Start of the Year Procedure
Overview
This guide outlines the essential steps for preparing your school library system at the beginning of each academic year:
- Import Patrons
- Remove Old Patrons and Groups
- Update Due Dates
- Update the Calendar
Import Patrons
Step 1: Access the Import Feature
- Log in to BiblioTECH's web app
- Navigate to the dashboard
- Click "Patrons" to access the Patrons Manager
- Click "Import Patrons"
Step 2: Prepare Patron Data
- Download the template by clicking "Download Template for Patrons"
- Open the Excel file and complete the following required fields:
- StKey (Admin ID)
- Firstname
- Surname
- pGroup (Class)
- Level (Year)
- Image (Only if uploading photos - must match StKey value)
Step 3: Upload Data
- Click "Choose File" to select your prepared file
- For patron data only: Upload Excel file (.xlsx)
- For patron data with photos: Upload a zip file containing:
- The Excel file with patron information
- A folder named "Images" with all patron photos
- Click "Start Upload" to begin the upload process
- Once the file is uploaded, the system will validate the data and display a preview
Step 4: Review and Complete
- Review the imported information for accuracy
- If correct, click "Save This" to complete
- The system will:
- Update existing patrons with new information
- Add new patrons found in the import file
- Move patrons not in the import file to the "Unmatched" group
- If corrections are needed, update your file and click "Reload File"
Remove Old Patrons and Groups
Remove Unmatched Patrons
- In the Patrons Manager, locate the "Delete all in Unmatched Group" button
- Click the button to remove patrons who are no longer active
- Confirm the deletion when prompted
Delete Unused Groups
- In the Patrons Manager, click the "Groups" tab
- Click "Delete Unused Groups"
- The system will automatically remove groups with no associated patrons
Update Due Dates
- From the dashboard or the left side menu, click "Circulation"
- In the Circulation Manager, click "Due Dates"
- Configure due dates for the current year based on your library's policies:
- Global limit due date
- Year limit due date
- Semester limit due date
- Term limit due date
- Click "Save" to apply your changes
Update the Calendar
Access Calendar Settings
- Click "Settings" in the left side menu
- Select "Calendar" from the dropdown menu
Configure Non-Working Days
- Select the appropriate year from the dropdown menu
- Mark regular non-working days (e.g., weekends):
- Check the boxes for "Saturday" and "Sunday" if your library is closed on weekends
- These days will be highlighted in blue throughout the calendar
- Mark additional non-working days:
- Click directly on specific dates (holidays, breaks, etc.)
- These will be visually marked as non-working days
- Click "Save" to apply your calendar settings
Why This Matters
Properly configured non-working days ensure accurate due date calculations. When a due date falls on a non-working day, the system automatically extends it to the next working day.
Note: Review all settings after completion to ensure your library system is properly configured for the new academic year.