Adhérents

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

Inscrire un nouvel adhérent

Les adhérents sont ajoutés dans le module “Adhérents”.

  • Allez dans le module « Adhérents »

Une fois ici, vous pouvez inscrire un nouvel adhérent.

  • Cliquer sur « Nouvel Adhérent »

    Drop down of patron categories when adding a new patron

  • Les champs apparaissant dans la fiche adhérent peuvent être définis dans la préférence système BorrowerUnwantedField

  • Les champs obligatoires sont définis dans la préférence système BorrowerMandatoryField

  • First, enter the identifying information regarding your patron

    'Patron identity' section of the patron form

    • “Salutation” is populated by the BorrowersTitles system preference

    • Note

      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.

      Par exemple :

      Firstname: Nicole C.
      Surname: Engard
      Initials: NCE
      

      Sur le ticket vous pouvez imprimer <<borrowers.initials>> à la place du nom complet (NCE).

      Ou vous pourriez faire quelque chose comme ceci:

      Firstname: Nicole
      Surname: Engard
      Initials: E
      

      Sur le ticket, vous pouvez imprimer les champs <<borrowers.initials>>, <<borrowers.firstname>> à la place du nom complet (E, Nicole).

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

    Note Guarantors can only be attached to patrons whose category is of the “Child”, “Professional” or “Organization” type.

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

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

      Search for patron pop up window

    • Click “Select” to choose the patron

      Lst of results from the patron search

    • Les relations entre adhérents sont à paramétrer dans la préférence système borrowerRelationship

      Patron guarantor section of the add new patron form with a patron selected as guarantor

      Note

      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

    Note

    The street type is populated by the ROADTYPE authorized values

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    • 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.

  • 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.

    'Altenate contact' section of the patron form

  • La section de la gestion de la bibliothèque inclut des valeurs propres à la bibliothèque

    'Library management' section of the patron form

    • Un numéro de carte est automatiquement créé si vous avez paramétré la préférence système autoMemberNum sur ce mode.

      • Note

        Pour une nouvelle installation, cette préférence système va commencer avec le chiffre 1 et va incrémenter d’1 à chaque fois. Si vous souhaitez débuter la numérotation avec un numéro de code à barres de votre choix, saisissez ce dernier manuellement puis enregistrez l’adhérent. Après cela, l’augmentation automatique de 1 se fera à partir du numéro saisi.

    • Si vous avez choisi accidentellement la mauvaise catégorie d’adhérent au moment de sa création, vous pouvez la changer ici.

    • Les tris 1 et 2 sont utilisés à des fins statistiques pour votre bibliothèque

    • “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

    • La date d’inscription est automatiquement renseignée à la date du jour.

    • 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'

      Note

      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

  • 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

  • Quand vous avez fini, cliquez sur Enregistrer.

Si le système détecte un adhérent en double, il vous le signale.

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

Note

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 vous avez défini un âge minimum ou maximum dans la catégorie des adhérents où la date de naissance doit être saisie, Koha vous avertira que l’adhérent que vous êtes en train d’ajouter est trop vieux ou trop jeune pour la catégorie d’adhérents que vous avez sélectionnée:

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

  • Allez dans le module « Adhérents »

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.

image1346

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

Important

Pensez bien à donner aux professionnels un identifiant et un mot de passe sûrs.

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.

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

image421

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

Parfois, lorsque vous ajouter une nouvelle famille dans votre système, vous ne voulez pas taper encore et encore les informations de contact. Koha vous permet de dupliquer un adhérent et de changer seulement les parties que vous voulez (ou que vous avez besoin de) modifier.

  • Ouvrez la fiche de l’adhérent sur lequel vous voulez vous baser vos duplications.

  • Cliquez sur le bouton “dupliquer” en haut de la fiche

    image422

  • Tous les champs ont été copiés sauf les prénom, date de naissance, civilité, numéro de carte, identifiant OPAC et mot de passe OPAC. Complétez les champs manquants et cliquez sur « Enregistrer »

    image423

    • Note

      En cliquant sur un champ déjà rempli, la donnée s’efface (et vous permet de gagner du temps au niveau de la mise à jour)

  • Vous serez redirigé vers une page consacrée au nouvel adhérent

    image424

Add patron images

Vous pouvez ajouter des photos des adhérents pour mieux les identifier. Pour cela, vous devez aller sur la préférence système patronimages et la positionner sur « Permettre » (ou « Autoriser »).

Une fois la préférence système activée sur “Permettre”, vous verrez un espace réservé à l’image sous le nom de l’adhérent et un onglet pour télécharger une photo.

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

Important

Attention, il y a une limite de taille de l’image de 100 ko, nous vous conseillons une image de 200x300 pixels, mais les plus petites tailles fonctionnent également.

Editing patrons

Il y a dans Koha de nombreuses façons de modifier la fiche d’un adhérent.

  • Pour modifier l’intégralité de la fiche de l’adhérent, cliquez sur le bouton Modifier qui se trouve en haut de la fiche.

    Row of action buttons at the top of the patron's detail page

  • 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.

