How to manually add students to Scooter

How to manually add students to Scooter



The bulk of student accounts will be added through a borrower load completed annually by Interleaf Technology. However, from time to time you may need to create a new borrower record on Scooter, for example when a new student joins late in the year, or a new staff member needs access to the site. This document will outline how to manually add a new patron account.
Notes
For more details on the annual load of student account, please check our Help Centre or contact Interleaf Technology directly. 

Where to find the tool to add new patrons

Go to Patrons module on the homepage. 

Click the + New patron.

Clicking on this button will create a dropdown with a list of all patron categories on your system. 

These will vary from system to system, as they can be deleted or added to as needed by library staff, however you should choose the category that is most appropriate for the type of patron being created e.g. first year, staff, external student etc.

Notes
For more details on patron categories, please check our Help Centre.
This will open a form containing fields to be filled out with the new patron's information. 

Filling out the + New patron form

The aim of the New patron function is to give you the option of adding a lot of information to a patron account as it is being created. Fields marked in red are mandatory and fields in black are optional.  It is a good idea to make the card number field mandatory for a number of reasons.

  1. If this field is non-mandatory and is left blank, Koha will automatically generate a cardnumber for the new patron. This gives library staff less control and ability to record the numbers being given out. 

  2. In order to check items out all patrons will need a cardnumber so it is good to monitor that they are being assigned correctly.

  3. A mandatory field will encourage all library staff to have a procedure for assigning library cards, creating a standard and intuitive sequence for the library cards.

Warning
If you are a school library using Scooter, you should use the student’s number from the school administration system (VSWARE or Facility/ePortal) as the cardnumber, preceded by your school code and a fullstop. IE if the school code is ABC and the student number is 12345, then enter the cardnumber as ABC.12345 . This will ensure that the student is recognised when the data is updated each year.  

It is possible to change the library card number after it has been assigned.

The above should act as examples for how the forms may look. It is possible to add or remove the different information fields, as well as changing the title of the section they occur in. 
NotesPlease contact Interleaf Technology directly about these features or check our Help Centre

Other important features of this functionality include:

If you leave the username and password field blank, Koha will automatically fill them in.

The username will be made up of a composite of the first and second name fields, or the email fields, depending on what has been filled in.

The password will be randomly generated, but will be encrypted, so in order to sign in a new password will need to be actively assigned. 



Once you are happy with how the form is filled in, hit Save. 

Once the patron information has been saved, you will be taken directly into the patron record you just created.

This patron account can be edited at any time to include more information about the patron. 

Patron Permissions

Once the patron information has been saved, you will be taken directly into the patron record you just created. 

If the patron being created will be using the staff side of Koha it is important to determine what permissions they will be given. It is important to note that in order for the patron to be able to login they have to be give the permission catalogue Required for staff login. Staff access, allows viewing of catalogue in staff client. Most student accounts won't be given any patron permissions.

Notes
For more information on patron permissions, please check our Help Centre.

Version History 

Version

Date

Detail

Author

1.0

05/09/2018
Document Created
Holly Cooper
2.112/03/21TOC, screenshots added, language clarifiedHolly Cooper
2.216/03/22Language clarifiedHolly Cooper
2.322/08/25Standard and quick add options separatedHolly Cooper

Retention Policy

Permanent

X









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