Usuarios

Before importing or adding patrons be sure to set up your patron categories.

Agregar un nuevo usuario

Usuarios se agregan yendo al módulo “Usuarios”.

  • Get there: Patrons

Una vez allí usted puede añadir un nuevo usuario.

  • Haga clic en “Nuevo usuario”

    Drop down of patron categories when adding a new patron

Nota

The fields that appear on the patron add form can be controlled by editing the BorrowerUnwantedField system preference.

Nota

Required fields are defined in the BorrowerMandatoryField system preference

  • First, enter the identifying information regarding your patron

    'Patron identity' section of the patron form

    • “Salutation” is populated by the BorrowersTitles system preference

      Nota

      If you’d like to prevent full names from printing on slips and you’re not using the Initials or Other name fields for anything else, you can use them for shortened versions of the name to then be printed on the slip.

      Por ejemplo:

      Firstname: Nicole C.
      Surname: Engard
      Initials: NCE
      

      Then on the slip you can have it print the <<borrowers.initials>> instead of the full name (NCE).

      O puede hacer algo como lo siguiente:

      Firstname: Nicole
      Surname: Engard
      Initials: E
      

      Then on the slip you can have it print the <<borrowers.initials>>, <<borrowers.firstname>> instead of the full name (E, Nicole).

  • If this patron is a child, you will be asked to attach the child patron to an adult patron (guarantor)

    'Patron guarantor' and 'Non-patron guarantor' sections of the patron form

    Nota

    Guarantors can only be attached to patrons whose category has “Can be guarantee” set to “Yes”.

    • If the guarantor is a patron of the library, click “Add guarantor” to search your system for an existing patron

      Search for patron pop up window

    • Click “Select” to choose the patron

      List of results from the patron search when searching for a guarantor

    • The relationships are set using the borrowerRelationship system preference

      Patron guarantor section of the add new patron form with a patron selected as guarantor, the Relationship drop down menu is open, the options are father and mother

      Nota

      It is possible to add more than one guarantor to a patron account (both parents for example).

    • If the guarantor is not a patron, you can still add their information in the “Non-patron guarantor” section.

  • Next enter the main address and contact information

    Main address section of the add new patron form

    Nota

    The street type drop-down menu is populated by the ROADTYPE authorized values

    The Contact information section of the new patron form

    • For contact information, note that the primary phone number and primary email address are the ones that appear on notices and slips printed during circulation (receipts, transfer slips and hold slips). The primary email is also the one that overdue notices and other messages go to.

    • The “Main contact method” can be used in reports and for staff to know which method to use first when trying to contact the patron.

  • You can also record an alternate address for each patron. This could be used in an academic setting to store the patron’s home address for example.

    'Alternate address' section of the patron form

  • Each patron can have an alternate contact. An alternate contact could be a parent or guardian, for example.

    'Alternate contact' section of the patron form

  • La sección de administración de biblioteca incluye datos que se utilizan dentro de la biblioteca

    'Library management' section of the patron form

    • The card number field is automatically calculated if you have the autoMemberNum system preference set that way

      Nota

      For a newly installed system, this preference will start at 1 and increment by 1 each time after. To have it start with the starting number of your barcodes, enter the first barcode by hand in the patron record and save the patron. After that, the field will increment that number by 1.

    • Si usted accidentalmente elije al comienzo una categoría de usuario equivocada puede arreglarla aquí

    • Sort 1 and 2 son utilizados con propósitos estadísticos

    • “Allow auto-renewal of items” is used to control whether this patron’s checkouts will be renewed according to the circulation rules. If set to ‘Yes’, items for which automatic renewal is enabled in the circulation rules will be automatically renewed. This requires the automatic_renewal cronjob to run daily. If set to ‘No’, items for which automatic renewal is enabled in the circulation rules will not be automatically renewed.

    • “Check for previous checkouts” is used to set the patron’s personal preference regarding checking their circulation history to see if they have borrowed This item in the past. This overrides the setting of the patron category and of the CheckPrevCheckout system preference.

  • Next, the library set-up section includes additional library settings

    'Library set-up' and 'OPAC/Staff login' sections of the patron form

    • El fecha de registro automáticamente se rellena con la fecha de hoy

    • The expiry date will automatically be calculated based on your patron category settings

    • The OPAC note is a note for the patron, it will appear in the patron’s online account on the OPAC

      'Messages for you' box in the patron's online account with a note saying 'This is an OPAC note'

      Nota

      See also OPAC messages

    • The Circulation note is meant solely for your library staff and will appear when the circulation staff goes to check an item out to the patron

      Circulation note appearing in red to the right of the checkout box

  • The “OPAC/Staff interface login” section asks for the username and password to be used by the patron (or staff member) to log into their account in the OPAC and for staff to log in to the staff interface.

    • Staff will only be able to use this login information to log in to the staff interface if they have at least the catalogue permission.

  • If you have enabled the housebound module (with the HouseboundModule system preference), you will be able to choose a housebound role for this patron.

    'Housebound roles' section of the patron form

  • If you have set additional patron attributes in the administration module, these will appear next

    'Additional attributes' section of the patron form, there is one attribute called 'Department' with a drop-down menu, a subheading 'Additional ID', with another attribute called 'Employee #'

  • Finally, if you have the EnhancedMessagingPreferences system preference set to “allow,” you can choose the messaging preferences for this patron.

    'Patron messaging preferences' section of the patron form

    See the definition of each notice in the advance notices and hold notices section

    Advertencia

    These preferences will override any you set via the patron categories

    Advertencia

    These preferences can be altered by the patron via the OPAC if the EnhancedMessagingPreferencesOPAC system preference is set to “show”.

  • Cuando haya finalizado, haga clic en “Guardar”

Si el sistema sospecha que este usuario es un duplicado de otro se lo advertirá.

'Duplicate patron record' warning with options to view existing patron record, to edit existing record or to save as new record

Nota

See the PatronDuplicateMatchingAddFIelds system preference to see or change which fields are used to detect duplicate patrons. The default is the surname, the firstname and the date of birth.

Si ha establecido un límite de edad mínimo o máximo en la categoría de usuarios y exige que la fecha de nacimiento se cumplimente, Koha le avisará si el usuario que va a añadir es demasiado viejo o joven para la categoría de usuario seleccionada:

Warning 'The following fields are wrong. Please fix them. Patron's age is incorrect for their category. Ages allowed are 5-17.'

If the patron’s category has an enrollment fee, the fee will be charged to the patron’s account when the account is created. You can then manage the charge in the patron’s accounting tab.

Quick add a patron

If your circulation desk is very busy and you want to register patron quickly, you can use the “quick add” feature. It’s a shortened version of the add patron form with only a couple of necessary fields to fill out.

This feature uses two system preferences: BorrowerMandatoryField and PatronQuickAddFields. These are the two system preferences that control which fields are in the quick add form.

To quick add a patron, go to the Patrons module

  • Get there: Patrons

Click on the “Quick add new patron” button.

You will be asked to choose a patron category.

Then, you will be presented with a shortened form.

Add patron

Once the form is filled out, click on “Save”.

If you need to access the full form, you can click on “Show full form” above the “Save” button.

