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Usernames, Barcodes, & Passwords
When adding new patrons, the 
  1. Next
Barcode value will be used. If you choose a Username that is already in use
  1. ,
Alexandria will ask you to choose another. Passwords are not case sensitive. Upper and lowercase characters match. Also, the Password field may not be left blank.Typically, standard patrons won't need to have their Site Access indicated; however,
  1. if you intend to give your new
patron 
  1. patron any
 sort of
  1. operator
or library management
  1. privileges (e.g.
 
  1. Librarian or Student Aide), select the correct Security Group from the drop-down menu. You will also need to use the Site Access selection to mark the sites that your patron is permitted to access. Otherwise, leave these selections alone.
  2. Click Save to add your new patron record or Revert to discard it.
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Info

This page has been moved over to https://support.goalexandria.com/patrons/managing-patrons/


Adding Patrons

Adding patron records to Alexandria is easy! You can either add records manually (see steps below) or import hundreds of records at once. 

Note

Operators (Library Administrator, Librarian, Student Aide, etc.) are still considered patrons. Their records are created and managed in Patrons Management, and the Security Group field is what determines their program access. See Adding Operators for more information.

Image Added

Step-by-Step Instructions

Add Patron Record
  1. Log in to Patrons Management.
  2. Click the Lock icon, then select the Add Patron button Image Added in the top right corner. Image Added
  3. A new record will appear to the right. Each field will be blank except for a few preset defaults. These defaults can be changed in the Patron Defaults tab of Patron Preferences.
  4. Move between the Patrons Tabs to enter information, configure options, and make changes to the patron record as needed.
    1. At the very least, Last Name, Barcode, and a Security Group are required to save your new patron. However, we suggest you also

Click the Add Patron button from the Records List pane to add a new patron to your database. When you click the Add Patron button, the Current Record pane (and associated tabs) are cleared of all fields so you can provide new patron information.

Fill in all the necessary fields, drop-down menus, and checkboxes in each of the Patrons management tabs (such as first and last name, address, and so forth). To move to the next blank data entry field, press the <tab> key. To move to the previous blank data entry field, press <shift-tab> or <-tab>. To select a particular data entry field to edit, click in the field. To select from a drop-down menu, <tab> until the drop-down menu you desire is highlighted and use the <up> and <down> arrow keys to make your selection.

Special Considerations:
  • Since patrons are stored by Username and Barcode, you are allowed to have patrons with duplicate first/last names and Security Groups.
Info
Expand
titleUnique Usernames

However, the Username must be unique!

Although only the Barcode and Last Name fields are required when creating a new patron, we also suggest that you
    1. provide a unique Username, Password,
and 
    1. and Email address
for
    1. during the creation of your patron.
Info
Expand
title
Tip

While filling out a patron record, you can <tab> to move to the next field, or <shift-tab> to move to the previous field.

Additional Information

Usernames and Passwords

  • Usernames must be unique. If the username you've selected is already in use, Alexandria will ask you to choose another.
  • A patron's default password is their last name. 
  • Passwords are not case-sensitive.
  • Patrons are saved to the database by username and barcode, so they can have duplicate first/last names and security groups.

Other

  • We also suggest administering a user-defined Policy and Status. Assigning the correct patron Policy is important when certain patron groups need to stand apart in statistical reporting.
  • Except for Password, Username, Security Group, and Barcode, none of these fields are defaulted. Alexandria automatically assigns a barcode number based on the value you've provided in the Next Barcode field  field of the Patron Defaults preferences.
Info
Expand
titleDefault Passwords

By default, the Password will be the patron's last name.

  • We suggest administering a user-defined Policy and Status. Assigning the correct patron policy is important when certain patron groups need to stand apart in statistical reporting.
  • You can quickly import hundreds
  • By default, newly created patrons (i.e normal library patrons and not operators) are simply assigned the Patron Security Group level; this level doesn't allow any access to the Data Station or management-side of the program.
    • You can quickly import hundreds
    • of patrons if you have their data in
    electronic format.

