge
1477 - The ability to reverse a payment
1479 - The ability to void a payment
1481 - A link to print a receipt for that line item
1483 At the top of the table you can click the 'Filter paid transaction' to
1484 hide all completed transaction and above that you can use the search box
1485 to find a specific charge or payment.
1487 .. _charging-fines/fees-label:
1490 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1492 Most fees and fines will be charged automatically if the :ref:`fines cron
1493 job <fines-label>` is running:
1495 - Fines will be charged based on your :ref:`Circulation & fines
1496 rules <circulation-and-fine-rules-label>`
1498 - Hold fees will be charged based on the rules you set in the :ref:`Patron
1499 types & categories <patron-categories-label>` administration area
1501 - Rental fees will be charged based on the settings in your :ref:`Item
1502 iypes <item-types-label>` administration area
1504 - Marking an item 'Lost' via the cataloging module will automatically
1505 charge the patron the replacement cost for that item
1507 .. _pay/reverse-fines-label:
1510 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1512 Each line item can be paid in full (or written off) using the 'Pay
1517 - Each line item can be paid in full, partially paid, or written off.
1519 - Pay a fine in full
1521 - If you have a note about the payment please type that first then
1524 - Click "Pay" next to the fine you want to pay in full
1526 - The full amount of the fine will be populated for you in the
1527 "Collect from patron" box
1529 - If one or more values are defined under the PAYMENT\_TYPE authorized value
1530 category a dropdown selection box will be displayed to specify a custom
1537 - The fine will be removed from outstanding fines, and displayed as
1540 - Pay a partial fine
1542 - Click "Pay" next to the fine you want to partially pay
1544 - Enter the amount you are collecting from the patron in the
1545 "Collect from patron" box
1551 - The fine will be updated to show the original amount, and the
1552 current amount outstanding
1554 - Pay an amount towards all fines
1556 - Click the "Pay amount" button
1558 - Enter the amount you are collecting from the patron in "Collect
1559 from patron." The sum of all fines is shown in "Total amount
1566 - The fine totals will be updated with the payment applied to oldest
1569 - Pay selected fines
1571 - Check the selection boxes next to the fines you wish to pay, click
1576 - Enter an amount to pay towards the fines.
1582 - The fine totals will be updated with the payment applied to the
1583 oldest selected fines first.
1585 - Writeoff a single fine
1587 - Click "Writeoff" next to the fine you wish to writeoff.
1589 - A confirmation box will appear to specify a total amount to writeoff.
1590 This box allows a partial writeoff of fines.
1592 - The fine will be removed from outstanding fines, and displayed as
1595 - Writeoff all fines
1597 - Click the "Writeoff all" button
1599 - All fines will be removed from outstanding fines, and displayed as
1602 - If you accidentally mark and item as paid, you can reverse that line
1603 item by clicking 'Reverse' to the right of the line
1607 - Once clicked a new line item will be added to the account, showing
1608 the payment as reversed
1612 .. _creating-manual-invoices-label:
1614 Creating manual invoices
1615 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1617 For fees that are not automatically charged, librarians can create a
1622 - First choose the type of invoice you would like to create
1624 - To add additional values to the manual invoice type pull down
1625 menu, add them to the `MANUAL\_INV <#manualinvvals>`__ authorized
1630 The value set as the authorized value for the MANUAL\_INV
1631 authorized value category will appear as the description and
1632 the authorized value description will be used as the amount.
1634 - If the fee is associated with an item you can enter its barcode so
1635 that the line item shows a link to that item
1637 - The description field is where you will enter the description of the
1640 - In the amount field, do not enter currency symbols, only numbers and
1643 .. _creating-manual-credits-label:
1645 Creating manual credits
1646 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1648 Manual credits can be used to pay off parts of fines, or to forgive a
1653 - First choose the type of credit you'd like to apply
1655 - If this credit is associated with an item you can enter that item's
1656 barcode so that the line item links to the right item
1658 - The description field is where you will enter the description of the
1661 - In the amount field, do not enter currency symbols, only numbers and
1664 .. _printing-invoices-label:
1667 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1669 To the right of each account line there is a print link. Clicking that
1670 link will print an invoice for the line item that includes the date and
1671 description of the line item along with the total outstanding on the
1676 .. _routing-lists-label:
1679 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1681 A list of all of the serial routing lists the patron belongs to will be
1682 accessible via the 'Routing lists' tab on the patron record.
1686 On this tab you will be able to see and edit all of the routing lists
1687 that this patron is on.
1691 .. _circulation-history-label:
1694 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1696 The circulation history tab will appear if you have set the
1697 :ref:`intranetreadinghistory` preference to allow
1698 it to appear. If you have the :ref:`OPACPrivacy` system
1699 preference set to 'Allow' and the patron has decided that the library
1700 cannot keep this information this tab will only show currently checked
1705 If you would like to export a list of barcodes for the items checked in
1706 today you can find that option under the More menu on the top right of
1711 This will generate a text file with one barcode per line.
1713 .. _modification-log-label:
1716 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1718 If you have set your :ref:`BorrowersLog` to track changes
1719 to patron records, then this tab will appear. The Modification log will
1720 show when changes were made to the patron record. If you also have
1721 turned on the :ref:`IssueLog` and :ref:`ReturnLog`
1722 you will see checkins and outs on this screen as well.
