Users

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The Users app allows you to manage user information for patrons and library staff. Both patrons and library staff’s user records are stored in the Users app. There is no separate directory or app for library staff users. The difference between a library staff user and a patron is that the library staff user record has FOLIO permission(s), username, and password assigned to it.

Definition of terms related to the Users app:

  • User. Any person who interacts with or performs tasks in FOLIO.
  • User record. Contains contact information and identifiers for an individual user. User records exist for both patrons and library staff. For a list of all information contained within a user record, see View a user record.
  • Permission. Value assigned to a user, which grants them access to FOLIO records and/or allows them to carry out job-related tasks in FOLIO.
  • Permission set. A group of permissions that allows a user to perform a specific set of job-related tasks.

Permissions

The permissions listed below allow the user to interact with the Users app and determine what they can and cannot do within the app. If none of these permissions are assigned to a user, they are unable to see the User app or any related information. Permission sets are defined by your library in Settings > Users > Permission sets. For more information on permissions, see Platform Essentials > Permissions.

The following are all of the User permissions:

  • User import - All permissions. This permission allows the user to import user records.
  • User: Can override item blocks. This permission allows the user to override an item block in Check Out.
  • User: Can override patron blocks. This permission allows the user to override a patron block for borrowing, requesting, or renewing an item in Check Out.
  • Users: Can assign and unassign permissions to users. This permission allows the user to assign or unassign permissions to another user.
  • Users: Can assign and unassign service points to users. This permission allows the user to view and edit service points assigned to users. The user can also view and edit basic user data elements.
  • Users: Can check open transactions. This permission allows the user to check for open transactions on a user record. If there are no open transactions, the user record can be deleted.
  • Users: Can create and edit users. This permission allows the user to create a new user record and edit the User information, Extended information, Profile picture, and Contact information in the user record.
  • Users: Can create, edit and remove fees/fines. This permission allows the user to create, edit, remove, and view user fees/fines.
  • Users: Can create, edit and remove patron blocks. This permission allows the user to see the patron blocks section on the user record, and view, edit, and create blocks.
  • Users: Can create, edit and remove proxies. This permission allows the user to view and edit proxies assigned to a user. The user can also view and edit basic user data elements.
  • Users: Can delete user profile if user does not have any open transactions. This permission allows a user profile to be deleted through the UI if the user has no open transactions. This permission must be used with Users: Can check open transactions.
  • Users: Can edit user profile. This permission allows the user to edit and view the following sections in a user record: User information, Extended information, and Contact information.
  • Users: Can process lost items requiring actual cost. This permission allows the user to use the Lost items requiring actual cost processing page to bill for lost items.
  • Users: Can view fees/fines and loans. This permission allows users to view fees/fines and loans of a user.
  • Users: Can view permissions assigned to users. This permission allows the user to view the permissions assigned to another user.
  • Users: Can view profile pictures. This permission allows the user to view the profile picture on a user record.
  • Users: Can view proxies assigned to users. This permission allows the user to see the Proxies section but not edit proxies assigned to a user. This permission also includes the ability to search and view user records (basic user fields only).
  • Users: Can view reading room access. This permission allows the user to view the Reading room access accordion in the Users app.
  • Users: Can view service points assigned to users. This permission allows the user to see the Service points section but not edit service points assigned to a user. This permission also includes the ability to search and view user records (basic user fields only).
  • Users: Can view user profile. This permission allows the user to search for user records and view the following sections in a user record: User information, Extended information, and Contact information.
  • Users: Can view and edit reading room access. This permission allows the user to view the reading room according in the Users app. It also allows the user to edit a user’s access to reading room and add notes related to that access.
  • Users: Can view, edit, and delete profile pictures. This permission allows the user to view, edit, or delete a profile picture in a user record.
  • Users: Create and download Cash drawer reconciliation report. This permission allows the user to create and download a Cash drawer reconciliation report.
  • Users: Create and download Financial transaction detail report. This permission allows the user to create and download a Financial transaction detail report.
  • Users: Create and download Refunds to process manually report. This permission allows the user to create and download a report of refunds to process manually.
  • Users: Create/reset password. This permission allows the user to send a password reset email to a user or copy the password reset link to share with a user to use the reset password functionality.
  • Users: User loans anonymize. This permission allows the user to remove all user details from a loan.
  • Users: User loans change due date. This permission allows the user to change the due date of a loan on another user’s record.
  • Users: User loans claim returned. This permission allows the user to change the status of loaned items to claim returned.
  • Users: User loans declare lost. This permission allows the user to change the status of loaned items to Declared lost.
  • Users: User loans mark claimed returned missing. This permission allows the user to change the status of loaned, claim returned items to Missing.
  • Users: User loans renew. This permission allows the user to renew loans to the extent that is permitted by the loan policy.
  • Users: User loans renew through override. This permission allows the user to override failed renewals.
  • Users: User loans view. This permission allows the user to view the Loans section on a user record, view the loans page and loan details.
  • Users: User loans view, change due date, renew. This permission allows the user to view the Loans section on a user record, to change a due date on a loan, and renew loans.
  • Users: User loans: add staff or patron information. This permission allows users to add information to a staff or patron’s loan record.
  • Users: View and remove patron notice print jobs. This permission allows the user to view Patron notice print jobs (PDF files) and to delete print jobs in the UI.
  • Users: View patron notice print jobs. This permission allows the user to view Patron notice print jobs PDF files.
  • Users: View requests. This permission allows the user to view the Requests section on a user record. This permission also includes the ability to search for and view the user information section in a user record.

Keyboard shortcuts

Keyboard shortcuts allow you to perform actions in this app using the keyboard. See Platform Essentials > Keyboard shortcuts for more information.

Creating a user record manually

  1. In the User Search Results pane, click Actions > New.
  2. In the Create User window, fill in the User information, Extended information, and Contact information sections, if configured by your institution. For more information, see the section descriptions below.
  3. Fill in the fields in the Custom fields sections, if configured by your institution.
  4. Click Save & Close. The user record is saved.

