How and why to Limit Patron Permissions

How and why to Limit Patron Permissions

In Koha there is the option to limit or extend the functions available for individual accounts which log into the staff side of Koha. Patron permissions govern what modules the different patrons have access to and by extension, the specific tasks they are able to complete. 

Locating Patron Permissions

Patron permissions are located in the individual patron accounts. 

To get to the permissions, search for a specific patron in the Search patrons tab of the search bar and go to More > Set permissions.


This will bring you to a new screen with a compacted list of all system preferences available to the patron.


Many of the permission sections have the option to expand into more granular commands. Often, as Koha systems are upgraded, more permissions are added, so lists on individual systems may vary. However, the extended list should look something like this:


The individual permissions provide a brief description of the functionality. 

The only permission that must be given to any patron who will be using the staff side is Staff access, allows viewing of catalogue in staff interface (catalogue) Required for staff login.


Giving only this permission will mean that the user can only log into the staff side and search the catalogue.
When a patron with only this permission ticked logs in they should see a screen similar to this:

 
They have permission to view course reserves and search for authorities, but not to create either or adjust anything within either of these modules.
They will have the ability to create a new list as lists do not have an impact on how the catalogue functions. 

Superlibrarians

Many libraries choose to give their staff the superlibrarian level of permissions. This means users have full access to the system and all the modules. 
If a user has all permissions enabled on their account the Koha main page should look something like this. 

With updates to the system, new modules are sometimes added, so the individual systems may look slightly different to this example.

If a user has superlibrarian permissions and your system is upgraded any new modules that might be added will automatically appear when they login after the upgrade. 

Patrons who should not be accessing the staff side

When patrons are batch imported they automatically have no patron permissions assigned to them. This is because, usually, the majority of users will be borrowers and a minority will be staff, so it is easier to add permissions to a smaller number.  

Any user with no permissions on their accounts will not be able to access the staff side, but will be able to access the OPAC. 

Extreme caution should be exercised when providing access to non-staff patrons as if they are given extensive permissions they will have the ability to make major, potentially irreversible, changes to the system.

However, it is possible to provide only basic circulation functions, i.e. the ability to check books in and out, which many libraries allow for interns or transition year students. 

Example - Same category patrons, different permissions

Both of these patrons are in the Staff category. 


One has access to search the catalogue, circulate items and make changes to patron accounts.

The other has access to circulation and the catalogue, but no access to acquisition or reports. 

There are several abilities that neither of these patrons have the ability to use, including reports.

Charles Quain (1) main page will look something like this. Note that the reports and acquisitions modules are missing. 


While Charles Quain (csq) will have a main pag

e like this:


Note that the reports module is not appearing. 

VersionDateDetailAuthor
1.024/05/18Doc. CreatedHolly Cooper
2.026/05/20Transferred to ZohoHolly Cooper
2.116/02/2021Adding TOC and clarifying languageHolly Cooper
2.205/01/2026Updating for newer version of KohaHolly Cooper
2.315/01/26Adding detailsHolly Cooper

































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