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FAQs & Help > Importing Patron Data

Patron Manager provides two methods of maintaining patron records:

1. Manual updating using the Patron TAB, or
2. Importing information from a file.

Importing information from a file is ideal for adding and/or updating a large number of Patron records in a semi-automated manner.


The Importer

  • Reads patron information from a file.
  • Maintains ‘mappings’ which identify which import fields should be placed into identified BiblioTECH fields.
  • Uses the mappings to display how the imported information will be interpreted.
  • Performs matching of imported records to BiblioTECH Patron records and updates those matched records.
  • Moves un-matched BT8 Patrons into the group $UnMatched (except those in groups containing staff, teachers, or other).


Obtaining the Import File/s

Almost every site implements an administration system that maintains a list of people (e.g. in Victoria, Government schools use the CASES system). These systems are able to export a list of people with relevant details. The Librarian would need to arrange with their Administration and/or Office staff to prepare the file by exporting the relevant information from the Administration system.


Backup

The Patron Import facility will perform a significant update to the library system data. Therefore it is highly recommended that a backup is performed prior to commencing the process.


Opening the Importer
Patrons Import Utility
1. In Patrons Manager, select the menu  File --> Import/Update Patrons.
2. Select the target import file.
3. If a mapping exists for that file type it will be displayed on the left-hand panel. If this needs adjusting, click on Adjust and alter as necessary.
4. The first record in the file (as interpreted using the mapping) will be displayed in the centre panel.
5. Select the desired matching methods (most libraries use the default values but all fields are configurable).
6. Once you're satisfied that all mappings are correct click on Auto-Match to begin the process.
How to Import Patron Photos
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17 Keith Street
Hampton East
Victoria 3188
Australia
+61 3 9111 8912
9am - 12pm Victorian Public School Days
17 Keith Street
Hampton East
Victoria 3188
Australia
+61 3 9111 8912
9am - 12pm Victorian Public School Days

17 Keith St, Hampton East
Victoria, Australia 3188
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