Add Patrons

Adding a New Patron

IMPORTANT: System preferences should be defined before adding new patrons.

• Get there:More > Administration

• Click the 'New' button
• Choose the type of patron you'd like to add:
  • Staff = A user that can be configured to perform functions in the staff client.
  • Adult = A regular patron (can have child patrons attached to it).
  • Child = A patron who can have an adult guarantor.
  • Organization = An organization that can have professional patrons attached to it.
  • Professional = A patron that can have an organization as a guarantor.
  • Statistical = A "fake" patron card. When items are scanned on to a Statistical patron card, the items are not checked out, but recorded.
    • TIP: This can be used to record statistics of items that are used, but do not get checked out, such as reference items, magazines, etc. You can then run a report to gather the statistics from this card

• Each patron type will have slightly different options.
• Fill in the fields related to your patron
  • Note that the Surname (or Last Name) is required for each patron as a default setting. You can define which fields, if any, should be required.
    • Get there: Administration > System Preferences > Patrons > BorrowerMandatoryField.
  • TIP: 'Initials' and 'Other name' are great for internal use when recognizing patrons

• If you're adding a 'Child' or 'Professional' you will see an additional field, asking you to define a Guarantor.
  • From this menu you must choose the patron record to link to the child or professional.
    • Click 'Find guarantor' and pick a patron from the resulting list.
      • TIP: Only patrons of type "A" (adult) are searched for when you look for guarantors through the "find guarantor" interface. This means that (for example) library staff (type "S") and other children (type "C") cannot be found as guarantors
      • IMPORTANT: Entering a patron by hand will not work the way you'd expect - you must search
  • TIP: You can define the terms used in the Guarantor field. 'Mother' and 'Father' are default settings, but you can add "Grandparent" or "Legal Guardian" for instance
    • Get there: Administration > Global system preferences > Patrons >borrowerRelationship

• If you're adding an 'Organization' you will see fewer fields in this first section.
• Enter your patron's main address.
  • The 'Street type' dropdown menu comes from your Patrons and Circulation parameters.
    • Get there: Administration > Patrons and Circulation > Road types
  • The City, State dropdown menu comes from your Patrons and Circulation parameters.
    • Get there: Administration > Patrons and circulation > Cities
• Enter additional contact information for your patron.
  
  • TIP: Encourage your patrons to provide an email address. Koha will use this email address to contact patrons when an item they reserved is available and to send overdue notices.

• Enter an alternate address (if you require one for your library).
  • TIP: This is handy if your patron has a PO Box and you want their home address as well.

• Enter in an additional contact (if you require one for your library)
• Enter information necessary for patron management in the library
  • The card number can be auto-calculated, scanned in from a barcode scanner or entered in by hand. The auto-calculated card number can be turned ON and OFF in your system preferences.
    • Get there: Administration > System Preferences > Patrons > autoMemberNum.
  • Library branches are defined in your Basic Parameters.
    • Get There:Administration > Basic Parameters > Libraries, branches and groups
  • Patron Categories are defined in Patrons and Circulation.
    • Get There:Administration > Patrons and circulation > Patron categories
  • The sort fields are used for internal use and reports.

• Enter information specific to you library policies.
  • TIP: Use 'Library note' for notes you'd like your circulation staff to see.
  • TIP: Use 'OPAC note' for notes you'd like the patron to see.
    
  • IMPORTANT: Make sure your staff understands the difference between these fields. 'Library note' is a private note that ONLY staff can view. 'OPAC note' WILL be viewed by the patron.
    

• Provide patrons with a login for the OPAC.
  • TIP: Patrons will be able to update/change their password via the OPAC

• Click 'Save' to finish the process.