Circulation Manager Overview
Welcome to the Circulation Manager overview in BiblioTECH. We will walk you through the steps to perform loans, returns, reservations, check resource history, and even conduct a stocktake. Whether you're a librarian or a library staff member, this guide will help streamline your circulation tasks.
Circulation Manager Overview
- In the Circulation Manager, you can perform various tasks, including loans, returns, reservations, checking resource history, and conducting stocktake.
- At the top of the screen, you'll find tabs for Loans, Returns, Reservations, Reservations Manager, History, and Stocktake.
Performing Loans
- To initiate a loan, click on the "Loans" tab.
- You have multiple options to select a patron: scan their barcode, type their name, or choose from a list by selecting a group and then the patron.
- On the Resource search box, scan the resource barcode or type its name to add it to the patron's loans list. If you type the resource Title, the search results will display the matches and you need to click on "Loan" button to perform the loan.
- Additional options appear on the top right of the screen:
- "Force Due Date Disable" tick box disregards any previous due date.
- "Due Dates" button allows you to set due dates (Global, Year, Semester, Term).
- "Email" button sends an email notification to the patron with overdue resources.
- In the Patron area you can edit the patron's details or check the patron's circulation history.
- Pop-up messages inform you about reservations or trap messages for the patron or the resource.
- If there are trap messages, active reservations, or the patron has exceeded the maximum number of loans, you will see pop-up messages on the screen.
- On the patron's loan list, you can apply bulk actions to loaned resources.
- Bulk Action options include Select a new Due Date, Re-loan, Return, Record as Lost, and Print Notice.
- You can also apply these options individually to single resources using the "Actions" button.
- Next to the Bulk Actions button, there's a download button to download the list of loaned resources.
Performing Returns
Returning Resources
- Once you have entered the returns area, locate the search box.
- To return a resource, all that's needed is to scan the resource barcode in the search box. The system will automatically process the return, and the resource will be listed at the bottom of the screen.
- On the list of returned resources, you will notice a tick box next to each resource.
- When a tick box is selected, it activates the 'Bulk Actions' button.
- The 'Bulk Actions' button provides three valuable options:
- Show History: This option shows the circulation history for the selected resource.
- Move to Workroom: This option allows you to transfer the resource from its original library to the Workroom library. This action is especially useful when a resource requires repair or maintenance.
- Edit Trap Message: The 'Edit Trap Message' function permits you to modify the resource's trap message. This is valuable for updating information related to specific resource conditions or instructions.
Handling Special Situations
If there is a reservation pending for the resource, you will see a pop-up message on the screen showing this information. This ensures that you're aware of any prior reservations for the returned resource.
Performing Reservations
Selecting a Patron
- Once yo have entered the reservations area, you have multiple options to select a patron:
- Scan Patron Barcode: Use a barcode scanner to scan the patron's barcode.
- Type Patron Name: Manually enter the patron's name.
- Select from Groups: Choose a group and then select the patron from the list.
- After selecting the patron, you will notice the appearance of the 'Email' button at the top right of the screen.
- Utilise this button to send reservation notifications to the selected patron. This ensures the patron is promptly informed about their reservation.
- In the Patron area, you have the flexibility to edit the patron's details or check their circulation history. This allows for efficient patron management and enhanced customer service.
- Directly below the patron section, you can proceed to reserve resources. You can do this by:
- Scanning Resource Barcode: Scan the resource's barcode.
- Typing Resource Title: Manually enter the resource's title and selecting desired resource.
- In the reservations list, you have several options for managing reservations:
- Cancel Reservation: Use the 'Actions' button to cancel a specific reservation or use the 'Bulk Actions' button to cancel multiple reservations when selecting several resources.
- Download List: If needed, you can download a list of the reserved resources for reference or record-keeping purposes.
- If the selected resource is currently available at the library, a pop-up message will appear confirming its availability.
- You can then choose to proceed with the reservation or, if desired, navigate to the 'Loans' section to perform a loan immediately.