    If you would like to add a patron's picture at this time, you can upload a JPEG, GIF, PNG, or BMP (or any other image format that your browser supports) using the Browse for Patron Picture selection from the primary Actions menu of Patrons Management. Alternatively, you may drag the patron picture from your operating system desktop into the picture field of the Patron Management window's Personal Info tab. Larger images will be auto-sized and shrunk (or stretched) to fit the 240 x 186 pixel specifications if they're revealed to be too large (or small). Either way you choose, the patron picture should now appear in the right-hand area of the Personal Info tab.

    Once you
    • a tab-delimited format.


    Editing Patrons

    You can edit patron information directly from Patrons Management. Before records can be changed, they must be unlocked by clicking on the Lock button Image Added.

    This method for modifying information is best when editing an individual patron record. If you want to modify information for a group of patrons, use Patron Utilities.

    Step-by-Step Instructions

    Modify Patron Records
    1. Log in to Patrons Management.
    2. Use quick search or Advanced Search magnifying glass iconImage Added to look up a patron.
    3. Enter information about the patron (e.g. Last Name, Barcode, etc.) and press <return> or <enter>. 
    4. Select the patron you'd like to modify.
    5. Unlock the patron's record by clicking the Lock button lock iconImage Added.
    6. Now you may move between the Patrons Tabs, making changes to the patron record as needed.
      1. Keyboard: To move to the next blank data entry field, press the <tab> key. To move to the previous blank data entry field, press <shift-tab> or <-tab>. To select a particular data entry field to edit, click in the field. To select from a drop-down menu, <tab> until the drop-down menu you desire is highlighted and use the <up> and <down> arrow keys to make your selection.
    7. If needed, use the Password and Confirm Password fields to change the patron's password. You can make passwords more secure by mixing different types of characters, numbers, and even special characters such as “&” or “%”. Alexandria passwords are not case sensitive, so using upper and lower case letters is unnecessary.
    8. Once you have modified
    have provided
    1. all the necessary information for this patron, click the Save button in the upper-right corner
    of the Patrons management module
    1. . If you want to ignore the information you have entered, click the Revert button
    and the previous patron or patron will be displayed. Clicking Save button causes the new patron to appear in the patrons Records List pane of the Patrons management module
    1. . You won't be able to select another patron record until you Revert or Save your changes.
    2. If you try to save a patron record with a Username or Barcode that is already in use (e.g., eanderson or 1001), an error message will appear, prohibiting the change.


    Back to Top

    Step-by-Step

    To add a new patron record:

  • Select Patrons from Alexandria's Librarian interface. Alternately, you can access Patrons management by typing the domain name (or IP address), (optional) port number, and (optional) serial number of your Data Station followed by “ /patrons ” into your browser's Address field (usually located in the upper-left corner of the window).

    • Expand
    titleClick to view the old interface

    Add Patron Record

    Adding patron records to Alexandria is easy! You can either add records manually (see steps below) or import hundreds of records at once. 

    Note

    Operators (Library Administrator, Librarian, Student Aide, etc.) are still considered patrons. Their records are created and managed in Patrons Management, and the Security Group field is what determines their program access. See Adding Operators for more information.

    Image Added

    Step-by-Step Instructions

    Add Patron Record
    1. Log in to the Patrons Management module
    The Patrons management module will appear
    1. .
    2. Click the Add Patron
    button
    1. button Image Added located near the bottom of
    the patrons 
    1. the Records List pane
    to add a new patron record to your database.The Patrons management module will be cleared of all but your default values, some of which are required in order to save your new patron
    1. .
    2. A new record will appear to the right. Each field will be blank except for a few preset defaults. These defaults can be changed in the Patron Defaults tab of Patron Preferences.
    3. Move between the Personal Info, Contact Info,
     
    1. and Notes
    , Statistics, and Lexile tabs, providing
    1.  tabs to enter information,
    configuring
    1. configure options, and
    making
    1. make changes to the patron record as needed.
      1. At the very least, Last Name, Barcode, and a Security Group are required to save your new patron. However, we suggest you also provide a unique Username, Password, and
    contact 
      1. Email address during the creation of your
    patron.
  • Additionally, you can use the drop-down menus to supply the new patron's Policy, Status, and Sex.
    • Use the Notes tab to add any special
      1. patron
    alert notes
      1. .
    2. Next, if you intend to give your new patron any operator privileges (e.g.
     