Add a staff patron

All staff members must be entered into Koha as patrons of the “Staff” type. Follow the steps in Add a Patron to add a staff member. To give the staff member permissions to access the staff client, follow the steps in patron permissions

Importante

Recuerde que debe crear nombres de usuario y contraseñas seguras, ya que estos serán utilizados para iniciar la sesión del personal.

Add a statistical patron

One way to track use of in house items is to «check out» the materials to a statistical patron. The «check out» process doesn’t check the book out, but instead tracks an in house use of the item. To use this method for tracking in house use you first will need a patron category set up for your statistical patron.

image420

Next, you will need to create a new patron of the statistical type.

Add statistical patron

Next, follow the steps put forth in the “Add a new patron” section of this manual. Since this patron is not a real person, simply fill in the required fields, the correct library and nothing else.

To learn about other methods of tracking in house use visit the tracking inhouse use section of this manual.

Duplicate a patron

A veces, cuando va a añadir un nuevo familiar a su sistema y no quiere escribir la información de contacto una y otra vez. Koha permite que se pueda duplicar un usuario y cambiar solo las partes que desee (o necesita) cambiar.

  • Abra el usuario que desea utilizar como punto de partida (el usuario del cual desea duplicar la información)

  • Haga clic en el botón “Duplicar” al inicio del registro

    Row of action buttons at the top of the patron's detail page: Edit, Add guarantee, Change password, Duplicate, Print, Search to hold, Add message, Schedule pickup, and More

  • Todos los campos con la excepción del nombre, número de carnet, nombre de usuario y la contraseña han sido duplicados. Cumplimente los que faltan y haga clic en “Guardar”

    Duplicate patron

    • Nota

      Al hacer clic en el campo que ya está completado con datos se borrará toda la información del campo (lo que le hace más fácil a usted poder escribir algo diferente)

  • Usted será llevado a un nuevo usuario

    Duplicated patron

Add patron images

If you would like you can add patron images to help identify patrons. To enable this feature you must first set the patronimages preference to “Allow”.

Si la preferencia es configurada a “Permitir” usted verá un lugar para la imágen por debajo del nombre del usuario y un recuadro para cargar imágenes de usuarios por debajo de la información básica de contacto.

image425

In the “Upload patron image” box click “Browse” to find the image on your computer and “Upload” to load the image on to the patron record.

image426

Importante

Existe un límite de 100K en el tamaño de la foto subida y es recomendado que la imágen sea de 200x300 pixeles, pero imágenes más pequeñas fuencionan correctametne.

Editing patrons

Los usuarios pueden ser editados usando los botones de edición.

  • Para editar el registro completo del usuario simplemente haga clic en el botón «Editar» en la parte superior de dicho registro

    Row of action buttons at the top of the patron's detail page: Edit, Add guarantee, Change password, Duplicate, Print, Search to hold, Add message, Schedule pickup, and More

  • Patron passwords are not recoverable. The stars show on the patron detail next to the password label are always there even if a password isn’t set. If a patron forgets their password the only option is to reset their password. To change the patron’s password, click the “Change password” button.

    image428

    • Koha cannot display existing passwords as they are encrypted in the database. Leave the field blank to leave password unchanged.

    • Este formulario puede generar automáticamente una contraseña aleatoria si hace clic en el enlace etiquetado “Haga clic para llenar con una sugerencia aleatoria. Las contraseñas de mostrarán como texto.»

    • Changing the password through this form will also update the password expiry date, as set in the patron category.

  • Only staff members with “superlibrarian” permissions can see and change the password expiry date manually. This date can be changed by clicking the “Edit” button at the top of the patron’s record, or the “Edit” button next to the “Library use” section.

  • To edit a specific section of the patron record (for example the “Library use” section) click the “Edit” button beside the section.

    'Library use' section of the patron's file

  • A patron image can be added by browsing for the image on your machine from the “Manage patron image” section.

    image430

    • This form will not appear if you have the patronimages system preference to not allow patron images.

    • To add patron images in bulk, use the Upload patron images tool.

  • Patrons can also be blocked from checking items out by setting Patron flags

    image431

    • If you would like your circulation staff to confirm a patron’s address before checking items out to the patron, you can see the “Gone no address” flag

      image432

    • If the patron reports that they have lost their card you can set the “Lost card” flag to prevent someone else from using that card to check items out

      image433

    • Si usted desea bloquear a un usuario de la biblioteca puede indicarlo con una restricción manual

      image434

    • Si ingresa una fecha y/o nota relacionada con la restricción usted la verá también en el mensaje de la restricción

      image435

  • Children patrons do not become adults automatically in Koha unless you have the Update patron categories cron job running. To upgrade a child patron to and adult patron category manually go to the “More” menu and choose “Update child to adult patron”

    image436

    • Entonces se le presentará una ventana emergente preguntando a cual de sus categorías de adultos debe ser actualizado este Niño

      image437

Renew patron account

When renewing a patron account you can either edit the the expiry date manually in the patron record or use the “Renew patron” option from the More menu in the toolbar at the top.

image1393

Using the latter the new expiry date will be calculated using the enrollment period configured for the patron category of the user. The system preference BorrowerRenewalPeriodBase determines if the new expiry date will be calculated from the current date or from the old expiry date.

One advantage of using the “Renew patron” option is that it will be logged as a membership renewal in the action_logs table and be visible as such when using the Log viewer or the Modificaton log from the patron account.

The renewal date of the patron account will be visible on the details tab.

image1392

If the patron is in a patron category with a membership fee, the charge will also be added upon renewal. You can then manage the charge in the patron’s accounting tab.

Deleting a patron account

From the “More” drop-down, the patron account can be deleted.

image1469

There will be an alert if the patron has checkouts, holds, fines or credits.

  • If a patron has current checkouts, the deletion will not be possible.

    image1470

  • If a patron has outstanding fines, the deletion will not be possible.

    image1468

  • If a patron has unused credits, the option to delete the patron is possible but there will be a warning.

    image1471

  • If a patron has existing holds on their account, the option to delete the patron is possible. The hold will be cancelled and moved to the old reserves table.

    image1462

Managing patron self edits

If you are allowing patrons to edit their accounts via the OPAC with the OPACPatronDetails preference then you will need to approve all changes via the staff client before they’re applied. If there are patron edits awaiting action they will appear on the staff client dashboard below the modules list (along with other items awaiting action).

image438

Nota

Superbibliotecarios podrán ver modificaciones para cualquier sede, el resto del personal solo podrá ver modificaciones para usuarios que pertenezcan a su sede.

Cuando haga clic en el enlace “Usuarios que requieren modificaciones” se le mostrará una lista con los usuarios que han solicitado modificar sus datos.

image439

Desde aquí puede “Aprobar” y aplicar los cambios pendientes al registro del usuario. “Eliminar” y remover los cambios o “Ignorar” y dejar los cambios pendientes de una revisión posterior.

Si desea borrar su regla, haga clic en el enlace “Anular” a la derecha de la regla.

Merging patron records

If you accidentally end up with one patron with two cards it is possible to merge their records together so that you don’t lose their loan history or holds.

