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Start of the Year Procedure - BiblioTECH - Library Management System

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Start of the Year Procedure

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Overview
This guide outlines the essential steps for preparing your school library system at the beginning of each academic year:
  1. Import Patrons
  2. Remove Old Patrons and Groups
  3. Update Due Dates
  4. Update the Calendar

Import Patrons
Step 1: Access the Import Feature
  1. Log in to BiblioTECH's web app
  2. Navigate to the dashboard
  3. Click "Patrons" to access the Patrons Manager
  4. Click "Import Patrons"
Step 2: Prepare Patron Data
  1. Download the template by clicking "Download Template for Patrons"
  2. 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
  1. Click "Choose File" to select your prepared file
  2. For patron data only: Upload Excel file (.xlsx)
  3. For patron data with photos: Upload a zip file containing:
    • The Excel file with patron information
    • A folder named "Images" with all patron photos
  4. Click "Start Upload" to begin the upload process
  5. Once the file is uploaded, the system will validate the data and display a preview

Step 4: Review and Complete
  1. Review the imported information for accuracy
  2. If correct, click "Save This" to complete
  3. 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
  4. If corrections are needed, update your file and click "Reload File"

Remove Old Patrons and Groups
Remove Unmatched Patrons
  1. In the Patrons Manager, locate the "Delete all in Unmatched Group" button
  2. Click the button to remove patrons who are no longer active
  3. Confirm the deletion when prompted
Delete Unused Groups
  1. In the Patrons Manager, click the "Groups" tab
  2. Click "Delete Unused Groups"
  3. The system will automatically remove groups with no associated patrons

Update Due Dates
  1. From the dashboard or the left side menu, click "Circulation"
  2. In the Circulation Manager, click "Due Dates"
  3. 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
  4. Click "Save" to apply your changes
Update the Calendar
Access Calendar Settings
  1. Click "Settings" in the left side menu
  2. Select "Calendar" from the dropdown menu
Configure Non-Working Days
  1. Select the appropriate year from the dropdown menu
  2. 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
  3. Mark additional non-working days:
    • Click directly on specific dates (holidays, breaks, etc.)
    • These will be visually marked as non-working days
  4. 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.
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Melbourne VIC. 3000
Australia
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