Patrons Manager Overview

Welcome to the tutorial on effectively managing patrons in BiblioTECH's web app. Whether you are a librarian, educator, or administrator, mastering the art of patron management is key to keeping your library organised and efficiently serving your community. In this tutorial, we will guide you through the steps to search for patrons, apply bulk actions, and perform various tasks related to patron management. Let's begin!

Accessing the Dashboard

Log in to BiblioTECH's web app using your credentials. Once logged in, you'll be directed to the dashboard – the central hub for your library's administration.

Navigating to Patrons Manager

On the dashboard, look for the "Patrons" button. This is where you'll access to the Patrons Manager a wide range of patron management features.

Exploring Patrons Tab

Within the Patrons Manager, you'll find several tabs: "Patrons," "Levels," "Groups," and "Library Cards." Start with the "Patrons" tab, as this is where you'll manage individual library members.

Searching for Patrons

On the "Patrons" tab, you'll notice a search box with a filter button. This tool allows you to find specific patrons based on various search criteria. Here's how to use it:

Enter the desired search criteria in the search box. This could be the patron's name, barcode, or any other relevant information.
Click on the filter button to refine your search results based on your input and click on the Search button to initiated the search.

Patron Management Buttons

Just next to the search box, you'll find a set of essential buttons that empower you to manage patrons effectively. Let's explore these options:

Download Report: Use this button to download an Excel report containing detailed information about all patrons in your library. This can be handy for comprehensive member data access.
Add Patron: Click this button to add individual patrons to your library. You'll be prompted to enter their details, creating a new member entry.
Import Patrons: This button allows you to import an Excel file containing a list of patrons. You can even include their photos, simplifying the process of adding multiple members simultaneously.
Bulk Actions: With this button, you can apply various settings to selected patrons in bulk. This includes actions like marking, unmarking, moving to specific levels or groups, and even deleting multiple entries at once.
Delete All in Unmatched Group: Click this button when you want to efficiently manage data by removing all patrons who are currently in the unmatched group.

Managing the Patrons List

After the buttons, you'll see a list displaying the patrons currently stored in your system. Key features of this list include:

Display: The list shows up to 30 patrons at a time, with options for navigating through multiple pages to view all your library members.
Per Page Settings: Adjust the number of patrons displayed per page using the search filter options to suit your preferences.
Selection: Choose to select all patrons currently visible or pick them individually, offering flexibility for applying bulk actions to the selected members.
Actions button: this button offers options to individual patrons. It includes View (to view patron's details), Edit, Change Password, and Delete.

Exploring Levels Tab

In the "Levels" tab you can manage and configure different levels for your library. This tab is essential for setting borrowing restrictions of Max Days and Max Resources. In school libraries, Levels are equivalent to school Year.

At the top of the screen, you'll see a search bar accompanied by a filter button. This feature is designed to help you locate specific levels with ease. You can enter search criteria in the search bar and then click on the filter button to narrow down your search results and click on the Search button to initiated the search.
Below the search bar, you'll encounter the levels list. This list displays the 22 BiblioTECH levels or any levels that are relevant to your library. In the context of school libraries, these levels often correspond to different school years.
Each level is represented as a separate entry in the list. You'll see the names of the levels along with their specific characteristics.
Next to each level listed, you'll notice an "Actions" button. This button provides various options for managing each level. Here's how you can use these options:

View Level Details: By clicking this option, you can access and view the details of a specific level. This might include information such as the maximum number of resources that can be borrowed by users at this level and the maximum duration of loans.
Edit Level Details: Clicking this option allows you to modify the details of a level. This is useful if there are changes to the borrowing limits or other parameters for a particular school year or level.
Delete: Use this option to remove a level from the system if it's no longer relevant or needed. Be cautious when deleting levels, as this action might affect user access and borrowing privileges associated with that level.

Exploring Groups Tab

Groups are a crucial part of organising and categorising patrons, making it easier to control resource loans and returns effectively.

Once you're on the Groups tab, you'll notice a search bar at the top of the screen. This search bar comes with a filter button, which contains various filters to help you narrow your search and find specific groups quickly.
Next to the search bar, there are two essential buttons: "Add Patron Group" and "Delete Unused Groups."

Adding Patron Groups:

To add a new patron group, click the "Add Patron Group" button. This allows you to create new groups as needed. This is particularly useful in school libraries where groups might represent different classes or grade levels.

Deleting Unused Groups

The "Delete Unused Groups" button is designed to help you maintain an organized list of groups. It removes groups that no longer have any patrons associated with them. Click on this button to initiate the process of deleting groups that are no longer in use.

Managing Existing Groups

Below the search bar and buttons, you'll find a list of the current groups in your library. In school libraries, these groups often represent different classes or grade levels.

Group Actions
Next to each group entry, you'll notice an "Actions" button. This button offers several options for managing the selected group.

View Group Details: Click on this option to see the details of the selected group. This can provide insights into the group's purpose and its members.
Edit Group Details: Use this option to make changes to the group's information. You can modify details such as the group name, maximum resources, and maximum days for loans.
Delete Group: If a group is no longer needed or was created in error, you can remove it from the system by clicking on the "Delete" option. Please exercise caution when deleting groups as this action can affect associated patrons.

Exploring Library Cards Tab

Once you've entered the Library Cards tab, you'll find six options for printing patrons lists and library cards. Here's a breakdown of these options:

Groups: Choose this option to print a list of patrons grouped by their respective groups or classes. This can be especially useful for school libraries where you want to generate a list of students by class.
Groups (With Photo): Similar to the "Groups" option, this choice includes patron photos on the list.
Library Cards: Select this option if you want to print library cards containing information fields such as First Name, Surname, Barcode, Group, and School Name.
Library Cards No Group: If you don't need group-specific categorisation on the library cards, choose this option for printing card sheets.
Library Cards - Marked: This option generates library cards only for patrons previously marked.

Generating Library Cards:

Once you've selected the desired printing option, click on the "Generate" button. This action generates a PDF file ready for printing. If you are printing Library Cards, these will be formatted to fit in Avery L7414 card sheets.

That's it! You've now learned how to effectively manage your library patrons in BiblioTECH's web app. These tools and features enable you to maintain an organised and efficient library, serving your community seamlessly. Whether you're adding new patrons, updating existing ones, or making bulk changes, these steps will help you get the most out of the patron management features.