  • In the patron list, check the boxes next to the records you want to merge and click on the “Merge selected patrons” button.

image1326

Nota

It is possible to merge more than two records at a time.

  • Select the patron record you want to keep

    image1327

  • If necessary, click the “Compare patrons” button to see the differences between the different accounts.

    The compare screen shows both patron files next to each other with differences highlighted

  • Click the “Merge patrons” button.

The checkouts and statistics will be transferred to the right record and the other one will be deleted.

image1328

Patron permissions

Patron permissions are used to allow staff members access to the staff client.

Importante

Para que un miembro del personal pueda acceder a la interfaz de personal debe tener (al menos) permisos de “catálogo” que le permita visualizar la interfaz de personal.

Setting patron permissions

  • On the patron record click “More” and choose “Set permissions” to alter patron permissions

    image440

  • You will be presented with a list of preferences, some of which can be expanded by clicking the “Show details” link on the right title.

    image441

  • In all cases, if the parent permission is checked, the user has all the child permissions. If you want to set permissions on a more granular level, expand the section and only check the permissions you want that user to have.

Patron permissions defined

  • Access to all librarian functions (superlibrarian)

    Nota

    Seleccionando este permiso no es necesario elegir ningún otro

  • Check out and check in items (circulate)

    • Remaining circulation permissions (circulate_remaining_permissions)

      • This permission grants all circulation rights except those covered by permissions listed below

    • Force checkout if a limitation exists (force_checkout)

      • With this permission a staff member will be allowed to override a check out restriction in the following cases:

        • restricción de edad

        • el ítem se prestó a otro usuario

        • el ítem no es para préstamo

        • el usuario tiene ítems retrasados

        • el ítem esta perdido

        • el ítem es un ítem de alta demanda

        • el ítem está en reserva

    • Mark checkout notes as seen/not seen (manage_checkout_notes)

      • The permission to manage the checkout notes written by users

        through the OPAC

    • Manage curbside pickups (manage_curbside_pickups)

      • The permission to manage patron curbside pickup appointments

    • Manage restrictions for accounts (manage_restrictions)

      • Conceder permiso al miembro del personal para levantar una restricción que podría ser en el registro del usuario

    • Execute overdue items report (overdues_report)

      • El permiso de ejecutar el informe de retrasos encontrado en Circulación

    • Override blocked renewals (override_renewals)

      • With this permission, a staff member can override renewals if there is a restriction

      • Requires that the staff member also has circulate_remaining_permissions

  • Staff access, allows viewing the catalogue in staff client (catalogue) Required for staff login.

    Importante

    Must be given to all staff members to allow them to login to the staff interface

  • Manage Koha system settings (Administration panel) (parameters)

    • Manage account debit and credit types (manage_accounts)

    • Manage additional fields for baskets or subscriptions (manage_additional _fields)

      • This gives access to the additional fields section

      • Importante

        This permission requires that the staff member also have the “Edit an existing subscription” permission from the “Manage serial subscriptions” section and the “Manage basket and order lines” permission from the “Acquisition and/or suggestion management” section

    • Manage audio alerts (manage_audio_alerts)

      • The ability to access the audio alerts configuration in the administration module.

    • Manage authorized value categories and authorised values (manage_auth_ values)

      • The ability to access the auhorized values configuration in the administration module.

    • Manage circulation rules (manage_circ_rules)

    • Manage circulation rules form any library (manage_circ_rules_from_ any_libraries)

      • If not set the logged in user can only edit circulation rules from their own library

      • The staff member still has to have the “Manage circulation rules” permission above.

    • Manage cities and towns (manage_cities)

      • The ability to access the cities and towns configuration in the administration module.

    • Manage classification sources and filing rules (manage_classifications)

    • Manage column configuration (manage_column_config)

    • Manage curbside pickups (manage_curbside_pickups)

    • Manage Did you mean? configuration (manage_didyoumean)

      • The ability to access the Did you mean? configuration in the administration module.

    • Manage item circulation alerts (manage_item_circ_alerts)

    • Manage item search fields (manage_item_search_fields)

      • The ability to access the item search fields configuration in the administration module.

    • Manage item types (manage_itemtypes)

      • The ability to access the item types configuration in the administration module.

    • Manage keyboard shortcuts for the advanced cataloging editor (manage_ keyboard_shortcuts)

      • The ability to access the keyboard shortcuts configuration in the administration module

    • Manage libraries and library groups (manage_libraries)

    • Manage Mana KB content sharing (manage_mana)

    • Manage MARC bibliographic and authority frameworks and test them (manage_marc_frameworks)

    • The ability to access the MARC bibliographic framework, authority types, Koha to MARC mapping, and MARC Bibliographic framework test configuration areas in the administration module.

    • Manage record matching rules (manage_matching_rules)

    • Manage OAI sets (manage_oai_sets)

      • The ability to access the OAI sets configuration in the administration module.

    • Manage extended patron attributes (manage_patron_attributes)

    • Manage patron categories (manage_patron_categories)

      • The ability to access the Patron categories configuration in the administration module.

    • Manage search engine configuration (manage_search_engine_config)

      • The ability to access the Search engine configuration in the administration module. Note: This area will only be visible when the SearchEngine system preference is set to “Elasticsearch”.

    • Manage Z39.50 and SRU server configuration (manage_search_targets)

      • The ability to access the Z39.50/SRU servers configuration in the administration module.

    • Manage SMS cellular providers (manage_sms_providers)

      • The ability to access the SMS cellular providers configuration in the administration module. Note: This area will only be visible when the SMSSendDriver system preference is set to “Email”.

    • Manage global system preferences (manage_sysprefs)

    • Manage library transfer limits and transport cost matrix (manage_transfers)

    • Manage usage statistics settings (manage_usage_stats)

    • Remaining system parameters permissions (parameters_remaining_permissions)

      • The ability to access all remaining areas in the administration module.

  • Add, modify and view patron information (borrowers)

    • Add, modify and view patron information (edit_borrowers)

      • The ability to access the Patrons module to view patron files, as well as adding new patrons and editing patron files

    • View patron information from any libraries (view_borrower_infos_from_any_libraries)

    • If not set the logged in user will only be able to access patron information from their own library or group of libraries.