User information

  • Last name (required). The surname of the user.
  • First name. The given name of the user.
  • Middle name. The middle name of the user.
  • Preferred first name. The name by which the user prefers to be called. If a preferred first name is provided, it will display in the user record in place of the first name.
  • Patron group (required). Select a patron group to assign to the user. Patron groups are classes of library users configured in Settings > Users > Patron Groups.
  • Status (required). Select a status for the user: Active or Inactive. A user’s status is tied to the expiration date set on their user record. When a Patron Group is selected, the Status automatically defaults to Active.
    • Active status indicates current affiliation, employment, or enrollment at the library’s institution.
    • Inactive status indicates that the expiration date on the user’s record has passed or the user is no longer affiliated, employed, or enrolled at the library’s institution.
  • Expiration date. The expiration date determines when a user’s status is scheduled to change from Active to Inactive. Expiration date is optional and this field may be left blank. For information on editing an expiration date, see Edit an expiration date.
  • Barcode. The barcode number for the user’s library card. Type the barcode number in the Barcode field.
  • User Type. Select the user type: Patron or Staff. This field is optional for a non-ECS-enabled tenant but required in an ECS-enabled tenant. For more information, see Consortium manager > Members.
    • Patrons. Users who may borrow library materials but have no FOLIO permissions assigned to their User record and do not log in to FOLIO to manage their library accounts.
    • Staff. Users who are employed by the library, have FOLIO permissions assigned to their User record for the purpose of performing their library work, and may borrow library materials.
  • Profile picture. If profile pictures are enabled in the FOLIO tenant, the patron’s profile picture (100px x 100px) is displayed in the user record. For more information, see Configuration setting for Profile-Picture Feature.

Extended information

  • Date enrolled. The date a user is enrolled at the institution. This field is auto-populated if it is included in source data provided by an external system.
  • External system ID. The external system ID for the user. This field is auto-populated if it is included in source data provided by an external system.
  • Birth date. The date of birth of the user in YYYY-MM-DD format.
  • Folio number. A system-generated number for the user record.
  • Request preferences. The user’s preference for picking up requested items.
    • Hold Shelf is selected by default for all user records. Select the Default pickup service point. All user records have at least one service point assigned to indicate the location for checking out or picking up requested items. Service points are configured in Settings > Tenant > Service points.
    • If Delivery is also selected as a Request preference, select the Fulfillment preference. If Delivery is selected as a Fulfillment preference, select the Default delivery address. This field appears and is required only if Delivery is selected as a fulfillment preference. Addresses are stored in the Contact information section of the User record. See Users > Contact information for more information.
  • Department name. Name of the user’s department, if applicable. To associate the user with a department, click Add Department and select the department from the drop-down list. The Add Department button appears only if Departments are configured in Settings > Users > Departments.
  • Username. If the User Type is set to Staff, Username is used by library staff to log into FOLIO to perform library work. If the User Type is set to Patron, the Username is not required, but may be assigned for the purpose of connecting a user’s library account in FOLIO with an external system, such as a discovery interface or a self-checkout system. However, patrons will not log into FOLIO to manage their library accounts.
  • Password. Users can be sent a reset password link via email. This link expires after 24 hours.

The password must meet the following default validation rules:

    * Contain a minimum of 8 characters.
    * Contain both uppercase and lowercase letters.
    * Contain at least 1 numeric character.
    * Contain at least 1 special character.
    * Does not contain the username.
    * Does not contain a keyboard sequence.
    * Does not contain the same character.
    * Does not contain whitespace(s).

An institution may apply different password validation rules for their users.

Contact information

  • Email (required). The email address of the user.
  • Phone. The phone number of the user.
  • Mobile phone. The mobile phone number of the user.
  • Preferred contact (required). Select the user’s preferred method of contact: Email, Mail (Primary Address), or Text Message.
  • Preferred email communications. Select the user’s preferred email communications: Programs, Services, or Support. More than one option may be selected.
  • Address. The address of the user. To add an address, click Add Address. If more than one address is entered, select Use as primary address for the user’s main address. Select the appropriate Address type and fill out the address information fields. Click Add Address to save the address to the user’s record. Address Types are configured by your library in Settings > Users > Address Types.

Custom fields

The Custom fields section appears only if it is configured in Settings > Users > Custom fields.

Search for user records

You can search for user records in the User search pane. To search for users, select Keyword (name, email, identifier) to search any of these fields:

- Username
- First Name
- Preferred First Name
- Last Name
- Middle Name
- Email
- Barcode
- User UUID
- External System Id
- Custom Fields with the "Text Field" or "Text Area" custom field types (if Custom fields are configured)

Or search by Barcode, Last Name, or Username fields.

You can also select a search filter in the User search pane. To apply a filter, open the appropriate accordion and select an option for that filter. The filters available include:

View a user record

Once you search for a user record, the following information User information appears as column headings in the User search results pane:

  • Name. Name of the user. Last Name, First Name or Last Name, Preferred first name (First name)
  • Active. The status of the user.
  • Barcode. The barcode number of the user.
  • Patron group. The patron group to which the user belongs.
  • Username. The username of the user.
  • Email. The email address of the user.

In the User search results pane, click on a user record to view it. The User details pane displays additional information in the user record.

User information

See User information.

Patron blocks

See Create block.

Extended information

See Extended information.

Contact information

See Contact information.

Custom fields

See Settings > Users > Custom fields.

Reading room access

The Reading room access section displays which reading rooms a user is allowed to access within the library. For more information, see Reading room access.

Proxy/sponsor

The Proxy/sponsor section displays any proxies or sponsors associated with the user record. See Add a sponsor or Add a proxy for more information.

Fees/fines

The Fees/fines section displays the number and monetary amount of open, closed, suspended claim returned, and refunded fees/fines. To view additional details about the user’s fees/fines, expand the Fees/fines accordion and click on open fees/fines or closed fees/fines. To view all fees/fines, click View all fees/fines.

For more information on Fees/fines, see Additional Topics > Fees and fines.

Loans

The Loans section displays the number of open loans and closed loans on a user’s record. To view additional details about the user’s open loans or closed loans, expand the Loans accordion and click open loans or closed loans, accordingly.