    • Ce formulaire peut générer automatiquement un mot de passe de façon aléatoire. Si vous cliquez sur le lien « cliquer pour compléter avec un mot de passe généré automatiquement. Le mot de passe affichésera un texte ».

    • 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 vous souhaitez suspendre un adhérent de la bibliothèque, ajoutez une suspension manuelle

      image434

    • Si vous entrez une date ou une note relative aux suspensions, vous la retrouverez aussi dans le message associé

      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

    • Une fenêtre pop-up s’affichera pouv vous demander en quelle catégorie d’adhérent adultes devra être transformé cet adhérent enfant

      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

Note

Les administrateurs verront les modifications pour tous les sites, les autres membres du personnel ne verront que les modifications des lecteurs qui appartiennent au site auquel ils sont connectés.

En cliquant sur le lien “Adhérents demandant des modifications” vous accéderez à une liste d’adhérents avec les changements demandés.

image439

Depuis ici vous pouvez « Approuver » et appliquer les modifications de l’inscription de l’usager, “supprimer” et remplacer les changements ou « Ignorer » et laisser les changements en attente pour les reprendre plus tard.

Si vous souhaitez voir la fiche de l’utilisateur en entier, vous pouvez cliquer sur le lien “Détails utilisateur” à la droite des boutons. Ceci ouvrira un nouvel onglet.

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

Note

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.

Important

Chaque bibliothécaire doit avoir au moins la permission “catalogue” d’activée afin de pouvoir avoir accès à l’interface professionnelle.

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)

    Note

    Avec cette permission totale, il n’y a pas besoin d’en choisir d’autres

  • 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:

        • restriction d’âge

        • le document est emprunté par un autre adhérent

        • le document n’est pas pour le prêt

        • l’adhérent a des documents en retard

        • le document est perdu

        • le document est très demandé

        • le document est réservé

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

      • The permission to manage the checkout notes written by users

        through the OPAC

    • Manage restrictions for accounts (manage_restrictions)

      • Le personnel a la permission d’enlever une suspension sur la fiche d’un adhérent

    • Execute overdue items report (overdues_report)

      • L’autorisation de lancer les rapports de retards se trouve dans le module Circualtion

    • Override blocked renewals (override_renewals)

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

      • Nécessite que le professionnel dispose des droits circulate_remaining_permissions

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

    Important

    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

      • Important

        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 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

      • Note

        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)

      • Droit d’utiliser l’option “Supprimer tous les exemplaires” trouvée sous le menu “Modifier” dans le module Catalogage

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

      • Possibilité d’accéder à toutes les fonctions de catalogage via la page Catalogage <#cataloging>

    • 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

      • Note

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

    • Fast cataloging (fast_cataloging)

  • 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)

    Avertissement

    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

  • 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)

      • Possibilité d’installer ou de désinstaller les 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)

      • Possibilité d’utiliser les plugins rapport

    • Use tool plugins (tool)

      • Possibilité d’utiliser les plugins outils

  • Lists (lists)

    Important

    Tout le personnel a la possibilité de créer et modifier ses propres listes, cette permission n’est nécessaire que si vous souhaitez donner a un membre du personnel la permission de supprimer les listes publiques qu’il n’a pas créé.

    • 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)

      Note

      This permission prevents the patron from using any other OPAC functionality

  • Perform self checkout at the OPAC (self_checkout_module)

    Note

    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

Quand vous examinez la fiche d’un adhérent, vous choisissez parmi les onglets de gauche, le type d’information que vous souhaitez voir.

  • 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

Details

Note

Les membres du personnel peuvent accéder aux détails de leur compte en cliquant sur leur nom d’utilisateur situé en haut à droite de l’interface professionnelle et en choisissant “Mon compte”

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

Sur la page de détail d’un adhérent, sous la section contenant ses informations personnelles, il y a une section à onglets contenant ses exemplaires empruntés, en retard et réservés.

Checkouts

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

image445

Note

  • 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

Note

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.

Note

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

Note

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

L’onglet Suspensions s’affichera sur toutes les fiches adhérents. Si l’adhérent n’est pas suspendu, cela sera aussi précisé.

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

Si l’adhérent est suspendu, les précisions s’afficheront dans l’onglet Suspensions.

There are 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.

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.

Note

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

Note

  • 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

    • Dans le cas des amendes, la date affichée sera le dernier jour où l’amende a été accumulée

  • 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

  • Note: toutes les notes à propos des frais/paiement

    • 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

  • Montant: le montant total du paiement ou des frais

  • Montant à recouvrer: le montant des frais affiché doit être payé

  • Actions:

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

En haut du tableau, vous pouvez cliquer sur “Filtrer les transactions payées” pour cacher toutes les transactions complétées et au-dessus de ce bouton, vous pouvez utiliser la boite de recherche pour trouver une amende ou un frais particulier.

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

  • Marquer un exemplaire “perdu” dans la page de modification des exemplaires facturera automatiquement à l’adhérent le prix public du document.

  • 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

Note

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

  • Chaque ligne de compte peut être payée en entier, partiellement, ou passée en pertes et profits.