  • Set user permissions (permissions)

    • The ability to set permissions for other staff members

  • Place and modify holds for patrons (reserveforothers)

    • Modify holds priority (modify_holds_priority)

      • Allows staff members to alter the holds priority (moving patrons up and down the queue)

    • Place holds for patrons (place_holds)

      • Allows staff members to place holds in the staff interface

  • Edit catalog (Modify bibliographic/holdings data) (editcatalogue)

    • Use the advanced cataloging editor (advanced_editor)

      • Grants the ability to use the advanced cataloging editor in the cataloging module

      • Nota

        Staff members with this permission need to also have the “Edit catalog (Modify bibliographic/holdings data)” permission

    • Delete all items at once (delete_all_items)

      • Capacidad de utilizar la opción “Eliminar todos los ítems” en el menú de “Edición” en catalogación

    • Edit catalog (Modify bibliographic/holdings data) (edit_catalogue)

      • Capacidad para acceder a todas las funciones de catalogación a través de la página de Catalogación

    • Edit items (edit_items)

    • Limit item modification to subfields defined in the SubfieldsToAllowForRestrictedEditing system preference (edit_items_restricted)

      • If checked, the staff member will only be able to modify some item subfields

      • Nota

        Please note that the “Edit items” permission is still required

    • Fast cataloging (fast_cataloging)

    • Create, update and delete item editor templates owned by others (manage_item_editor_templates)

    • Create, update and delete item groups, add or remove items from an item group (manage_item_groups)

  • Manage patrons fines and fees (updatecharges)

    • Discount debits for patrons (discount)

      • Grant the ability to apply discounts to charges

    • Payout credits to patrons (payout)

      • Grant the ability to reimburse credits to patrons

    • Refund payments to patrons (refund)

      • Grant the ability to refund payments that patrons have already made to the library

    • Remaining permissions for managing fines and fees (remaining_permissions)

      • Grant the ability to manage fines and fees other than the actions described in the other sub-permissions (discounts, payouts, refunds and writeoffs)

    • Write off fines and fees (writeoff)

      • Grants the ability to write off patron fees

  • Acquisition management (acquisition)

    Advertencia

    All the acquisitions sub-permissions give access to the acquisitions home page. That means that staff who have one or more of the following permissions will be able to view the budgets, search and view vendor information, and view invoices.

    • Add and delete funds (but can’t modify funds) (budget_add_del)

      • Grants the ability to add funds and delete funds within a budget

      • Note that the budget_manage and budget_modify permissions are required for this one to work correctly

    • Manage funds (budget_manage)

      • Grants the ability to access the fund administration page

      • Note that this only gives viewing access to the page, you will need to give your staff budget_add_del and budget_modify if you want them to be able to make changes to the funds

    • Manage all funds (budget_manage_all)

      • Grants viewing access to all funds regardless of restrictions on them (owner, user or library restrictions)

      • Note that the budget_manage permission is required

    • Modify funds (can’t create lines, but can modify existing ones) (budget_modify)

      • Grants the ability to edit fund information and amounts

      • Note that the budget_add_del and budget_manage permissions are required for this one to work correctly

    • Manage contracts (contracts_manage)

    • Manage currencies and exchange rates (currencies_manage)

    • Delete baskets (delete_baskets)

      • Grants the ability to delete baskets

      • The staff member must also have the order_manage permission to be able to view the baskets in order to delete them.

    • Delete invoices (delete_invoices)

      • Grants the ability to delete invoices

    • Manage EDIFACT transmissions (edi_manage)

    • Edit invoices (edit_invoices)

      • Grants the ability to edit invoices (modify invoice information such as the invoice number, billing or shipping date, add adjustments, etc.)

      • The staff member will not be able to receive orders against an invoice unless they have the order_receive permission as well

    • Manage basket groups (group_manage)

    • Merge invoices (merge_invoices)

    • Manage baskets and order lines (order_manage)

      • Grants the ability to place orders, including creating baskets, adding order lines, closing baskets, etc.

    • Manage all baskets and order lines, regardless of restrictions on them (order_manage_all)

      • Grants the ability to manage all baskets and orders even if they are restricted to the owner, users or library

      • Note that the order_manage permission is required

    • Receive orders and manage shipments (order_receive)

      • Grants the ability to create invoices, receive items and claim late orders

    • Manage budgets (period_manage)

      • Grants access to the budget administration page and the ability to create, edit and delete budgets

      • This permission does not give the ability to edit budget funds.

    • Manage budget plannings (planning_manage)

      • Grants the ability to view budget planning

      • Note that the budget_manage and the period_manage permissions are required for this one to work

    • Reopen closed invoices (reopen_closed_invoices)

      • Grants the ability to reopen closed invoices

    • Manage vendors (vendors_manage)

  • Suggestions management

  • Manage the electronic resources module (erm)

    • This permission serves two purposes

      • Gives library staff access to ERM records (Agreements, Licenses, eHoldings etc.)

      • Library staff MUST have this permission in order to be attached as Agreement and License Users on Agreement and License records

  • Use all tools (tools)

  • Edit authorities (editauthorities)

    • Grants the ability to create, edit and delete authority records

    • Note that it is possible to search authority records with only the catalogue permission

  • Manage serial subscriptions (serials)

    • Check the expiration of a serial (check_expiration)

    • Gives ability to check the expiration date of serials

    • Claim missing serials (claim_serials)

    • Create a new subscription (create_subscription)

    • Delete an existing subscription (delete_subscription)

      • Gives the ability to delete serial subscriptions

    • Edit an existing subscription (edit_subscription)

    • Serials receiving (receive_serials)

    • Renew a subscription (renew_subscription)

    • Routing (routing)

    • Manage subscriptions from any branch (superserials)

  • Allow access to the reports module (reports)

    • Reports found on the Circulation page are not controlled by this permission; this only controls access to the :ref:Reports module <reports-label>`

    • Reports in the Statistics wizard section and the other reports on the main reports page can be run with any one of the following permissions. They only affect the SQL reports.

    • Create SQL reports (create_reports)

    • Delete SQL reports (delete_reports)

      • The ability to delete saved SQL reports

      • Note that you need execute_reports in order to be able to delete them

    • Execute SQL reports (execute_reports)

  • Allow staff members to modify permissions for other staff members (staffaccess)

    • This permission requires the borrowers permission above

  • Course reserves (coursereserves)

  • Koha plugins (plugins)

    • Configure plugins (configure)

      • Gives the ability to run the “configure” section of a plugin if it has one

      • Note that the staff member needs either the report permission or the tool permission (below) in order to be able to access the plugins

    • Manage plugins (manage)

      • Posibilidad de instalar o desinstalar plugins

      • Note that the staff member needs either the report permission or the tool permission (below) in order to be able to access the plugins

    • Use report plugins (report)

      • La posibilidad de usar los informes de plugins

    • Use tool plugins (tool)

      • La posibilidad de usar la herramienta de plugins

  • Lists (lists)

    Importante

    Todo el personal tiene permiso para crear y modificar sus propias listas, este permiso sólo es necesario si desea dar permiso a un miembro del personal para eliminar las listas públicas que no han creado.

    • Delete public lists (delete_public_lists)

      • The ability to delete public lists created by someone else

  • Patron clubs (clubs)

    • Create and edit clubs (edit_clubs)

    • Create and edit club templates (edit_templates)

    • Enroll patrons in clubs (enroll)

      • Enroll patrons from the patron file

      • The borrowers permissions is required in order to enroll patrons in clubs

  • Create and modify interlibrary loan requests (ill)

  • Self check modules (self_check)

    • Log into the self check-in module (self_checkin_module)

      Nota

      This permission prevents the patron from using any other OPAC functionality

  • Perform self checkout at the OPAC (self_checkout_module)

    Nota

    This permission should be used for the patron matching the AutoSelfCheckID system preference

  • Manage stockrotation operations (stockrotation)

    • Add and remove items from rotas (manage_rota_items)

      • Staff with only this permission will be able to manage the items in the rotas, but not the rotas themselves

    • Create, edit and delete rotas (manage_rotas)

      • Staff with only this permission will be able to manage the rotas, but not the actual items

  • Cash management (cash_management)

    • Add, edit and archive cash registers (manage_cash_registers)

    • Access the point of sale page and take payments (takepayment)

      • Grants access to the point of sale module

  • Recalls (recalls)

    • Manage recalls for patrons (manage_recalls)

      • Grants access to the recall management page

Patron information

Cuando revise un registro de usuario tiene la opción de ver la información de una de muchas pestañas encontradas en el lado izquierdo del registro.