  • Open loans. A patron has an open loan when they have borrowed an item and the item has not yet been returned. A loan is also considered open when the patron has returned the item but owes a fee/fine, or when a patron says they have returned an item and the library marks it as claim returned while they search the shelves.
  • Closed loans. Once an item is returned to the library and checked in, and any associated fees/fines are resolved, the loan is closed. Once a loan is closed, it can be anonymized if loan anonymization is set up. For more information, see Anonymizing a loan that has been checked in.

Requests

The Requests section displays the number of open requests and closed requests on a user’s record.

  • Open requests. A request is open when the user has not yet picked up the requested item. This can be the case when the user is waiting for another patron to return the item, or when the item is being pulled from a shelf (Open - Not yet filled, Open - Awaiting delivery, or Open - In transit). The request is also open if the item has been brought to the requested service point and the patron has been notified to pick it up (Open - Awaiting pickup).

  • Closed requests. A request is closed when the user picks up the requested item (Closed - Filled). A request is also closed if the user or library staff cancels the request prior to pickup (Closed - Cancelled), if the user did not pick up the item before the hold expired (Closed - Pickup expired), or if the library was unable to fill the request before the request itself expired (Closed - Unfilled).

To view additional details, expand the Requests accordion and click open requests or closed requests, accordingly. For more information, see Requests.

User permissions

The User permissions section displays all permissions and permission sets assigned to the user record. For more information, see Platform essentials > Permissions.

Service points

The Service points section displays all service points assigned to the user record, including the user’s service point preference, if applicable. For more information on service points, see Settings > Tenant > Service Points.

Notes

The Notes section displays any notes about the user. For more information, see Settings > Notes.

Edit a user record

To edit the User information, Extended information, or Contact information sections in a user record:

  1. Find the user record you want to edit and select it.
  2. In the User details pane, click Actions > Edit.
  3. In the Edit window, edit the appropriate information in the User information, Extended information, or Contact information sections.
  4. Click Save & Close. The user record is updated.

Change a user’s status

A user’s status can be changed between Active or Inactive based on changes in their employment status or enrollment status.

  1. Find the user record you want to edit and select it.
  2. In the User details pane, click Actions > Edit.
  3. In the Edit window, in the User Information section, in the Status drop-down list, select Active or Inactive.
  4. Click Save & Close.

Edit an expiration date

To edit (or re-set) an Expiration date in an existing user record:

  1. Find the user record you want to edit and select it.

  2. In the User details pane, click Actions > Edit.

  3. Edit, reset, or remove the expiration date.

    • Type the new expiration date in the Expiration date field using the YYYY-MM-DD format. or click on the Calendar icon to select a new date.
    • Reset the date to the default Expiration date for the user’s assigned patron group by clicking on the Re-set button.
    • Remove the expiration date by clicking on the x in the Expiration Date field.

  4. Click Save & Close.

Update a Profile picture

If Profile pictures are enabled in the FOLIO tenant, then library staff with appropriate permissions can upload, update, or delete profile pictures in a user record. Supported file formats include .jpg, .jpeg, and .png. For more information about configuring Profile pictures, see Configuration setting for Profile-Picture Feature.

To upload a Profile picture to a user record:

  1. Find the user record you want to edit and select it.
  2. In the User details pane, click Actions > Edit.
  3. Click the Update button under the profile picture placeholder.
    • Local file: Choose this option to select an image file from your computer.
      • In the Preview and Edit modal, use the Zoom or Rotate sliders to adjust the image, if necessary.
      • Click Save to finish the upload. The Profile picture is now attached to the user record.
    • External URL: Choose this option to link to an externally hosted image.
      • In the Update profile picture modal, add the URL for the image in the External URL text box.
      • Click Save to save the URL and link the image to the user record. Note that if the URL is not valid, or is a non-image URL, the message, The provided URL is valid but does not point to an image file displays below the External URL text box and the modal does not close.

To update or delete a Profile picture in a user record:

  1. Find the user record you want to edit and select it.
  2. In the User details pane, click Actions > Edit.
  3. Click the Update button under the profile picture placeholder.
    • Local file: Choose this option to select an image file from your computer.
      • In the Preview and Edit modal, use the Zoom or Rotate sliders to adjust the image, if necessary.
      • Click Save to finish the upload. The Profile picture is now attached to the user record.
    • External URL: Choose this option to link to an externally hosted image.
      • In the Update profile picture modal, add the URL for the image in the External URL text box.
      • Click Save to save the URL and link the image to the user record. Note that if the URL is not valid, a red error text displays below the External URL text box that reads “Invalid image URL” and the modal does not close.
    • Delete: This option displays only if a Profile picture is currently attached to the user record. Choose this option if you wish to remove the Profile picture from the user record.

Send reset password email

Once a user record is created, a reset password link can be emailed to the user. However, this feature should be used only with library staff accounts since patrons will not and should not log into FOLIO to manage their library accounts.

To send a password reset email:

  1. Find the user record for which you want to send a password reset email and select it.
  2. In the User details pane, click Actions > Edit.
  3. In Extended information section, click the Send reset password email link under Folio password. The reset password email is sent to the email address listed in the user’s Contact information.
  4. Optional: Copy the link displayed in the Reset password email sent modal and manually send the link to the user using a different email application.
  5. Click the X to close the pop-up window.

Add a sponsor

A sponsor is a user who authorizes another user to borrow library materials on their behalf.

  1. Find the user record to which you want to add a sponsor and select it.

  2. In the User details pane, click Actions > Edit.

  3. Expand the Proxy/sponsor accordion and click Add in the Sponsors (…can borrow on behalf of these people) section.

  4. In the Select User pop-up window, search for the sponsor and select them.

  5. Optionally, include additional information about the Proxy/sponsor relationship:

    • Relationship Status: Active or Inactive.
    • Expiration date. Indicates the date when the Relationship status will change to Inactive. Type a date using the YYYY-MM-DD format or select a date using the calendar picker.
    • Proxy can request for the sponsor.
      • Yes: The Proxy can place requests for materials on behalf of the Sponsor.
      • No: The Proxy cannot place requests for material on behalf of the Sponsor.
    • Notifications sent to. Select whether Proxy or Sponsor should receive notifications from the library.

