Alerts and notes
Alerts will occasionally pop up when you are checking items in, checking items out, attempting to renew items, scanning in a patron barcode, etc. Alerts are meant to warn you of an action you are about to take, need to take., or if there is something you need to pay attention to.
Notes do not pop up when item or patron records are scanned, but are retrievable and provide extra information about a patron.
Alerts include:
- Patron card has expired
- Item ready for pick-up
- Patron has been barred
- Staff created alerts added to a patron account
- Staff created alerts added to an item record
- Copy alert when patron has reached maximum number of renewals
- Patron has bills, fines or too many items out
- Copy is on hold
- Copy needs to be put in transit for another library
When a patron has an alert on their account and their record is retrieved, the alert will immediately display on the right side of the screen
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Alert colors
On the patron record screen, the patron name appears at the top left. The patron’s status is indicated by the color of the box around the patron name.
Each color represents a different patron status.
Green - patron is in good standing, with no fines, bills, overdues, or alerts (other than a holds alert)
Yellow - there is an alert (other than a holds alert) on the patron record. The alert also displays beneath the patron name
Peach - the patron has fines or bills
Purple - the patron has exceeded the maximum amount of fines on their account
Red - the patron has been barred from using the library
Dark gray - the patron account has expired
Black - the patron account is inactive
Adding and removing alerts
Alerts can be added to a patron record either upon creation of the record or afterwards.
To add a patron alert:
Click on Edit
Scroll down until you see the field for Alert Message. Enter in the alert you want to add to the patron account.
Click on Save.
The screen will refresh to display the alert and the next time the patron record is retrieved, the alert will display immediately on the right hand side of the screen.
To remove a patron alert:
Click on Edit
Scroll down until you see the field for Alert Message. Delete the message so the field is left blank.
Click on Save.
The screen will refresh with the alert gone.
Notes
Patron notes do not immediately display when the patron record is opened, as alerts do. If a patron has a note on their account, a (See Notes) message will be visible below their name on their record. Notes can be used to give patrons information (for example: patron umbrella found) via the patron account on the OPAC or they can be used for staff to keep track of information on the patron record.
Adding and removing notes
To add a note:
Click on the Other button and select Notes.
Click on Add New Note.
A new window will pop up. If you check the box next to Patron Visible? - it will allow the added note to be viewable by the patron when they log into their account on the OPAC. Enter in a Title and the Note in the fields provided. Click on Add Note.
The notes screen will refresh with the note displayed.
To remove a note:
Click on the Other button and select Notes.
Click on Delete this Note. A new window will pop up with the message: "Delete Note: Delete the note titled "....." created on ....?" Click on Yes. Notice that you can copy the message if you want with the Copy Message button.
The system will send the message: "Note deleted." Click on OK.
The screen will refresh with the note gone.
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