  • Get there: Patrons > Browse or search for patron > Click patron name

Check out

For instruction on checking items out, view the Checking out section of this manual.

Staff members can access their own check out screen by clicking their username in the top right of the staff client and choosing “My checkouts”

image1178

Detalle

Nota

Los miembros del personal pueden acceder a los detalles de su propia cuenta haciendo clic en el nombre de su usuario en la parte superior derecha de la interfaz del personal y eligiendo “Mi cuenta”

The user menu at the top of the page in the staff interface, the cursor is on the 'My account' option.

All patron information will appear in the Details tab. This includes all the contact information, notes, custom patron attributes, messaging preferences, etc. entered when adding the patron.

image1359

In the case of patrons who are marked as “Child” or “Professional” and their guarantors additional information will appear on their record.

  • A child patron will list their guarantor

    image443

  • On the guarantor’s record, all children and/or professionals will be listed

    image444

If the age of the patron is outside the age range defined in their patron category a warning will appear on their record.

image1461

Circulation summary

En la parte inferior de la página de detalles de información del usuario encontrará un acceso rápido a los ítems que dichos usuarios tienen prestados, vencidos y en reserva.

Checkouts

The first tab shows the items the patron currently has checked out.

image445

Nota

  • You can customize the columns of this table in the “Table settings” section of the Administration module (table id: issues-table).

Relatives” checkouts

If they have family at the library, staff can see what the other family members have checked out.

image446

Charges

The Charges tab will only show in the patron accounts that have unpaid amounts or unused credits.

The tab will show the total amount, without any details. To see the details, go to the accounting tab.

image1360

Holds

If the patron has holds, the number of holds will appear on this tab’s title and the details will appear in the tab.

Table of patron's current holds

Nota

The barcode and call number will only appear on item-level holds or holds that have been confirmed. Record-level holds that are not waiting to be picked up will not have barcodes or call numbers.

From here you can manage the patron’s holds: change the pickup library, cancel or suspend holds.

Nota

You will only be able to suspend holds if the SuspendHoldsIntranet system preference is set to «Allow».

Nota

If, when suspending a hold, you want to be able to set a date at which to automatically resume the hold, set the AutoResumeSuspendedHolds system preference to «Allow» and make sure the unsuspend_holds cron job is activated.

Recalls

If recalls are enabled, currently active recalls requested by the patron will appear in this tab.

The Recalls tab in a patron's detail page shows all the recalls placed by this patron

From here staff members can see the status of each recall and manage them.

Article requests

If the ArticleRequests system preference is enabled, and the circulation rules allow it, the patrons will be able to request articles, either through the OPAC or in the staff interface.

The details of the patron’s request, and its status, are visible in this tab.

image1361

Restrictions

La pestaña Restricciones será mostrada para todos los usuarios. Si los usuarios no tienen restricciones usted podrá observar eso también en esa pestaña.

Restrictions tab of the patron's file says "Patron is currently unrestricted" and there is an option to add a manual restriction

Si el usuario tiene restricciones en su cuenta, la pestaña mostrará el número y la descripción.

There are at least four kinds of restrictions:
  • Manual

  • Overdues

  • Suspension

  • Discharge

Using the “Add manual restriction” link you can add a restriction to the patron record from here. This can be used for any type of restriction you need to put manually on a patron record.

Form to add a restriction on the patron's file

  • Comment: enter a comment to explain the restriction

  • Expiration: optionally enter an expiration date for this restriction. If there is no expiration date, the restriction will stay on the file until it is removed. If there is an expiration date, the restriction will automatically be removed.

If you have enabled the PatronRestrictionTypes preference, then you will have a select list of restriction types when attempting to add a manual restriction. This list can be managed from the administration page

List of restrictions currently on the patron's file, with the type of restriction, the comment, the expiration date and the date it was added

The overdues restrictions are automatically set when overdue notices are sent if you specified you wanted the patron restricted in the overdue notice/status triggers tool.

This restriction will not be removed automatically when the overdue items are returned unless the AutoRemoveOverduesRestrictions system preference is set to “Do”.

In the circulation rules, you can choose to fine users by suspending them instead of (or in addition to) fining them money. In that case, returning an overdue document will trigger a suspension restriction.

Patrons may also be restricted if you have issued a discharge for them. Once the discharge is validated, the patron is automatically restricted.

Restrictions on a patron record will block checkouts. In fact, a message will appear in red when going to the checkout page.

Checkout is blocked for this patron because the patron is restricted

Restrictions may also prevent renewing items if the RestrictionBlockRenewing system preference is set to “block”.

On the OPAC, patrons will get a message saying their account is frozen. They will not be able to place holds from the OPAC.

Message in the patron's account that says 'Please note: Your account has been frozen. Comment: Vandalism in study room 3 End date: 08/15/2022 Usually the reason for freezing an account is old overdues or damage fees. If your account shows to be clear, please contact the library. Go to your account page'

If you have patrons that have more than one restriction, you can choose to cumulate their restriction periods or not through the CumulativeRestrictionPeriods system preference.

Nota

If you want to restrict patrons from doing various actions if their record is not pristine, check the following system preferences:

  • Set the OverduesBlockCirc system preference to “Block” to prevent patrons who have overdue materials from checking out other materials.

  • Set the OverduesBlockRenewing system preference to “block renewing for all the patron’s items” or “block renewing only for this item” to prevent patrons who have overdue materials from renewing their loans.

  • Enter values in the noissuescharge and NoIssuesChargeGuarantees system preferences in order to block checking out to patrons who have more than a certain amount in fines or to patrons whose guarantees owe more than a certain amount.

  • Enter a value in the maxoutstanding system preference to prevent patron from placing holds on the OPAC if they owe more than a certain amount.

  • Enter a value in the OPACFineNoRenewals system preference to prevent patron who owe more than a certain amount to renew their loans from the OPAC.

  • Set the BlockExpiredPatronOpacActions system preference to “Block” if you want to prevent patron whose membership has expired to place hold or renew their loans from the OPAC.

Clubs

If you use patron clubs, patrons will have a tab in their record indicating which club they are enrolled in, if any.

image1362

Accounting

The patron’s complete accounting history will appear on the Accounting tab. The Accounting tab will show all types of charges and credits: overdue fines, membership fees, rental fees, reserve fees and any other charge you may have for patrons.

image450

Nota

  • You can customize the columns of this table in the “Table settings” section of the Administration module (table id: account-fines).

The Transactions tab will show you the following columns:

  • Date: the date the charge, payment or credit was posted

    • En el caso de multas esto será el último día que las multas fue acumulada

  • Account type: what type of charge, payment or credit it is

    • In cases where an account type may have an accompanying status it will be displayed alongside the accounttype in brackets.