  6. Click Add.

  7. Click Save & Close. The Sponsor is added to the user record.

Add a proxy

A Proxy is a user who is authorized to borrow library materials on another user’s behalf.

  1. Find the user record to which you want to add a proxy and select it.

  2. In the User details pane, click Actions > Edit.

  3. Expand the Proxy/sponsor accordion and click Add in the Proxies (these people can borrow on behalf of…) section.

  4. In the User search pane, search for the proxy and select them.

  5. Optionally, include additional information:

    • Relationship Status: Active or Inactive.
    • Expiration date. The expiration date indicates the date when the Relationship status will become inactive. Type a date using the YYYY-MM-DD format or select a date using the calendar icon.
    • Proxy can request for sponsor.
      • Yes: The Proxy can place requests for materials on behalf of the Sponsor.
      • No: The Proxy cannot place requests for material on behalf of the Sponsor.
    • Notifications sent to. Select whether Proxy or Sponsor should receive notifications from the library.

  6. Click Add.

  7. Click Save & Close. The Proxy is added to the user record.

Assign or unassign permissions

Library staff must have permissions assigned to their user record in order to interact with the FOLIO user interface. Permissions are not and should not be assigned to patrons for library services such as borrowing books, requesting items, etc. For a list of Users app permissions and their definitions, see Users > Permissions. For information about viewing a list of all users who are assigned a specific permission set, see Settings > Users > Permission sets.

To assign or add permissions to a user’s record:

  1. Find the user record to which you want to add permissions and select it.
  2. In the User details pane, click Actions > Edit.
  3. Expand the User permissions accordion if needed.
  4. Click Add permission.
  5. In the Select Permissions modal, search for the permission(s) or permissions set(s) you want to assign to the user. You can also filter the search by Permission type or Permission assignment status in the Search & Filter pane.
  6. Select the checkbox(es) next to the permission(s) or permission set(s) you want to assign to the user.
  7. Click Save & close. The selected permission(s) and permission set(s) are assigned to the user record.
  8. Click Save & close. The user record is saved.

Permissions can be unassigned, or removed, from a user’s record either individually or all at once with one click.

To unassign or remove permissions from a user’s record:

  1. Find the user record for which you want to unassign, or remove permissions and select it.
  2. In the User details pane, click Actions > Edit.
  3. Expand the User permissions accordion if needed.
  4. In the Select Permissions modal, search for the permission(s) or permissions set you want to unassign, or remove from the user’s record. Narrow your search by filtering by Permission type or Permission assignment status in the Search & Filter pane.
  5. Deselect the checkbox(es) next to the permission(s) you want to unassign, or remove, from the user’s record.
  6. Click Save & close. The permission(s) are removed from the user record.
  7. Click Save & close. The user record is saved.

To remove all assigned permissions or permission sets from the user’s record in one click:

  1. Find the user record to which you want to remove permissions and select it.
  2. In the User details pane, click Actions > Edit.
  3. Expand the User permissions accordion if needed.
  4. Click the Unassign all permissions button.
  5. In the Unassign all permissions modal, click Yes to confirm that you want to unassign all permissions. All assigned permissions and permission sets will be unassigned and removed from the user’s record.
  6. Click Save & close. All permissions are removed from the user record.
  7. Click Save & close. The user record is saved.

Permissions can also be unassigned by following a modified version of the process for assigning them:

  1. Find the user record to which you want to unassign, or remove permissions and select it.
  2. In the User details pane, click Actions > Edit.
  3. Expand the User permissions accordion if needed.
  4. Click Add permission.
  5. In the Select Permissions modal, search for the permission(s) or permissions set you want to unassign, or remove from the user’s record. Narrow your search by filtering by Permission type or Permission assignment status in the Search & Filter pane.
  6. Deselect the checkbox(es) next to the permission(s) you want to unassign, or remove, from the user’s record.
  7. Click Save & close. The permission(s) are unassigned and removed from the user record.
  8. Click Save & close. The user record is saved.

Add or remove a service point

A Service point in FOLIO is a setting that libraries configure to support circulation functions. Staff who use the Check in, Check out, Users, or Requests apps must have at least one service point assigned to their user record. Service points are configured for your library in the Settings app. See Settings > Tenant > Service Points for more information.

To add one or more service points to a user record:

  1. Find the user record to which you want to add a service point and select it.
  2. In the User details pane, click Actions > Edit.
  3. Expand the Service points accordion if needed.
  4. Click Add service points.
  5. In the Add service points modal, select the checkbox(es) next to the service point(s) you want to assign to the user record.
  6. Click Save & close. The service point(s) are assigned to the user record.
  7. Select a Service point preference from the drop-down list. This is optional but if left empty or None is selected, the user will have to select a service point every time they log in to FOLIO.
  8. Click Save & Close. The service point(s) are added to the user record.

To remove one or more service points from a user record:

  1. Find the user record to which you want to remove a service point and select it.
  2. In the User details pane, click Actions > Edit.
  3. Expand the Service points accordion if needed.
  4. Click the “x” next to the service point(s) to remove them from the user record.
  5. Click Save & close. The service point(s) are removed from the user record.
  6. Click Save & close. The user record is saved.

Service points can also be removed by following a modified version of the process for adding them:

  1. Find the user record to which you want to remove a service point and select it.
  2. In the User details pane, click Actions > Edit.
  3. Expand the Service points accordion, if needed.
  4. Click Add service points.
  5. In the Add service points pop-up window, deselect the checkboxes next to the service point(s) you want to remove from the user record.
  6. Click Save & Close. The service point(s) are removed from the user record.
  7. Click Save & close. The user record is saved.

Add a note

Note types are created in the Settings app. For more information, see Settings > Notes > General.

