Circulation
Checking out and Checking in
Checking out and Checking in To Check Out a Book: 1. From the home screen, click on the Circulation button 2. At the top of the window in the box under Enter patron card number or partial name: start typing in the student name and select from the ...
ILL Requests - Automatic Bibliographic Records
ILL Requests - Automatic Bibliographic Records When you create a 'Book' type request a brief catalog record is created automatically based on the Fast Add MARC framework. A bibliographic record will not be automatically created if any Type other than ...
Holds on LOST items
Holds on LOST items You can set your library policy regarding placing holds in Fines and Circulation Rules based on Library, Item Type and Patron Category. SysPrefs control the rules related to item status. Just click on the ‘Circulation’ button ...
How to set a chooser and a deliverer for Housebound patrons
This document will outline how to set a patron as a chooser and another patron as a deliverer for Housebound patrons. For more information on setting up Housebound patrons, please check our Help Centre. Setting a Chooser Go to the patron account to ...
How to add custom frequency entry for the Housebound module
This document will outline how create a custom frequency for how often materials for housebound patrons should be sent out. Navigate to the authorised value Go to Koha administration > Basic parameters > Authorized values. This will open a new page ...
How to set patron flags
There are two standard flags that can be applied to patron accounts. This document is intended to outline the different default patron flags available on the patron account. Navigate to a patron account to apply the flags Go to the patron account and ...
How to allow on the shelf holds
This document will outline the options for on shelf holds on the OPAC. This function is used to determine if it is possible for a patron to place a hold when all items on a record are available or if holds should only be possible if all items on a ...
How to allow item level holds on the OPAC
This document will outline the options for using item level holds on the OPAC. An item level hold means students can place a hold on a specific copy of an item, rather than needing to place a hold on the title and take whichever copy the library ...
How to prevent holds on the OPAC if the patron owes more than a defined amount in fines
This document will outline how to prevent patrons from placing holds on the OPAC if they owe more than a certain amount in fines. For more details about how patrons can place holds on the OPAC, please check our Help Centre. Setting the system ...
How to set up a discharge notice
This document outlines how to enable the functionality to send a Discharge notice to patrons, which confirms there are no outstanding issues on their account, such as checked out items or unpaid fines. Step 1 - Enable the system preference Go to Koha ...
How to allow guarantees to decide if their guarantor should be able to view their checkouts
By default, a guarantor will be able to view the checkouts any of their guarantees have on their accounts, but it is possible to set the site so a guarantee can to decide if their guarantor should be able to see the checkouts on their account. For ...
How to add options for why a claim is being resolved
It is possible to set items on a patron account which have been set as Claimed Returned as resolved, indicating that for one reason or another, the Claimed Returned label is no longer accurate. When marking a claim as resolved, staff can select from ...
Circulating Inter Library Loans
Circulating Inter Library Loans If you have Inter Library Loans enabled on your system you can now allow library staff to immediately issue a received inter-library loan item to the patron who requested it. The checkout is immediate and the due date ...
How to prevent OPAC item renewals due to too many fines
This document will outline how to prevent patrons from renewing their items on the OPAC if they owe more than a certain amount in fines. For more information on enabling renewals on the OPAC, please check our Help Centre. How to set the function Go ...
Running the overdue report with filters
This document will outline how to enable filters for the Overdues report under the Circulation module. By default, the Overdues report will run automatically when the Overdues button is clicked. This can be an issue on sites with a lot of overdues, ...
How to find and edit the username on a patron account
This document will outline how to check and edit a patron's username. What is the function of a username on Koha? Every patron account created on Koha will have username and password. Usernames and passwords are either assigned by the staff member ...
Automatic Renewals
Automatic Renewals If you allow patrons to renew items on loan, you can enable automatic renewals. You will need to check the following Circ and Fines Rules, and some System Preferences. Circulation Rules Renewals allowed (count): enter the ...
What are the five circulation notices for due and overdue items and how can they been enabled?
This document explains the five circulation notices related to due and overdue items and how can they been enabled. These notices can be set up to go out automatically based on how long patrons have had an item checked out and how overdue the items ...
An overview of seen vs. unseen renewals
When a patron renews an item from the OPAC it is considered an unseen renewal, as the item was presumably not physically seen by a staff member at the time of renewing. Renewals that happen from the staff side or at circulation machines are ...
How to ensure staff check for additional materials at checkin/checkout
Physical items in a library may contain multiple parts or media, for example, a book which includes a C.D rom or a DVD boxset collection comprised of multiple discs. It is possible to set Koha to show a warning when an item containing multiple parts ...