  • Payer une amende dans sa totalité

    • Si vous avez une note sur le paiement, veuillez la saisir en premier et passer à la suite

    • Cliquez sur “Payer” à côté de l’amende que vous voulez payer entièrement.

    • 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

    • Cliquer sur « Confirmer »

    • L’amende sera retirée des amendes à recouvrer, et s’affichera dans les amendes réglées.

    Note

    • 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.

  • Payer partiellement une amende

    • Cliquez sur “Payer” à côté de l’amende que vous voulez partiellement payer.

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

      image453

    • Cliquer sur « Confirmer »

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

  • Payer le montant de toutes les amendes

    • 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

    • Cliquer sur « Confirmer »

    • Le total des amendes sera mis à jour en appliquant le paiement aux plus anciennes amendes en premier.

  • Pay selected fines

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

      image455

    • Entrez le montant payé en face des amendes.

      image456

    • Cliquer sur « Confirmer »

    • Le total des amendes sera mis à jour en appliquant le paiement appliqué aux plus anciennes amendes sélectionnées en premier.

  • Passer une amende en pertes et profits

    • Cliquez sur “Pertes et profits” à côté de l’amende que vous voulez passer en pertes et profits.

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

    • L’amende sera retirée des amendes à recouvrer et affichée dans les amendes passées en pertes et profits.

  • Writeoff selected fines

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

    • Click « Confirm ».

    • L’amende sera retirée des amendes à recouvrer et affichée dans les amendes passées en pertes et profits.

  • Writeoff all fines

    • Click the « Writeoff all » button

    • Toutes les amendes seront retirées des amendes à recouvrer et affichées en pertes et profits.

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

Pour les amendes qui ne sont pas facturées automatiquement, les bibliothécaires peuvent créer des factures manuelles.

image459

  • Premièrement choisissez le type de facture que vous souhaitez créer

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

  • Si des frais sont associés à un exemplaire, vous pouvez entrer son code à barres afin que la ligne d’exemplaire montre un lien vers celui-ci.

  • Le champ description vous permet de décrire le coût

  • Ne saisissez pas de symbole monétaire dans la rubrique Montant. Entrez juste des chiffres et le séparateur décimal.

Creating manual credits

Les crédits manuels peuvent être utilisés pour payer partiellement des amendes ou pour annuler toute une amende.

image460

  • Commencez par choisir le type de crédit que vous voudriez appliquer

  • Si le crédit est associé à un exemplaire, entrez son code à barres afin que la ligne de compte montre un lien vers cet exemplaire.

  • Le champ description vous permet de décrire le crédit

  • Ne saisissez pas de symbole monétaire dans la rubrique Montant. Entrez juste des chiffres et le séparateur décimal.

Printing invoices

Il y a un lien Imprimer sur la droite de chaque compte. Cliquez sur ce lien pour imprimer une facture qui contiendra la date et la description de l’opération, ainsi que le solde du compte.

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

Dans ce tableau, vous pouvez voir et modifier toutes les listes de routage de cet adhérent.

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.

image464

Note

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

Si vous souhaitez exporter la liste de codes à barres de documents retournés aujourd’hui, vous trouvez cette option dans le menu “Plus” en haut à droite de la page.

image465

Ceci va générer un fichier texte avec un code à barres par ligne.

Holds history

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

image1496

Note

  • 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

  • Le champ Bibliothécaire montre le numéro d’adhérent (utilisateur) de la personne qui a effectué les changements.

  • Le module des listes des “MEMBRES” pour le module adhérent

  • L’action vous informera quelle action a été enregistrée

  • Le champ Objet affiche le numéro d’adhérent qui est en train d’être modifié (dans l’exemple au-dessus, c’était la modification de sa propre fiche)

Notifications

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

Vous verrez le texte complet du message qui a été envoyé en cliquant sur son titre.

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

Statistiques

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

image470

Fichiers

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

image471

Ici vous pouvez télécharger un fichier qui sera associé à la fiche de l’adhérent.

image472

Tous les fichiers chargés vont apparaître au dessus du formulaire à partir duquel d’autres fichiers peuvent être chargés.

image473

Purchase suggestions

Si l’adhérent a déjà fait une suggestion d’achat, vous verrez un onglet Suggestions d’achat sur la fiche adhérent.

image1247

De là vous pouvez voir toutes les suggestions faites par l’adhérent et leurs statuts, vous pouvez aussi créer une suggestion d’achat au nom de l’adhérent en cliquant sur le bouton “Nouvelle suggestion d’achat” en haut de la page.

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

Quitus adhérent

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”.

Note

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

Note

Les bibliothèques universitaires requiers souvent que votre dossier soit complètement réglé avant que vous puissiez graduer

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 l’adhérent peut obtenir un quitus alors il y aura un bouton qui s’appellera « Générer un quitus »

image474

Si c’est non vous verrez apparaître une erreur expliquant pourquoi vous ne pouvez pas attribuer un quitus à l’adhérent.

image475

Une fois que cette lettre est générée vous devrez télécharger le PDF

image476

Note

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.

Important

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.

    Note

    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

Note

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

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

Note

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