To add a note to a user record:

  1. Find the user record to which you want to add a note and select it.
  2. In the User details pane, expand the Notes accordion, if needed.
  3. Click New.
  4. In the New note window, select the Note type from the drop-down list.
  5. Enter a Note title in the box.
  6. Optional: Enter any Details about the note in the box.
  7. If this note should appear as a pop-up whenever the user record is opened in the Check Out and/or Users app, check the Check Out app box and/or the User app box under the Display note as a pop-up as appropriate.
  8. Click Save & close. The note is saved to the user record.

Add or remove a tag

Tags must be enabled in your FOLIO tenant in order to use tags in the Users app. See Settings > Tags for more information.

To add a tag to a user record:

  1. Find the user record to which you want to add a tag and select it.
  2. In the User details pane, click the tag icon next to the Actions button.
  3. If you want to use an existing tag, select it from the drop-down list. If you want to create a new tag, type the tag into the box and select Add tag for.
  4. Click the X on the Tags pane to close the pane and save the tag. The tag number updates to the number of tags applied to the user record.

To remove a tag from a user record:

  1. Find the user record to which you want to add a tag and select it.
  2. In the User details pane, click the tag icon next to the Actions button.
  3. Click the X next to the tag to be removed.
  4. Click the X on the Tags pane to close the pane. The tag number updates to the number of tags applied to the user record.

Create request

Requests can be created in three ways: 1) In the Requests app; 2) in the user record in the Users app; or 3) in the item record in the Inventory app. For more information, see Creating a request.

Create fee/fine

A Fee/fine can be manually created after checking in a returned item. For more information, see Creating a new fee/fine.

Create block

Blocks can be manually added to a user’s record to prevent them from borrowing, renewing, and/or requesting library materials until the specified issues are resolved. The Block is displayed prominently on the user’s record so that library staff member are aware of the block and can conduct transactions accordingly. If an expiration date is provided, the Block is automatically removed from the user’s record on that date.

Users with appropriate permissions can update block information, actions, or remove the block from the user’s record.

Patron block templates must be set up in your FOLIO tenant before using them to create a patron block. See Settings > Users > Patron Block Templates for more information.

To create a Block using a patron block template:

  1. Find the user record of the patron you want to block and select it.
  2. In the User details pane, click Actions > Create block or expand the Patron blocks accordion, if needed, and click Create block.
  3. Select a patron block template from the Template name menu. Template values will be applied to the block.
  4. Add any additional information to the block and select an expiration date if needed.
  5. Click Save & close. The patron block is saved and added to the user record.

To create a Block without a patron block template:

  1. Find the user record of the patron you want to block and select it.
  2. In the User details pane, click Actions > Create block or expand the Patron blocks accordion, if needed, and click Create block.
  3. In the New Block window, expand the Block information accordion, if needed.
    • Display Description. This is the message that displays when library staff open the user’s record in the Check out, Requests, and Users apps.
    • Staff only information. Optional. This is a note for library staff.
    • Message to Patron. Optional. This is a message to the patron.
    • Expiration date. Optional. Date upon which the Block expires.
    • Block actions. By default, all Block actions are selected and indicate which actions the user is unable to do because of the Block. To allow some of the actions, clear the checkbox(es) next to Borrowing, Renewals, or Requests as appropriate.
  4. Click Save & close. The Block is saved and added to the user record.

Edit a block

  1. Find the user record of the patron with the block you want to edit and select it.
  2. In the User details pane, expand the Patron blocks accordion.
  3. In the block table, select the block you want to edit.
  4. Make your changes in the user record window.
  5. Click Save & Close. The Block is updated.

Remove a block

Blocks with expiration dates are automatically removed from the user record on that date.

To remove a Block with no assigned expiration date, follow these steps:

  1. Find the user record of the patron with the block you want to edit and select it.
  2. In the User details pane, expand the Patron blocks accordion.
  3. Select the block you want to remove.
  4. In the user record window, click Delete.
  5. In the Delete patron block? modal, click Delete to confirm the action. The patron block is removed from the user record.

Check for open transactions/delete user

To delete a user record, first check for open transactions. Once it’s confirmed that the user has no open transactions, the user record can be deleted.

To check for open transactions and delete user:

  1. Find the user record for which you want to check for open transactions and select it.
  2. In the Actions menu, select Check for open transactions/delete user.
  3. If there are no open transactions for this user, the message No open transactions for user (Last Name, First Name). Are you sure you want to delete this user? will appear in the Check for open transactions/delete user modal.
    • Click Yes to delete the user record. A User (Last Name, First Name) deleted successfully message will confirm deletion of the user record.
    • Click No to cancel the deletion and return to the user record.
  4. If there are one or more open transactions for the user, the message User (Last Name, First Name) has the following open transactions. Please resolve the transactions to proceed to delete this user. Click OK to return to the user record.

If the deleted user had permissions to edit records, the Source on the metadata history becomes listed as Unknown user.

Reports

Reports may be generated and viewed from the Actions menu in the User search results pane of the Users landing page or the User details pane of a user record.

Lost items requiring actual cost

The Lost items requiring actual cost report is a list that displays in the UI and contains information about open loan items with Aged to lost status. To use this report to manage billings for lost items, Actual cost must be set up in at least one Lost item fee policy. For more information about using actual cost for lost items, see Creating a lost item fee policy.

To view a Lost items requiring actual cost report:

  1. In the User search results pane, click Actions > Lost items requiring actual cost.
  2. In the Actions column of the report, click on the ellipse in the appropriate row to view the options for billing the patron:
    • Bill actual cost: This option creates a bill for the patron. To bill for actual cost, a manual fee/fine is applied. If this option is selected, an Actual cost to bill [patron’s name] dialog displays with the Fee/fine type and Fee/fine owner information. Enter the actual cost of the item in the Actual cost to bill patron box. Add Additional information for staff or Additional information for patron as appropriate. Click Continue. An Confirm actual cost dialog appears to warn you that the patron will be billed. Click Confirm to proceed with billing.
    • Do not bill: This option allows the library to waive the bill for the lost item. If this option is selected, a Do not bill dialog displays with the Fee/fine type and Fee/fine owner information. The Actual cost to bill patron is automatically assigned to zero. Library staff can add information in the Additional information for staff if desired. Click Continue to waive the bill.
    • Patron details: This option opens the patron’s user record in a separate pane.
    • Loan details: This option opens the Loan details in a separate window. Library staff can change the loan status of the item, add New patron info or New staff info as appropriate.
    • Item details: This option displays the Item record in a new window.