    1. Librarian or Student Aide), select the correct Security Group from the drop-down menu. You will also need to use the Site Access selection to mark the sites that your patron is permitted to access. Otherwise, leave
    this selection
    1. these selections alone.
    2. Click
    the 
    1. Save
     button
    1. to add your new patron record or Revert to discard
    them.

    Back to Top

    Related Patron Management Topics

    • Patrons Management
    • Personal Info tab
    • Contact Info tab
    • Notes tab
    • Statistics tab
    • Lexile tab

    Patron Management Window Basics

    The links below include general information about how to add, remove, modify, browse, find, and display patron and operator information.

    • Adding Patrons
    • Duplicating Patrons
    • Removing Patrons
    • Modifying Patrons
    • Adding Operators
    • Duplicating Operators
    • Removing Operators
    • Modifying Operators
    • Logging In and Activating Security
    • Finding and Browsing Patrons / Operators
    1. it.
    Tip

    While filling out a patron record, click <tab> to move to the next blank data entry field, or press <shift-tab> to move to the previous blank data entry field.

    Additional Information

    Usernames and Passwords

    • Usernames must be unique. If the username you've selected is already in use, Alexandria will ask you to choose another.
    • A patron's default password is their last name. 
    • Passwords are not case-sensitive.
    • Patrons are saved to the database by username and barcode, so they can have duplicate first/last names and security groups.

    Other

    • Alexandria automatically assigns a barcode number based on the value you've provided in the Next Barcode field of the Patron Defaults preferences.
    • We suggest administering a user-defined Policy and Status. Assigning the correct patron policy is important when certain patron groups need to stand apart in statistical reporting.
    • You can quickly import hundreds of patrons if you have their data in a tab-delimited format.


    Modify Patron Record

    You can edit patron information directly from the Patrons Management module. Before records can be changed, they must be unlocked by clicking on the Lock button Image Added.

    This method for modifying information is best when editing an individual patron record. If you want to modify information for a group of patrons, use the appropriate Patron Utilities.

    Step-by-Step Instructions

    Modify Patron Records
    1. Log in to the Patrons Management module.
    2. In the bottom left corner, click on the Find icon magnifying glass iconImage Added to pull up the Patron Lookup dialog.
    3. Enter qualifying information about the patron (e.g. Last Name, Barcode, etc.) and click Search (or press <enter>).
    4. If results—multiple or exact—are located for your search, the Records List pane (on the left) will be populated with the patron record(s) that most closely match your criteria.
    5. Select (highlight) the patron you'd like to modify.
    6. Unlock the patron's record by clicking the Lock button lock iconImage Added.
    7. Now you may move between the Personal Info, Contact Info, Notes, Statistics, and Lexile tabs, making changes to the patron record as needed. To move to the next blank data entry field, press the <tab> key. To move to the previous blank data entry field, press <shift-tab> or <-tab>. To select a particular data entry field to edit, click in the field. To select from a drop-down menu, <tab> until the drop-down menu you desire is highlighted and use the <up> and <down> arrow keys to make your selection.
    8. If needed, use the Password and Confirm Password fields to change the patron's password. You can make passwords more secure by mixing different types of characters; use some uppercase letters along with lowercase letters, numbers, and even special characters such as “&” or “%”.
    9. Once you have modified all the necessary information for this patron, click the Save button in the upper-right corner. If you want to ignore the information you have entered, click the Revert button. You won't be able to select another patron record until you Revert or Save your changes.
    10. If you try to save a patron record with a Username or Barcode that is already in use (e.g., eanderson or 1001), an error message will appear, prohibiting the change.
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