1726 - The Librarian field shows the patron number for the librarian who
1729 - The module lists 'MEMBERS' for the patron module
1731 - The action will tell you what action was being logged
1733 - The Object field lists the borrowernumber that is being modified (in
1734 the example above, it was my changing my own record)
1739 ~~~~~~~~~~~~~~~~~~~~~~~~~
1741 The `patron's messaging preferences <#setpatronmessaging>`__ are set
1742 when :ref:`adding <add-a-new-patron-label>` or :ref:`editing <editing-patrons-label>` the
1743 patron. This tab will show the messages that have been sent and those
1744 that are queued to be sent:
1748 Clicking on the message title will expand the view to show you the full
1749 text of the message that was sent.
1753 If the message has a status of sent or failed you will have the option
1754 to 'resend' the message to the patron by clicking the 'resend' button
1755 found under the status.
1759 .. _statistics-label:
1762 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1764 Depending on what you set for the values of your
1765 :ref:`StatisticsFields` system preference, you can see
1766 statistics for one patron's circulation actions.
1773 ~~~~~~~~~~~~~~~~~~~~~~~~
1775 If you set the :ref:`EnableBorrowerFiles` preference
1776 to 'Do' the Files tab will be visible on the patron information page.
1780 From here you can upload files to attach to the patron record.
1784 All files that are uploaded will appear above a form where additional
1785 files can be uploaded from.
1789 .. _purchase-suggestions-label:
1791 Purchase suggestions
1792 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1794 If the patron has made any purchase suggestions you will see a purchase
1795 suggestions tab on the patron record.
1799 From here you can see all suggestions made by the patron and their
1800 status, you can also create a purchase suggestion on the patron's behalf
1801 by clicking the 'New purchase suggestion' button at the top.
1803 Learn more about :ref:`purchase suggestions <purchase-suggestions-label>` in the
1804 `Acquisitions <#acqmodule>`__ chapter of this manual.
1806 .. _patron-discharges-label:
1809 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1811 A discharge is a certificate that says the patron has no current
1812 checkouts, no holds and owe no money. To enable this option on the
1813 patron record you need to set the :ref:`useDischarge`
1814 system preference to 'Allow'.
1818 In France a "quitus" ("discharge") is needed if you want to register
1819 for an account in a library or a university.
1823 Academic libraries often require that you have a clear record at the
1824 library before you can graduate.
1826 Patrons can :ref:`request discharges via the OPAC <ask-for-a-discharge-label>`. Any
1827 pending discharges will be listed below the menu buttons on the main
1832 Clicking the pending requests will open a screen where you can allow
1837 To generate a discharge for a specific patron click the 'Discharge' tab
1838 on the left of the patron record
1842 If the patron can have a discharge generated then it will have a button
1843 that says 'Generate discharge'
1847 If not then you'll see an error explaining why you can't discharge the
1852 Once the letter is generated you will have a PDF to download
1858 You can style the PDF using the :ref:`NoticeCSS`
1861 The patron will have a restriction added to their account
1865 And a history of discharges will be added to the 'Discharge'
1870 .. _patron-search-label:
1873 ---------------------------------
1875 Clicking on the link to the Patron module will bring you to a
1876 search/browse screen for patrons. From here you can search for a patron
1877 by any part of their name or their card number.
1881 Clicking the small plus sign [+] to the right of the search box will
1882 open up an advanced patron search with more filters including the
1883 ability to limit to a specific category and/or library.
1887 You can also filter your patron results using the search options on the
1888 left hand side of the page.
1892 Depending on what you have chosen for the 'Search fields' you can search
1893 for patrons in various different ways.
1899 - Enter any part of their name, username, email address or barcode
1903 - Enter any part of their email address and choose 'Contains'
1904 instead of 'Starts with'
1908 - Enter the Koha borrower number
1912 - Enter the phone number exactly as it is in the system or by using
1913 spaces between each batch of numbers.
1915 - Example: To find (212) 555-1212 you can search for it exactly as
1916 it was entered or by searching for 212 555 1212
1920 - Enter any part of the patron's address (includes all address
1921 fields) and choose 'Contains' instead of 'Starts with' to find the
1922 string anywhere in the address
1926 - Birth dates should be entered using the format set forth in the
1927 :ref:`dateformat` preference.
1931 - This is a custom field that libraries can use for any type of data
1936 - This is a custom field that libraries can use for any type of data
1939 You can also choose to either search for fields that start with the
1940 string you entered or contain the string. Choosing 'Contains' will work
1941 like a wildcard search.
1945 You can also browse through the patron records by clicking on the linked
1946 letters across the top.