  • Description of charges: a description of the charges including the due date for overdue items and a link to the item record where one is available

  • Barcode: if the charge is linked to a particular item, the barcode is displayed

  • Due date: if the charge is an overdue fine, the due date is displayed

  • Checkin date: if the charge is an overdue fine, the checkin date is displayed

  • Checkout date: if the charge is an overdue fine, the check out date is displayed

  • Home library: if the charge is linked to a particular item the home library is displayed

  • Notas: cualquier nota acerca de este pago/cargo

    • If you’re allowing patrons to pay fines via the OPAC with PayPal (EnablePayPalOpacPayments) you will see a Note that says “PayPal” for items paid this way

  • Cantidad: la cantidad total del pago o cargo

  • Pendiente: la cantidad todavía prevista encima cargo

  • Actions:

    • A selection of actions available to take upon the account line as detailed below

En el tope de la tabla puede hacer clic en “Filtrar transacción paga” para ocultar todas las transacciones completadas y además puede utilizar el cuadro de búsqueda para encontrar un monto o pago específico.

Actions

Action buttons will be available for the different account lines depending on the users available permissions and the account type and status.

  • A button to print a receipt for that line item

  • A button to show further details about the charge and any payments that have been made

  • A button to void (reverse) a payment/credit

    • This button will only appear on a payment/credit line. Upon voiding the line it will reverse the payment process restoring the amountoutstanding for any debts/debits which the payment/credit may have previously been used to offset. This action is most commonly used to correct cases where a payment was recorded but never actually received. The credit line will be set to a zero amount and updated to VOID.

  • A button to cancel (remove) a charge/debit

    • This button will only appear on a charge/debit line that has not already had any payment/credits applied to it. Upon cancelling the line it will be marked as “Cancelled” and a CANCELLATION line will be added and offset against it. This action is most commonly used to correct cases where a charge was made mistakenly.

  • A button to pay against charges/debits with outstanding amounts

    • This button will appear against any charge/debit with an outstanding amount. The subsequent page can be used to pay or writeoff the line partially or in full with a PAYMENT or WRITEOFF line will being added.

  • A button to issue a payout of credit

    • This button will appear against any credit line that has an amount outstanding and you have the payout permission. It allows the librarian to return outstanding credit to the patron and record the action with a PAYOUT line.

  • A button to issue a refund against a charge/debit

    • This button will appear against any charge/debit line that has been paid or partially paid and you have the refund permission. The subsequent modal dialogue will allow you to partially or fully refund the offset debt, either in CASH or by means of a credit added to the account.

  • A button to apply a discount to a charge/debit

    • This button will appear against any charge/debit which has not already been offset by a credit/payment and you have the discount permission. The subsequent modal dialogue will allow you to add a discount upon the charge.

Charging fines/fees

Most fees and fines will be charged automatically if the fines cron job is running. Fines will also be charged when an overdue item is checked in if the CalculateFinesOnReturn system preference is enabled.

  • Fines will be charged based on your circulation and fines rules

  • Hold fees will be charged based on the rules you set in the Patron types and categories administration area

  • Rental fees will be charged based on the settings in your Item iypes administration area

  • Marcar a un ítem como “Perdido” en el módulo de catalogación, automáticamente, le pondrá una multa al usuario equivalente al costo de reemplazo del ítem.

  • Creating a patron in a category with an enrollment fee.

  • Renewing a patron account in a category with an enrollment fee.

  • Article request fees will be charged based on the article request fees section of the circulation rules page.

Pay and writeoff fines

Each line item can be paid in full (or written off) using the “Pay charges” tab. You can switch between “Pay” and “Write off” mode using the buttons located at the top of this tab if you are part way through a transaction.

image451

Nota

  • You can customize the columns of this table in the “Table settings” section of the Administration module (table id: pay-fines-table).

  • Cada entrada de ítem puede ser abonada completamente, parcialmente, o condonada.

  • Pagar una multa totamente

    • Si usted tiene una nota sobre el pago, por favor escriba eso primero y luego continué

    • Haga clic en «Pagar» al lado de la multa que desea pagar completamente

    • The full amount of the fine will be populated for you in the «Collect from patron» box

    • There is a change feature included in this payment process. An option to specify how much money was collected when paying a fine, as well as defining how much was paid on the fine. If these numbers are different (i.e. more money was collected) a popup displaying the amount of change to be given will be displayed and require confirmation before proceeding

    • If one or more values are defined under the PAYMENT_TYPE authorized value category a dropdown selection box will be displayed to specify a custom payment type.

    • If the UseCashRegisters system preference is enabled, you will have a choice of cash register in which to enter the transaction

    • Haga clic en “Confirmar”

    • La multa se removerá de multas pendientes, y se verá como completamente abonada.

    Nota

    • If the FinePaymentAutoPopup system preference is enabled a print dialogue window will display. If change was given for this transaction the details will be included when using this system preference.

    • In addition to printing receipts you can enable email receipts for payment and writeoff transactions with the UseEmailReceipts system preference.

  • Pagar una multa parcial

    • Haga clic en «Pagar» al lado de la multa que desea pagar parcialmente

    • Enter the amount you are collecting from the patron in the «Collect from patron» box

      image453

    • Haga clic en “Confirmar”

    • The fine will be updated to show the original amount, and the current amount outstanding

  • Pagar una cantidad a todas las multas

    • Click the «Pay amount» button

    • Enter the amount you are collecting from the patron in «Collect from patron.» The sum of all fines is shown in «Total amount outstanding»

      image454

    • Haga clic en “Confirmar”

    • Los totales de multas se actualizarán con el pago aplicado a las multas mas viejas primero.

  • Pay selected fines

    • Check the selection boxes next to the fines you wish to pay, click «Pay selected»

      image455

    • Ingrese la cantidad a pagar de las multas.

      image456

    • Haga clic en “Confirmar”

    • El total de multas se actualizará con el pago aplicado a las multas más viejas seleccionadas primero.

  • Cancelar una multa

    • Haga clic en «Anular» al lado de la multa que desee eliminar.

    • A confirmation box will appear to specify a total amount to writeoff. This box allows a partial writeoff of fines.

    • La multa se removerá de multas pendientes, y se mostrará como cancelada

  • Writeoff selected fines

    • Check the selection boxes next to the fines you wish to pay, click «Writeoff selected».

    • Click «Confirm».

    • La multa se removerá de multas pendientes, y se mostrará como cancelada

  • Writeoff all fines

    • Click the «Writeoff all» button

    • Todas las multas serán eliminadas de las multas sobresalientes, y mostradas como descartadas.

Cancel fines or fees

If a user was charged for something and it’s an error, you can cancel the fee by clicking the “Cancel charge” button in the Actions column.

A line in the patron's accounts for a manual fee, still unpaid. At the end of the line, there are buttons 'Print', 'Detail', 'Pay', 'Cancel charge', and 'Apply discount'

Once clicked a new line will be added to the account for a “Cancelled charge” of the same amount as the cancelled charge. The charge that was cancelled will now have the “Cancelled” status and the amount outstanding will be 0.