View patron notice print jobs

If a library is required to send print overdue notices to their patrons, the View patron notice print jobs (PDF) provides a daily report of patron notices. This PDF file is automatically generated overnight every 24 hours using the assigned patron notice template(s). In this release, this option appears in the Actions menu, but the PDF file is actually generated only for libraries that have set up reminder fees in their overdue fine policies. For more information about reminder fees, see Reminder fees.

To view patron notice print jobs:

  1. In the User search results pane, click Actions > View patron notice print jobs (PDF).
  2. In the Patron notice print jobs window, click on the link for the report you wish to view.

To delete a patron notice print job:

  1. In the Patron notice print jobs window, check the box next to the print job you wish to delete. To select all of the print jobs for deletion, check the box next to Created.
  2. Click Actions > Delete selected print jobs. Note that no warning or confirmation message appears before deleting the selected print job.

Overdue loans report

The Overdue loans report is a comma-separated values (CSV) file that displays all users with overdue materials.

To create an Overdue loans report:

  1. In the User search results pane, click Actions > Overdue loans report (CSV).
  2. Depending on your browser and its configurations, an Export in progress message appears and the file automatically downloads or you are prompted to save it. If there are no overdue loans to report, a No items found message appears and no file is generated.

Claimed returned report

The Claimed returned report is a comma-separated values (CSV) file that displays all users with claimed returned materials.

To create a Claimed returned report:

  1. In the User search results pane, click Actions > Claimed returned report (CSV).
  2. Depending on your browser and its configurations, an Export in progress message appears and the file automatically downloads or you are prompted to save it. If there are no claimed return items to report, a No items found message will appear and no file is generated.

Cash drawer reconciliation report

The Cash drawer reconciliation report is used by library staff to balance their cash drawer at the end of a shift. The cash drawer reconciliation report shows forms of payments received (cash, check, credit card, and other forms of payment allowed by the library unit) for fees and fines and identifies the fee/fine owner so that the appropriate library unit receives payment. The cash drawer reconciliation report is available for download as a comma-separated values (CSV) file and/or printable document format (PDF).

To create a Cash drawer reconciliation report:

  1. In the User search results pane, click Actions > Cash drawer reconciliation report (CSV, PDF).
  2. In the Cash drawer reconciliation report modal, enter a *Start Date (required) and an End Date. Select Service Point and Sources.
  3. Select Report format. You may select CSV, PDF (Read Only), or Both.
  4. Click Save & close.
  5. Depending on your browser and its configurations, an Export in progress message appears and the file automatically downloads or you are prompted to save it. If there are no transactions to report, a No items found message appears and no file is generated.

Financial transaction detail report

The Financial transaction detail report allows libraries to review transactions in a specified time period at the fee/fine owner level. Fee/fine owners must be set up in your FOLIO tenant in order to create a Financial transaction detail report. See Settings > Users > Owners for more information.

To create a Financial transaction detail report:

  1. In the User search results pane, click Actions > Financial transaction detail report (CSV).
  2. In the Financial transaction detail report modal, specify a date range by entering a Start date and an End date. Select the Fee/fine owner (required). Select the Associated service points.
  3. Click on Save & close.
  4. Depending on your browser and its configurations, an Export in progress message appears and the file automatically downloads or you are prompted to save it. If there are no transactions to report, a No items found message appears and no file is generated.

Refunds to process manually report

The Refunds to process manually report is a report that provides library administration with a list of patrons requiring refunds. It is available for download as a comma-separated values (CSV) file. Fee/fine owners must be set up in your FOLIO instance in order to create a Refunds to process manually report. See Settings > Users > Owners for more information.

To create a Refunds to process manually report:

  1. In the User search results pane, click Actions > Refunds to process manually report (CSV).
  2. In the Refunds to process manually modal, specify a date range by entering a Start Date and an End Date. Select the Fee/Fine Owner.
  3. Click Save & close.
  4. Depending on your browser and its configurations, an Export in progress message appears and the file automatically downloads or you are prompted to save it. If no there are no refunds to process manually, a No items found message appears and no file is generated.

Managing loans

In the Loans section of a user’s record, a user with appropriate permissions can print due date receipts, renew a loan for a patron, change a due date, mark an item claim returned, or declare an item lost. For more information, see Additional Topics > Loans.

Due date receipts

Due date receipts can be printed from the Loan details in the Users or Check out apps.

To print a Due date receipt from the Loan details page in the Users app:

  1. In the Users app, find the user record and select it.
  2. Expand the Loans accordion and click on Open loan.
  3. In the Loan details modal, click on the open loan to select it. If the user has more than one open loan, check the boxes next to the Item title column to print the due date receipt.
  4. Click the Print due date receipt button.

To print a Due date receipt from the Loan details page in the Check out app:

  1. In the Check out app, check an item out to the user.
  2. In the Scan items pane, click on the ellipse in the Action column.
  3. Select Loan details.
  4. Click on the Print due date receipt button.

Renew a loan

To renew one or more loans for a patron:

  1. In the user record pane, expand the Loans accordion if needed.
  2. Click on Open loans.
  3. Use the check boxes on the left of the Loans window to select the appropriate loan(s).
  4. Click the Renew button located in the top right corner of the Loans window.

If the renewal is successful, a green success message appears in the bottom right corner of the screen. The new due date may be sooner than expected if the normal due date would be after a patron’s account has expired.

If the renewal is not successful, a pop-up message will appear. If you have the correct permissions, you can click Override from the pop-up window to override the error and renew the loan.

Mark an item claim returned

Occasionally, patrons may claim that they have returned items that are still listed as checked out to them. The library has the option to mark the item as “claim returned.” This will place any associated fines in a suspended state while libraries carry out workflows to search for the item on their shelves.

