Operators are patrons with permissions to access the management side of Textbook Tracker. Their records are created and managed in Patrons Management just like regular patrons. Program access is determined by a patron's Security Group, which is designated on the Access tab of a patron record.

Security Groups

Security Groups determine what actions operators or patrons are permitted to perform. By default, newly created patrons are assigned to the Patron (5) Security Group. This level doesn't allow any access to the Librarian side of the program. Change their Security Group by editing the Access tab of their patron record.

To determine the specific permissions each Security Group has, go to Security. By default, Administrator-level access (1) are the only security groups that allow you to make modifications.

All Operators

• Any operator with access to Preferences will only be able to modify Security Groups below their own. For example, an operator with Librarian-level security access (2) can modify preferences; however, they are unable to change the Librarian, Library Administrator, or District Administrator Security Groups.

• Most patrons won't need to have their Site Access indicated. However, if you intend to give your new patron any sort of operator or library management privileges (e.g. Student Aide or Librarian), use the Librarian Site Access selection on the Access tab to mark the sites that your patron is permitted to access.

• When creating a new patron with security equal or greater than Library Aide, the patron's assigned site is automatically added to their Site Access list when the record is saved, if it has not already been added.

• When creating operator accounts, remember to add usernames and secure passwords. We also strongly recommend each operator has an email that can be used to reset their password.

• We recommend that each operator have their own account. Sharing an account is a security and privacy risk, and you might find yourself locked out if someone else deletes that account! (A potential exception to this is for Student Aides/Self-Service.)
  
  
• High level operators are required to enter an email, and we strongly recommend that every user enter a valid email. See Password Management Best Practices for more information.

District Administrators

• Your first operator must be a District Administrator with equivalent Security Group access. If you're brand new to Textbook Tracker, you'll be prompted to create a District Administrator account the first time you access the program. However, if you're coming from a previous version of Textbook Tracker, you can log in with your old account.

• The District Administrator security group is only meaningful for Centralized Catalog, multi-library collection licenses; for all other licenses, the District Administrator security group is analogous to the Library Administrator.

• The District Administrator security group has full access to all areas of the program. For that reason, it can't be modified or deleted.

• Remember that only District Administrators can make other patrons District Administrators. If you get a new District Administrator but forgot to have the existing one grant those permissions before they left, contact our Support team at 1-800-347-4942. They will confirm the new District Administrator's identity and grant those permissions.
  
  
• To avoid losing access to Textbook Tracker, be sure all administrators have an email that can be used to reset their password. 

Patron Search

Go to Patrons and click into the search box.  The basic search allows you to narrow results by Name, Barcode, Homeroom, Recently Modified, and Recently Created.  Basic searches only apply to the site you are logged into.

Advanced Search

For more specific, narrowed searches, use any of the Advanced Search options, including Basics, Access, Dates, Contact, and More. 

Select the Combine with current results box to add your new search to any existing search results. 

Only Show Operators in the Patron Records List 

There are times you may need to search for Operators only. Use the Policy and Security dropdowns under Access in Advanced Search

Patron Records List

The Patron Records List is where all of the patron and operator records matching your Find criteria are listed. Use the Quick Search or Find tools to search for patrons and operators, then select a patron from the Patron Records List to view the record in the Current Record pane to the right.

If you have a patron open in Circulation, that patron record will also be open in Patrons Management, and vice versa.

Patron Lookup

To search for a patron record, click Image Removed at the bottom of the Records List, or click Search on the blank screen when you first open Patrons Management. The Lookup dialog allows you to locate patrons or operators in your database that meet your criteria. For example, if you search for an operator with the last name of Anderson, every patron record matching that last name will be included in your results.

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Search Field Variables

• First and Last Names
• Barcode, Student #, Grade
• Lexile, Reading Level
• Patrons Added, Birthdate, Graduation Date, Suspension End Date
• Policy, Security Group, Status
• Homeroom, 2nd Location
• Username, Email, No Picture, No Email, Sex
• Site
• Add to current results box
  • When checked, add any patrons or operators found during this search will be added to the list of patrons already open in the Records List. When unchecked, the Records List will be cleared of everything except your most recent search results.

Use the From and Through fields to limit your search to a specific range.

• If you enter only a From value, your results will include all records that begin with the entered text. Using Grade as an example, a solitary From value of GR1 would select grades GR100, GR10 and GR1B37. We recommend entering a value in both the From and Through fields, even if you are only searching for one value (e.g. Barcode From: 2005, Through: 2005).

Date Ranges can also narrow your search. Dates must be entered in the format specified in Preferences > Localization > Dates & Currency. You can click the calendar icon to select a date, or enter the date manually.

• If you enter only a From (start) date, Textbook Tracker will calculate a date in the "far future" (30 years from today) as your Through date.
• If you enter only a Through (ending) date, Textbook Tracker will calculate a date in the "far past" (01 Jan 1904) as your From date. 
• If you don't enter any dates, From is set to one year in the past.
  

If no records matching your search criteria can be located, you will be asked to Cancel or Try Again.