Add/Import Patrons
Welcome to our tutorial on how to Add and Import patrons using BiblioTECH's web app. In this tutorial, we'll guide you through the process of efficiently adding patrons one by one and to import patron in bulk to your library database. By following these steps, you can ensure that your library's patron information is organised and up-to-date. Let's dive in!
Add Patrons individually.
Access the Dashboard
- Begin by logging in to BiblioTECH's web app using your authorised credentials.
- Once logged in, navigate to the dashboard, which serves as the central hub for managing your library's operations.
Access Patrons Manager
- Within the dashboard, locate the "Patrons" button and click on it to access the Patrons Manager. This is where you can manage patron related tasks.
- In this section, you'll find the "Add Patron" button. Click on it to initiate the process of adding new patrons to your database.
Complete the Patron Information Form
- After clicking "Add Patrons," a form will open where you can input the necessary patron information.
- While there are several fields available, some are marked as compulsory. These compulsory fields include:
- Family Name
- Given Name
- Level
- Group
- Nickname
- Password
- Roles
- The "Roles" field defines the access level of the patron. For students, select "Student" role. For staff, select "Admin", "Librarian", or "Teacher" depending on the requirement. See more information about roles here.
Add or Change Patron Photo (Optional)
- To personalise the patron record and make it easier to identify the individual, you have the option to add or change a patron's photo.
- Simply click on the designated area within the form to upload or select a photo for the patron. This step is entirely optional but can enhance your library's patron management.
Save the Patron Record
- Once you've filled out the required fields and, if desired, added or changed the patron's photo, it's time to save the record.
- Locate the "Save" button within the form and click on it. This action will securely store the patron's information in your library's database.
- Before saving, take a moment to double-check all entered details to ensure accuracy.
Remember to complete the compulsory fields and consider adding or changing a patron photo for enhanced identification. Your library's patron records are now organised and up-to-date, contributing to efficient library management.
Import Patrons in bulk
This section will guide you to efficiently import a large number of patrons and their photos into your library database using BiblioTECH's web app. Let's begin!
Initiate the Patron Import Process
- Within the dashboard, find the "Patrons" button and click on it to access Patrons Manager.
- In this section, locate and click on the "Import Patrons" button to start the import process.
Download the Patron Import Template
- Clicking the "Download Template" button will allow you to download an Excel file that serves as a template for importing patrons and their information.
- Open the downloaded Excel file. You will use this file to populate the required details for each patron.
Fill in Mandatory Fields
- Open the downloaded Excel file and fill in the necessary details for each patron.
- Mandatory fields are: "StKey" (AdminID), "Firstname", "Surname", "pGroup" (Class), and "Level" (Year).
- If you plan to upload patron photos, you must provide the "Image" field which is the same as the "StKey" field.
Prepare the Import File
- Once you complete the Excel file, save it.
- If you are uploading patrons' data and images, put all the images in a folder named "Images".
Upload the Import File
- Once you've prepared the Excel file with the required information, it's time to upload it to the system.
- Click on the "Choose File" button to select the import file from your computer.
- Note: If you are importing only patron data, use an Excel file (.xlsx). If you plan to import images, prepare a zip file containing the Excel data and an images folder.
Review and Confirm
- After selecting the file, click on the "Save" button to begin the upload process.
- The system will compare the information in the file with existing data in the database.
- Patrons present in both the import file and the database will have their details updated, such as their new level or group.
- Patrons in the import file but not in the database will be imported as new patrons.
- Patrons in the database but not in the import file can be moved to the unmatched group, allowing for further review and potential removal. To do this, simply tick the box for this option.
Verify Imported Information
- The system will display the imported information for your review.
- Carefully check that all details are correct.
Complete the Import
- If everything appears accurate, click on the "Save" button to complete the import process.
- If any modifications are needed in the import file, make the required changes within the file and upload it again using the "Reload File" button.
This powerful feature streamlines your patron management process, saving you valuable time.