Two lines in the patron's account. The first is for a 'Cancelled charge', the amount is -5. The second is for a 'Manual fee (Cancelled)', the amount is 5 and the outstanding amount is 0.

If you cancelled a charge by mistake, you can void the cancellation (see Void payments below).

Void payments

If you accidentally mark and item as paid, you can reverse that line item by clicking “Void” to the right of the line

image457

  • Once clicked a new line item will be added to the account showing the payment as ‘Voided’. The payment line is added back to the Pay fines tab as an outstanding charge.

    image458

Creating manual invoices

Para precios que no se asignan automáticamente, se puede crear una factura manual

image459

  • Primero elija el tipo de factura que desea crear

    • To add additional values to the manual invoice type pull down menu, add them to the debit types in the Administration module.

  • Si la tasa está asociada con un ítem, puede introducir su código de barras para que la linea muestre un enlace a ese ítem

  • El campo de descripción es donde se entra la descripción de la carga

  • En la caja de cantidad no utilice ningún símbolo de moneda, solo números y decimales.

Creating manual credits

Los créditos manuales pueden ser utilizados para pagar parte de las multas, o para perdonar un monto de la multa.

image460

  • Primero seleccione el tipo de crédito que quiere aplicar

  • Si este crédito se asocia con un ítem puede introducir código de barras del ítem de modo que la linea de ítems enlaza al ítem correcto

  • El campo de descripción es donde se entra la descripción del crédito

  • En la caja de cantidad no utilice ningún símbolo de moneda, solo números y decimales.

Printing invoices

A la derecha de cada línea de cuenta hay un enlace de impresión. Haciendo clic en dicho enlace imprimirá un recibo para el ítem en línea que incluye la fecha y descripción del ítem con el total resaltado de la cuenta.

image461

Routing lists

A list of all of the serial routing lists the patron belongs to will be accessible via the “Routing lists” tab on the patron record.

image462

En esta pestaña podrá ver y editar las listas de circulación en las que figura este usuario.

image463

Circulation history

The circulation history tab will appear if you have set the intranetreadinghistory preference to allow it to appear. If you have the OPACPrivacy system preference set to “Allow” and the patron has decided that the library cannot keep this information this tab will only show currently checked out items.

Table of patron's circulation history

Nota

  • You can customize the columns of this table in the “Table settings” section of the Administration module (table id: checkouthistory-table).

To see when an item was renewed and by whom, click ‘View’ in the Number of renewals column.

Item renewals pop-up

Si desea exportar una lista de códigos de barra de los ítems prestados hoy puede encontrar esa opción en el menú Mas arriba a la derecha de la página.

image465

Esto generará un archivo de texto con un código de barras por línea.

Holds history

The holds history tab shows all the holds the patron has made, with their status.

image1496

Nota

  • You can customize the columns of this table in the “Table settings” section of the Administration module (table id: holdshistory-table).

Modification log

If you have set your BorrowersLog to track changes to patron records, then this tab will appear. The Modification log will show when changes were made to the patron record. If you also have turned on the IssueLog and ReturnLog you will see checkins and outs on this screen as well.

image466

  • La columna Bibliotecario muestra el número de usuario del bibliotecario que hizo los cambios

  • Módulo lista “USUARIOS” para el módulo del usuario

  • La acción le dirá qué acción se está registrando

  • El campo Objeto muestra el número de usuario que se está modificando (en el ejemplo anterior, es un autocambio de mi propio registro)

Avisos

The patron’s messaging preferences are set when adding or editing the patron. This tab will show the messages that have been sent and those that are queued to be sent:

image467

Haciendo clic en el título del mensaje ampliará la vista para mostrarle el texto completo del mensaje enviado.

image468

If the message has a status of sent or failed you will have the option to “resend” the message to the patron by clicking the “resend” button found under the status.

image469

Estadísticas

Depending on what you set for the values of your StatisticsFields system preference, you can see statistics for one patron’s circulation actions.

image470

Archivos

If you set the EnableBorrowerFiles preference to “Do” the Files tab will be visible on the patron information page.

image471

Desde aquí puede subir archivos para adjuntarlos al registro del usuario.

image472

Todos los archivos que sean subidos aparecerán cobre un formulario done archivos adicionales pueden ser subidos.

image473

Purchase suggestions

Si el usuario ha hecho alguna sugerencia de compra, verá una pestaña de sugerencias de compra en el registro del usuario.

image1247

Desde aquí se puede ver todas las sugerencias hechas por el usuario y su estado, también puede crear una sugerencia de compra a favor del usuario haciendo clic en el botón “Nueva sugerencia de compra” en la parte superior.

Learn more about managing purchase suggestions in the Acquisitions chapter of this manual.

Liberación de la deuda para el usuario

A discharge is a certificate that says the patron has no current checkouts, no holds and owe no money. To enable this option on the patron record you need to set the useDischarge system preference to “Allow”.

Nota

In France a «quitus» («discharge») is needed if you want to register for an account in a library or a university.

Nota

Las bibliotecas académicas, a menudo, requieren que usted tenga registros limpios antes de poderse graduar.

Patrons can request discharges via the OPAC. Any pending discharges will be listed below the menu buttons on the main staff client page

image1248

Clicking the pending requests will open a screen where you can allow those discharges

image1249

To generate a discharge for a specific patron click the “Discharge” tab on the left of the patron record

image1250

Si al usuario se le puede generar la liberación de la deuda, entonces, tendrá un botón con la leyenda “Generar liberación de la deuda”

image474

Si no, entonces usted verá un error explicando por qué no se puede hacer la generación libre de deuda para el usuario.

image475

Una vez que se genera la carta, tendrá un PDF para descargar

image476

Nota

You can style the PDF using the NoticeCSS preference.

The patron will have a restriction added to their account

image1251

And a history of discharges will be added to the “Discharge” tab

image1252

Housebound patrons

There are three roles a patron can have in regard to housebound circulation: borrower, chooser or deliverer.

Importante

In order to use the housebound module, the HouseboundModule and ExtendedPatronAttributes system preferences must be enabled.

Chooser

If you have enabled the housebound module, with the HouseboundModule system preference, you will see that patrons now have a new section in their record called “Housebound roles”.

image1349

Click the “Add” button to mark this patron as a “Chooser”.

image1350

The chooser is in charge of choosing the materials for the housebound patron.

Deliverer

In the “Housebound roles”, click the “Add” button to mark this patron as a “Deliverer”.

image1351

The deliverer is in charge of delivering the chosen materials to the housebound patron on a specific day at a specific time.

Housebound borrowers

To create a housebound profile for an housebound patron, click on the “Housebound” tab in their record.

image1347

From there, you can edit their housebound profile information.

image1348

  • Delivery day: choose which day (or “Any”) the patron prefers to receive their delivery.

  • Frequency: choose the frequency at which they want to receive their deliveries.

    Nota

    The frequencies are managed through the HSBND_FREQ list of authorized values.

  • Preferred materials: enter notes that will help the chooser choose appropriate documents for the housebound patron.

    For example: books, dvds, magazines, etc.

  • Subjects: if the housebound patron has a preference for particular subjects, enter it here. This will help the chooser choose interesting documents for the patron.

    For example: romance, cookbooks, thrillers, etc.