To mark an item claim returned:

  1. In the user record pane, expand the Loans accordion if needed.
  2. Use the check boxes on the left of the Loans window to select the appropriate loan(s).
  3. Click the Claim returned button located in the top right corner of the Loans window.
  4. In the Confirm claim returned modal, enter additional information about the patron’s claim (required).
  5. Click Confirm.

The loan will remain in the patron’s list of open loans, but the item status will change to Claim returned.

If the library cannot locate the claimed returned item, it will decide whether to bill the patron for the item or mark the item missing without charging fines. In FOLIO, this action is referred to as resolving a claim.

To resolve a claim on an item:

  1. Click the appropriate loan to open the Loan details window.
  2. Click the button marked Resolve claim on the top row.
  3. If you are going to bill the patron for the item, choose Declare lost. If you will not be billing the patron for the item, choose Mark as missing.
  4. In the pop-up window that appears, FOLIO will show a message to confirm the action you wish to take. Enter any additional information about the patron’s claim (required).
  5. Click Confirm.

If you choose to declare the item lost, FOLIO will check the associated lost item fee policy for the loan and charge fees/fines as configured in that policy.

Change a due date

To change the due date on one or more loans for a patron:

  1. In the user record pane, open the Loans accordion if needed.
  2. Click on open loans.
  3. Select the check boxes on the left of the Loans window to select the appropriate loan(s).
  4. Click the Change due date button located in the top right corner of the Loans window.
  5. In the Change due date modal, enter a new Date by using the MM/DD/YYYY format or select one from the calendar picker. Select a Time by clicking on the clock icon, choosing a time, and clicking on the Set time button.
  6. Click Save and close.

Note that if you have permissions to change a loan’s due date, you can change the due date/time to one in the past. FOLIO will give you a warning message but allow the change to go through.

Mark an item Declared lost

FOLIO has two options to show that an item has been borrowed and not returned - “aged to lost” and “declared lost.” Aged to lost is an automated status that FOLIO gives to an item when the item is not returned by the date specified in the lost item policy. Declared lost is a manual status that library staff can use when a patron tells the library that they cannot return the item because they can no longer find it or because it had been inadvertently damaged.

Library staff can only mark one loan declared lost at a time.

To mark a loan declared lost:

  1. Click the appropriate loan to open the Loan details window.
  2. Click Declare lost at the top of the window.
  3. In the Confirm item status: Declared lost modal, enter additional information about the circumstances of the loan (required)
  4. Click Confirm.

When an item is declared lost, FOLIO will check the associated lost item fee policy for the loan and charge fees/fines as configured in that policy.

Add patron info to an open loan

A note can be added to an open loan. This note can be set to display for the patron and staff. To add patron info to an open loan on a user’s record:

To add patron information to an open loan on a user’s record:

  1. Find the user record and select it.
  2. In the User details pane, expand the Loans accordion and click on Open loan(s) and select the open loan you wish to add the patron info to.
  3. In the Loans modal, click on the New patron info button.
  4. In the Add new patron information modal, type in the Additional information. Note that this new information will supersede any patron information added previously.
  5. Click Save & close to save the patron information to the open loan.

Add staff info to an open loan

A note can be added to an open loan. The note can be viewed by staff with proper assigned permissions only.

To add staff information to an open loan on a user’s record:

  1. Find the user record to which you want to add New staff information and select it.
  2. In the User record pane, expand the Loans accordion and click on Open loan(s).
  3. Click on the Loan you wish to add staff info to. The Loan details window appears.
  4. Click on the New staff info button.
  5. In the Add new staff information modal, type in the Additional information.
  6. Click Save & close to save the staff information in the open loan.

View staff info or patron info on a closed loan

Whenever an open loan is checked in, the loan becomes closed and the staff info or patron info is retained in the loan details. To view Patron info or Staff info on a closed loan:

  1. Find the user record to which you want to view Staff info or Patron info and select it.
  2. In the User details pane, expand the Loans accordion and click on Closed loan(s).
  3. Click on the closed loan to select it. The Loan details window appears and displays Staff info only and Patron info only for the closed loan.

Managing fees/fines

In the Fees/fines section, users with appropriate permissions can manage fee/fines in user records. This includes viewing fee/fine information, creating manual charges, accepting payment, waiving a fine, refunding a fine, and canceling a fine. For more information, see Additional Topics > Fees and fines.

View fees/fines

See Fees/fines.

Export fees/fines

If the user has open fines, the fee/fine information can be exported into a .csv file and downloaded onto your computer.

To export fees/fines:

  1. Find the user record to which you want to add a fee/fine and select it.
  2. In the User record pane, expand the Fees/fines accordion if needed.
  3. Click Actions > Export fees/fines.
  4. A .csv file containing the user’s fee/fine information is downloaded to your computer.

Create a fee/fine

To create a manual fee/fine, Fee/fine types and other fee/fine settings must be configured in the FOLIO tenant. See Settings > Users > Manual Charges for more information.

To manually create a fee/fine in a user record:

  1. Find the user record to which you want to add a fee/fine and select it.
  2. In the User details pane, expand the Fees/fines accordion if needed.
  3. Click Create fee/fine.
  4. In the New fee/fine window, select the Fee/fine owner.
  5. Select the Fee/fine type.
  6. In the Fee/fine amount box, you can do one of three things:
    • Keep the default fee/fine amount, if one is populated for the fee/fine type.
    • Adjust the default fee/fine amount, if it is populated for the fee/fine type.
    • Provide a fee/fine amount, if one did not populate. See Lost items requiring actual cost.
  7. Optional: To associate the fee/fine with an item, scan or enter the item barcode into the Item information box and click Enter.
  8. Optional: Enter any Additional information for staff in the box.
  9. Click Charge only to apply the charge to the patron record. FOLIO users with appropriate permissions may be able to create the fine and immediately accept payment by clicking Charge & pay now.
  10. Click either Charge & pay now to charge the patron and process the payment or Charge Only to only apply the charge to the user record.