How to record the staff member who completed a checkout
It is possible to set Koha to record the details of the staff member who checked an item out to the patron so it can be viewed on the staff side. Please note this functionality requires the system preference intranetreadinghistory to be enabled. Step ...
How to set circulation rules for parent item types
Item types are used by the fine and circulation rules to determine how many items can be checked out and by which patrons. It is possible to link item types to each other by assigning a parent item type which allows libraries greater control over ...
How to notify patrons of why a hold was cancelled
It is possible for staff to provide a reason for why a hold has been cancelled. When the hold is cancelled the patron who originally placed the hold will be notified by email and a note will appear on their account. This document will outline how to ...
How to group item types using parent item types
Item types are used by the fine and circulation rules to determine how many items can be checked out and by which patrons. It is possible to link item types to each other by assigning a parent item type which allows libraries greater control over ...
Questions about the recalls plugin
There is a plugin that allows checked out items to be recalled by patrons and staff members when a hold has been placed on them. Details of this plugin can be viewed here. There are a variety of parameters that can be set for this plugin to determine ...
Generating account details notices
Generating account details notices Koha will email your newly registered patrons a welcome email with their account details. To enable this feature go to System Administration and set the system preference : AutoEmailOpacUser : to “send” an email to ...
How to manually add and remove restrictions from a patron account
This document will outline how staff members can manually add a restriction to a patron account to prevent checkouts and renewals. It will also demonstrate the process of manually removing a restriction from a patron account. Step 1 - Navigate to a ...
Suspensions vs Restrictions
There are several features on Koha that can impact on patrons being able to engage in normal circulation actions, e.g checkout and renewals. This document will outline key differences and similarities between the two main features related to this, ...
How to use the built in Batch Change Due Date tool
This built in feature to allows staff to bulk edit due dates on checked out items. This document will outline how to navigate to and use the tool and includes a specific example to demonstrate how the process works. Step 1 - Navigate to the batch ...
Holds for Scooter sites
This document outlines the different options school sites have when setting up holds for their students. The instructions in this document assume the site is working with a one branch system, not including any Book Rental branches, as items in ...
How to address GONE patrons with items checked out
Summary of the issue Once a year patron accounts are updated so students move on one year and new first years are added to the site. At this time any students that were in their final year of study will be sent to GONE, indicating they are no longer ...
Restrict Holds to Borrower's own Branch
Restrict Holds to Borrower’s own Branch If you want to prevent borrowers placing holds on items in other branches you set the restrictions in the Circulation and Fines Rules. First go to Administration, Circulation and Fines Rules and set the ...
How to use the Claim Returned function on Koha
It is possible to meaningfully record on the patron account items that are not on the shelf but that the patron claims to have returned. This document will outline the different options for enabling and formatting this feature. How to enable the ...
Setting a quarantined shelving location for items at check in
Introduction Many libraries have been advised to set newly returned items aside for sanitation before returning them to regular circulation. Koha can be used to support this process by temporarily marking returned items with a “Quarantined” shelving ...
How to resend a notice
It is possible to resend a notice to a patron by locating the record of notices already on the patron account. Step 1 - Locate the notice that has already been sent out Go to the patron account and look in the Notices tab on the left hand side of the ...
How to use the merge patron function on Koha
This document will outline how to merge two or more patron records into a single record with amalgamated circulation, fines and additional patron attributes. Identify patron accounts to be merged Use the patron search function to find the duplicate ...
How to perform a batch deletion of items
Step 1 - Finding items to delete In order to delete items from your system it is necessary to have the barcodes or item numbers of the items to be deleted. These can be accumulated in a number of ways; however, it is common to use the reports module ...
Overriding renewal rules
The rules for the renewal function are set at an overall level on the site, however, it is possible to give staff members permission to override these rules on individual patron accounts. Step 1 - Enable the ability to override renewal limits Go to ...
How to use the Batch Patron Anonymization tool
This tool enables you to anonymise patron circulation history, either instead of deleting patrons or in order to ensure circulation history can still be meaningfully reported on after a patron has been deleted. It is optional to enable the ...
Bug 23551 - Problem with renewal period when using the renewal tab in 18.11 and 19.05.03
We have been made aware of an issue with renewals being performed through the context sensitive search bar at the top of the home and circulation pages on the staff side. When an item is renewed in this area the due date is automatically set to the ...
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