Circulation - Renewing Patron Privilege
About
This article covers setting up and using the Renew Privilege wizard in WorkFlows. Staff should use this wizard when issuing a card to someone who registered online; when a user's account privilege is about to expire; and when a user's account privilege has already expired but hasn't been removed from the system.
To learn about renewing checkouts, see Circulation - Renewing Checkouts.
Properties
Basics
Properties are workstation specific. To adjust properties:
1. Close the wizard that you want to adjust if it's already open.
2. Right-click on the wizard name and select Properties...
3. At the top of the window where it says Display property page, select Never.
If you select Wizard Startup, the properties window will open every time you open the wizard, and any changes you make to the properties will only last for the duration of the session.
4. If you have questions about settings, consult the Knowledge Base or press F1 (WorkFlows Help).
5. When you're finished making changes, click OK.
6. When you close WorkFlows, select Yes when prompted to save changes.
Behavior Tab
Privilege Renewal Date Section
Set the default action to Normal privilege date. This ensures that when you grant a user account privileges, they’ll align with the account’s user profile.
At End of Wizard Section
Here you can choose which buttons appear at the bottom of the pop-up that appears after you renew privilege.
Defaults Tab
These defaults can be left alone. The credit account functionality isn't currently configured for MSC libraries.
Helpers Tab
Checking a helper box will add that helper icon at the top of the Renewing Privilege wizard. Uncheck helpers you don't use to reduce clutter and confusion. Make sure to click the button next to a selected helper to configure the helper's properties.
Checking the Start with search helper box opens the User Search helper automatically when you open the wizard.
Online Registration
When a user fills out your library’s registration form in the online catalog (Enterprise), the account will automatically be assigned a user profile of ONLINE-REG.
Users with this profile don’t have any privileges, like checking out or placing holds, it’s simply a stepping stone to getting an official library account. An ONLINE-REG user has 100 days to complete the process with staff before his / her account expires and is automatically removed from the system.
If you try to check out to an ONLINE-REG user, you’ll get a “User has too many charges” or “User has exceeded the checkout limit” pop-up error.
Click Do Not Checkout to User.
Granting Privilege
To grant an ONLINE-REG user privilege:
1. Open the Modify User wizard (Circulation module > Users toolbar > Modify User).
2. Look up the user, making sure s/he doesn't already have an account.
3. Double-check that the account information conforms to the guidelines in Circulation - Registering Users.
4. Go to the Basic Info tab.
5. Select the correct user profile from the Profile name drop-down.
6. Click Save.
7. Open the Renew Privilege wizard (Circulation module > Users toolbar > Renew Privilege).
8. Look up the user.
9. Under Extend user’s library privilege, select Normal (this should be the default).
This option automatically renews library privileges for the length of time defined in the user profile policy that you selected in step 5.
10. Click Extend privilege at the bottom of the window.
A pop-up will appear confirming the account’s expiration date and the total number of checkouts that will be allowed during this time frame. Depending on the user profile, the expiration date will be an actual date or NEVER.
11. If the user profile you assign to the account is configured to assess a privilege fee, first you’ll see a pop-up alerting you that the patron’s account has been billed the privilege fee amount.
12. Once you click OK the confirmation pop-up will appear.
Even if your library has a user profile(s) that will never expire, you still need to grant the user privilege by following the above steps, otherwise the privilege won’t be activated.
Soon-to-Expire Account
When you go to check out to, renew items for, place a hold for, etc., a user whose account will soon expire, you'll see the following pop-up:
After you click OK, you'll be able to perform the checkout, renew the item, or place the hold; however, the loan period will be shortened to whatever the expiration date is.
Renewing Privilege
To renew user privilege:
1. Keep in mind that now is a good time to double-check that the account information conforms to the Patron Registration Guidelines (see Granting Privilege section above).
2. Open the Renew Privilege wizard (Circulation module > Users toolbar > Renew Privilege).
3. Look up the user.
4. Under Extend user’s library privilege, select Normal (this should be the default).
5. Click Extend privilege at the bottom of the window.
A pop-up will appear confirming the account’s expiration date and the total number of checkouts that will be allowed during this time frame. Depending on the user profile, the expiration date will be an actual date or NEVER.
6. If the user profile you assign to the account is configured to assess a privilege fee, first you’ll see a pop-up alerting you that the patron’s account has been billed the privilege fee amount.
7. Once you click OK the confirmation pop-up will appear.
8. Close and reopen the wizard you were using to check out, renew, etc., to the user so that the new expiration date and subsequent due dates are applied.
Expired Account
When you go to check out to, renew items for, place a hold for, etc., a user whose account has expired but hasn't been removed from the system yet, you'll see the following pop-up:
Renewing Privilege
1. Click Review User Record to see if the patron has any outstanding checkouts, fines, etc. You'll something like this pop-up:
2. If the patron has outstanding fines, you may want to resolve those first in the Pay Bill wizard.
3. Keep in mind that now is a good time to double-check that the account information conforms to the Patron Registration Guidelines (see Granting Privilege section above).
4. Click Extend privilege at the bottom of the window.
A pop-up will appear confirming the account’s expiration date and the total number of checkouts that will be allowed during this time frame. Depending on the user profile, the expiration date will be an actual date or NEVER.
5. If the user profile you assign to the account is configured to assess a privilege fee, first you’ll see a pop-up alerting you that the patron’s account has been billed the privilege fee amount.
6. Once you click OK the confirmation pop-up will appear.
Related Articles
Enterprise - Online User Registration
Online User Registration (OUR) Libraries can choose to enable the Online User Registration (OUR) form on their Enterprise page. A link will be placed in the 'log in' box accessed from the right content container of your home page and on the main page ...Circulation - Renewing Checkouts
About This article covers setting up and using the Renew User and Renew Item wizards to renew checkouts. To learn about renewing a user's account privilege, see Circulation - Renewing Patron Privilege. Properties Basics Properties are workstation ...Circulation - Registering Users
About This article covers how to register users, whether they've applied for a card via the online catalog (Enterprise) or in person. Consistent, accurate data entry promotes a clean catalog and makes for easier batch changes when necessary. Just ...Circulation - User Policy Lists
About This article lists all the Symphony policies that are currently available for members' use in drop-down menus within the WorkFlows Circulation Module for Users. The article also defines the purpose of each policy type. User Profile User Profile ...Circulation - Viewing Note Pop-Ups in CheckOut and Display User
About This article covers configuring properties so that staff see Extended Info Note pop-ups when checking out to a user and/or viewing their account. Properties Basics Properties are workstation specific. To adjust properties: 1. Close the wizard ...