  • Authors: if the housebound patron has favorite authors, enter them here.

    For example: Danielle Steel, James Patterson, etc.

  • Referral: if the housebound patron has a referral, enter it here.

  • Notes: enter any other notes that may help the chooser or the deliverer.

Click the “Save changes” button to save the housebound profile.

Coordinating deliveries

To plan visits, go to the housebound patron’s record.

In their housebound tab, you will be able to create deliveries.

image1352

Click on “Add a new delivery”.

image1353

Fill out the information :

  • Date: Enter the date of the delivery.

  • Time: Select a time of day for the delivery. The choices are morning, afternoon, or evening.

  • Chooser: Select a chooser who will be in charge of selecting the materials for this housebound patron.

  • Deliverer: Select a deliverer who will be in charge of picking up the materials and bringing them over to the housebound patron.

image1354

Choosers and Deliverers can be notified of planned deliveries via reports. Example reports be found in the SQL Reports Library at https://wiki.koha-community.org/wiki/SQL_Reports_Patrons#Patron_Characteristics.

Recalls history

If recalls are enabled, active and past recalls requested by the patron will appear in this tab.

The Recalls history page in a patron's file

From here staff members can see the status of each recall and manage them.

Two factor authentication in the staff interface

Koha offers two-factor authentication (2FA) for logging into the staff interface.

This two-factor authentication uses a time-based one-time password (TOTP). A TOTP is a password can only be used once and is only valid for a limited time.

Users wanting to use the two-factor authentication must have an app to generate these TOTPs. Any authenticator app, such as Google Authenticator, andOTP, FreeOTP and many others can be used. Applications that enable backup of their 2FA accounts (either cloud-based or automatic) are recommended.

Turn on the two-factor authentication with the TwoFactorAuthentication system preference.

Once this is done, the staff user must go to their account by clicking their username at the top of the page and clicking “My account”.

The user menu at the top of the page in the staff interface, the cursor is on the 'My account' option.

The user must then go to More > Manage two-factor authentication.

When two-factor authentication is enabled, the current logged in user has access to a 'manage two-factor authentication' option from the 'More' menu

The status should be “Disabled” when first going to this page.

The manage two-factor authentication page; the status is currently disabled; there is a button that says 'Enable two-factor authentication'

Click on “Enable two-factor authentication”.

A QR code will be presented. This code must be scanned with an authenticator app (see above for suggestions).

The manage two-factor authentication page; a QR code is presented with a field for a pin code underneath

Nota

If the app doesn’t allow to scan QR codes, the page gives the credentials that can be entered manually (account, key, time-based).

Once the QR code is scanned, the app will return a time-based PIN code. The user must enter this PIN code in the PIN code field and click “Register with two-factor app”.

The status of the two-factor authentication will now be enabled.

When this user tries to log in to the staff interface, they will have to enter their username and password, like always, but also a two-factor authentication code.

When two-factor authentication is enabled and a user has enabled it in their account, a two-factor authentication code field will appear after they have entered their username and password to log into the staff interface

The user must then open their authenticator app, generate a time-based one-time password and enter it in the field in order to log in.

Should the user wish to disable their two-factor authentication, they can go to their account in the staff interface, click More > Manage two-factor authentication and click “Disable two-factor authentication”.

The manage two-factor authentication page; the status is currently enabled; there is a button that says 'Disable two-factor authentication'

Communicating with patrons

Koha offers several options for communicating with patrons, some of which have already been covered in this chapter.

OPAC notes

OPAC notes are added to the patron’s file through the add patron form or the edit patron form, in the “Library set-up” section.

'Library set-up' and 'OPAC/Staff login' sections of the patron form

They show up in the “Your summary” section of the patron’s online account in the OPAC.

'Messages for you' box in the patron's online account with a note saying 'This is an OPAC note'

In the staff interface, OPAC notes will be in the “Library use” section of the patron’s file.

'Library use' section of the patron's file

OPAC messages

OPAC messages are added to the patron’s file using the “Add message” button.

Row of action buttons at the top of the patron's detail page: Edit, Add guarantee, Change password, Duplicate, Print, Search to hold, Add message, Schedule pickup, and More

To leave a message that the patron will be able to see in the OPAC, choose «OPAC - Patron’s name» in the “Add a message for” field. Enter your message in the box, or choose a predefined message in the drop-down menu.

Pop-up modal for 'Add message' with the option 'Add a message for OPAC - Patron's name' chosen

Nota

Predefined messages are added in the BOR_NOTES authorized value category

Once saved, the patron will be able to see the message in the “Your summary” section of their online account. The patron will also be able to see the date on which the message was added as well as the name of the branch.

'Messages for you' box in the patron's online account with a message saying "'This is an OPAC message' written on 10/24/2020 by Centerville"

In the staff interface, OPAC messages are shown on the patron’s detail page, at the top of the page just under the row of action buttons.

OPAC message appearing in the patron's detail page in the staff interface just under the edit buttons

It will also appear on the checkout page, to the right of the checkout box.

OPAC message appearing in the patron's checkout page to the right of the checkout box

Advance notices and hold notices

If you have enabled the EnhancedMessagingPreferences system preference, you cat set advance notices as well as hold notices when adding a new patron or editing a patron.

If the EnhancedMessagingPreferencesOPAC system preference is set to “show”, patrons will be able to modify their messaging preferences in their online account.

'Patron messaging preferences' section of the patron form

  • Item due: A notice on the day and item is due back at the library

  • Advance notice: A notice in advance of the patron’s items being due (the patron can choose the number of days in advance)

  • Hold filled: A notice when you have confirmed the hold is waiting for the patron

  • Item check-in: A notice that lists all the of the items the patron has just checked in

  • Item checkout: A notice that lists all the of the items the patron has just checked out and/or renewed, this is an electronic form of the checkout receipt

  • Auto renewal: A notice that notifies the patron that their checkouts have been automatically renewed, or if there was a problem with their automatic renewal.

    • Customize this notice by editing the AUTO_RENEWAL or AUTO_RENEWAL_DGST notice in the Notices & slips tool

    • This option will only appear if the AutoRenewalNotices is set to «according to patrons messaging preferences»

Patrons can choose to receive their notices as a digest by checking the “Digest only” box along with the delivery method. A digest is a combination of all the messages of that type (so all items due in 3 days in one email) in to one email instead of multiple emails for each alert.

The delivery methods currently supported are:

  • Email

  • SMS (text messages)

  • Automated phone call system

  • Print

To generate the advance notices (advance notice and item due), you need to run the advance_notices.pl cronjob. Then, the process_message_queue.pl cronjob will send the notices or the gather_print_notices.pl cronjob will gather them in a nice file you can print out and send out via regular mail.

Overdue notices

Overdue notices are managed in Notices & slips and when they are sent is managed in Overdue notice/status triggers.

Patrons cannot opt out of receiving overdue notices like they can other notices (such as advance notices or hold notices)

To generate the overdue notices , you need to run the overdue_notices.pl cronjob. Then, the process_message_queue.pl cronjob will send the notices or the gather_print_notices.pl cronjob will gather them in a nice file you can print out and send out via regular mail.

Custom emails