Reservations Manager
Navigating the Reservations Manager
- Inside the Reservations Manager, you will discover a comprehensive list of all reservations currently in the system. This centralised hub provides an overview of reservations, making it easy to monitor and manage them effectively.
- To locate specific resources or patrons within the reservations list, utilise the search box. Simply enter relevant keywords, and the system will help you quickly pinpoint the information you need.
- In the reservations list, you'll notice an 'Actions' button alongside each reservation entry. This button offers two essential options:
- Delete Reservation: Use this option when a reservation needs to be removed from the system.
- Email Notification: This option allows you to send a notification email related to the reservation.
- For greater efficiency, both of these reservation management options are also accessible through the 'Bulk Actions' button. This becomes particularly useful when managing multiple reservations simultaneously.
- Next to the 'Actions' button, you'll find a 'Priority' drop-down menu. This feature is employed to assign priority levels to reservations. By default, reservations are listed in the order of their reservation date. However, this drop-down allows you to modify priorities if needed.
- Positioned at the top of the reservations list, you'll encounter two buttons:
- Clear: This button enables you to delete all reservations within the system. It's a valuable tool for clearing the reservation slate when necessary.
- Download: Should you require a comprehensive list of all reservations, click this button to download the information for reference or record-keeping purposes.
Resource History
Navigating the Resource History
- Inside the History area, you'll gain access to a treasure trove of information about resources and their circulation history. This history log is a valuable tool for tracking a resource's journey through your library.
- To start exploring a resource's history, you have two options:
- Scan Barcode: Use a barcode scanner to quickly identify and select the resource.
- Type Resource Title: Alternatively, you can manually type the title of the resource you're interested in.
- Once the resource is selected, its detailed history will appear at the bottom of the screen. This comprehensive history log provides a wealth of information, including:
- Resource Information: Details about the resource itself.
- Actions Performed: A chronological list of all actions taken with the resource, such as loans, returns, reservations, and more.
- Patron Information: Information about the patron(s) linked to the resource during its circulation.
- To retain this valuable history data for future reference or analysis, you can utilise the 'Download' button. Clicking this button allows you to download the complete history of the selected resource in a convenient format.
Stocktake
Begin by logging into your library's Circulation Manager and navigate to the "Stocktake" tab located at the top of the screen.
Mark for Stocktake: At the top of the Stocktake tab, you'll see two buttons: "Mark for Stocktake" and "Analyse Stocktake." To begin a stocktake, start by clicking on "Mark for Stocktake." This action marks the resources for the stocktake process.
Select Your Library: In the "Library for Stocktake" section, you can choose the specific library you want to conduct a stocktake in. This allows you to focus on one library at a time, especially if you have multiple library branches.
Set Dewey Range (Optional): To narrow the stocktake to a specific section of the library, you can define a Dewey range by entering the low and high Dewey range values. Enable the box to limit the Dewey range.
Auto Return Resources: Next to the Dewey range section, you'll find a checkbox labelled "Auto return the resources to the selected library." Check this box if you want the system to automatically return the resources to the selected library after the stocktake.
Scanning Resources for Stocktake
- Scan or Search Resources: The section below is where you scan the resources for stocktake. Simply scan the resource barcode using a barcode scanner, and the system will automatically locate and display the stocktake information below.
- Manual Entry (Optional): If needed, you can also manually enter the resource's barcode or title and select the resource from the results. This is especially useful when barcode scanning is not an option.
Completing the Stocktake
- Analyse Stocktake: Once you've finished scanning or entering all the resources for stocktake, it's time to generate detailed and summary reports. Click on the "Analyse Stocktake" button to proceed.
- Report Generation: The system will generate reports that detail the outcome of the stocktake process. Resources that were seen and successfully scanned will be unmarked, while those that were not seen by the system will remain marked. These marked resources require further attention.
During the Stocktake process you can continue with routine library operations, such as loans, returns, or reservations, without affecting the ongoing Stocktake.