Accepting payment for a fee/fine

To accept payment for a fee/fine, Fee/fine owner and other fee/fine settings must be configured in the FOLIO tenant. For more information, see Settings > Users > Payment Methods.

To accept payment for a fee/fine:

  1. Find the user record to which you want to accept payment for a fee/fine and select it.
  2. In the User details pane, expand the Fees/fines accordion if needed.
  3. Select (number of) open fee/fine to view the patron’s open fines.
  4. The Fees/fines modal will open. Click the fee/fine you wish to accept payment for.
  5. The Fee/fine details modal will open. Click Actions > Pay.
  6. The Pay fee/fine modal opens. Enter the payment amount. FOLIO can handle full and partial payment. If you are accepting partial payment, the modal will calculate the remaining amount.
  7. Select Payment method (required).
  8. Input Transaction information and Additional information for staff. The Additional information for staff box may be required if your library has configured that option.
  9. Click Pay, then Confirm.

The modal will close and the Fee/fine details page will update with the payment transaction.

Waiving a fee/fine

Staff with appropriate permissions can apply a partial or full waive to a fee/fine. To waive fines, Fee/fine: Waive reasons and other fee/fine settings must be configured in the FOLIO tenant. For more information, see Settings > Users > Waive reasons.

  1. Find the user record to which you want to accept payment for a fee/fine and select it.
  2. In the User details pane, expand the Fees/fines accordion if needed.
  3. Select (number of) open fee/fine to view the patron’s open fines.
  4. The Fees/fines modal will open. Click the fee/fine you wish to waive.
  5. The Fee/fine details modal will open. Click Actions > Waive.
  6. The Waive fee/fine modal will open. Enter the amount to waive (required). You can waive some or all of the fine amount. If you are only waiving part of the fine, FOLIO will automatically calculate the remaining amount.
  7. Select the Waive reason (required) and enter Additional information for staff. The Additional information for staff box may be required if your library has configured that option.
  8. Click Waive, then Confirm.

The modal will close, and the Fee/fine details page will update with the payment transaction.

Refund a fee/fine

Staff with appropriate permissions can partially or fully refund a fee/fine. The payment method must allow refunds and Fee/fine: Refund reasons must be configured in the FOLIO tenant. See Settings > Users > Fee/fine: Refund reasons.

  1. Find the user record to which you want to refund a payment and click it.
  2. In the User details pane, expand the Fees/fines accordion if needed.
  3. Select View all fees/fines to view the patron’s fines.
  4. The Fees/fines modal will open. Click the fee/fine you wish to refund a payment for. It may be Open or Closed.
  5. The Fee/fine details modal will open. Click Actions > Refund.
  6. The Refund fee/fine modal will open. Enter the amount to refund (required). You can refund some or all of the fine amount. If you are only refunding part of the fine, FOLIO will automatically calculate the remaining amount.
  7. Select the Refund reason (required) and enter Additional information for staff. The Additional information for staff box may be required if your library has configured that option.
  8. Click Refund, then Confirm.

The modal will close, and the Fee/fine details page will update with the payment transaction.

Mark a fee/fine as error (Cancel fee/fine)

Staff with appropriate permissions can mark a fee/fine as an error which has the effect of canceling the fee/fine.

Note that an error can only be applied to a fine in an Outstanding payment status. Marking a fine as an error is intended to be used when the fine is charged as a result of a staff or system error and as such none of it should be paid.

  1. Find the user record to which you want to refund a payment and click it.
  2. In the User details pane, expand the Fees/fines accordion if needed.
  3. Select View all fees/fines to view the patron’s fines.
  4. The Fees/fines modal will open. Click the fee/fine you wish to refund a payment for. It may be Open or Closed.
  5. The Fee/fine details modal will open. Click Actions > Error.
  6. The Confirm fee/fine cancellation modal will open. Enter Additional information for staff (required).
  7. Click Confirm.

The modal will close, and the Fee/fine details page will update with the cancellation transaction.

Processing lost items requiring actual cost

Libraries may choose to use Actual cost for some or all of the fines that they charge patrons. With the actual cost model, libraries review each loan after it ages to lost in order to charge the patron a specific amount for the item, rather than a flat amount based on the associated loan policy. For more information, see Lost items - charging set cost versus actual cost.

View Lost items requiring actual cost

See Lost items requiring actual cost.

Applying a bill for an actual cost list item

In order to bill a patron the actual cost for a lost item, you first search for the loss record. Once you have located the record you want to apply the bill for:

  1. Find the loss record for the item you wish to bill. Click Actions > Bill actual cost.
  2. On the Actual cost to bill modal, input the amount to bill. Include Additional information for staff and Additional information for patron if desired. Click Continue.
  3. A confirmation modal will appear. If you wish to change anything, click Keep editing to return to the previous modal. To proceed and bill the patron, click Confirm.

Once you confirm billing the patron, you will see Billed appear in the actions column with the amount charged. If you refresh the page or close your browser tab, the next time you open the Lost items regarding actual cost modal, the lost item record will no longer appear in the list of items to review.

Processing an actual cost item without billing the patron

There will be cases when libraries will decide not to bill a patron for the lost item, but still need to process and close the charge.

To mark a lost item record as “Do not bill”:

  1. Find the loss record for the item you wish to mark “Do not bill.” Click Actions > Do not bill.
  2. On the Do not bill modal, input Additional information for staff if desired. Click Continue.
  3. A confirmation modal will appear. Review the information. If you wish to change anything, click Keep editing to return to the previous modal. To proceed with not billing the patron, click Confirm.

If you proceed with not billing the patron, you will see Not billed appear in the Actions column for that record. If you refresh the page or close your browser tab, the next time you open the Lost items regarding actual cost modal, the charge that you decided not to bill will no longer be visible in the Users app.

Note that if you choose Do not bill and the patron did not also have a lost item processing fee, that marking the lost item record as Do not bill will close the loan and change the item status to Lost and paid. FOLIO does not currently differentiate item statuses to indicate if an item was lost and the patron paid for it, or if the item was lost and the patron did not pay for it.

Last modified December 14, 2024