Adding a Patron

You can add a new patron to your library's database.

To add a patron:

NOTE: Mandatory fields are indicated by a red asterisk "*"; all other fields are optional. Fields where a specific format is required for entered data (such as phone number or date fields) show the required format in ‘light gray.’

NOTE: The content and arrangement of the Add a User Account screen is customer-selectable (see the User Administration User’s Guide for details). Depending on the specific configuration of VERSO for your library or consortium, some fields may not be available.

From the Circulation menu (see The Circulation Menu for details), select Patron Status & Checkout.
- The Patron Search screen displays.
Click the New Patron button.
- The Add New User screen displays.

Enter a name for the new user in the Login Name or Barcode text box.
- The Login Name or Barcode can contain any combination of alphabetic and/or numeric characters, and the underscore character "_". Do not include spaces in the Login Name or Barcode.
NOTE: Each user must be assigned a unique Login Name or Barcode. If your library has enabled User Registration Duplicate Checking (see the User Administration User’s Guide for details) but has not selected comparison by Username / Barcode, or, if your library has not enabled User Registration duplicate checking, and you attempt to add a user with a Login Name or Barcode that already exists in your library's user database, the message "This Username has already been used. Please use another." displays at the top of the screen when you save the user record.
Select a home location for the user from the Home Location menu.
- The Home Location is used in support of In Transit Reserve Processing within the Circulation module. The Home Location menu lists all currently defined branch locations for your library. Each library patron can be assigned a specific Home Location. The default value for the Home Location menu is Not Assigned.
  NOTE: If your library does not use In Transit Reserve Processing, retain the default selection of Not Assigned in the Home Location menu for all library patrons and staff members. The system will function as normal, and no items will be placed in the In Transit Reserve process.
Enter a password for the new user in the Password and Confirm Password text boxes.
NOTE: If your library has enabled the Patron Password MUST be numeric option in Circulation Options (see the Circulation Administration User Guide for details), the annotation “(Must Be Numeric)” is shown next to the Password text box. You must use numeric characters only when entering the password. If you use characters other than numeric characters, a dialog displays the message “Password must be numeric” when the record is saved. Click the OK button on the dialog to close the message, and reenter the password in the Password and Confirm Password or PIN text boxes.
- The Password may have any combination of alphabetic (upper- or lower-case) and numeric characters, and any special characters (such as & * $ # @ , etc.). The Password is not case-sensitive. Do not include spaces in the Password. Enter the password in exactly the same way in both text boxes.
  NOTE: If you do not enter the password identically in both the Password and Confirm Password text boxes, a dialog displays the message "Passwords do not match. Please reenter." when the record is saved. Click the OK button on the dialog to close the message, and reenter the password in the Password and Confirm Password or PIN text boxes.
- If desired, you may enter the default password "USERPASS". Upon logging into the system for the first time, the user will be required to provide a permanent password of their own choosing to complete the login process.
  NOTE: If your library has enabled the Patron Password MUST be numeric option in Circulation Options (see the Circulation Administration User Guide for details), you cannot use the default password “USERPASS.”
If appropriate, enter a reminder question related to the user's password in the Reminder Question text box.
NOTE: In the event a user forgets their password, they may request that their reminder question be emailed to them to provide a hint as to their password. When a reminder question is entered in the user record, be sure to include an e-mail address for the user in the E-mail address text box (see step 10, below).
If desired, enter a nickname for the user in the Nickname text box.
NOTE: To increase ease of use when logging in, the system allows a “nickname” to be used in place of the Username when logging into the system.

NOTE: When assigning nicknames, each user must be assigned a unique Nickname. If you attempt to add a user with a Nickname that already exists in your library's user database, the message "This Nickname has already been used. Please use another." displays at the top of the screen when you save the user record.
Enter the user's first name, middle initial, and last name in the First Name, Middle Initial and Last Name text boxes.
Enter the mailing address for the user using the Address 1, Address 2, Zip and Country text boxes, and the State / Province drop-down menu.
NOTE: The default value for the State / Province drop-down menu is determined by the User Registration - Default State setting in Circulation Options (see the Circulation Administration User Guide for details).
- If there is only one city associated with the Zip code entered, the correct city is selected automatically.
- If there are multiple cities associated with the Zip code you, the message “Select a City” displays in the City menu. Click the icon to expand the City menu, and select the correct city.
Enter the e-mail address, telephone number(s) and fax number for the user in the E-Mail, Home Phone, FAX, Mobile Phone, Work Phone, and Phone 2 text boxes.
- Enter phone numbers using the format “NNNNNNNNNN.”
Select the patron group to which you wish to assign the patron from the Patron Group drop-down menu.
NOTE: The Patron Group menu lists all currently defined patron groups for your system.
Select the patron category to which you wish to assign the patron from the Patron Category drop-down menu.
NOTE: The Patron Category menu lists all currently defined patron categories for your system.
If appropriate, enter any unique identifying number for the user in the Custom Number text box.
- The Custom Number may have any combination of alphabetic (upper- or lower-case) and numeric characters, and any special characters (such as & * $ # @ , etc.). The Custom Number can be a maximum of 11 characters.
If desired, enter any additional information related to the user in the Notes text box.
Use the Blocked checkbox to indicate whether or not the patron’s account is blocked (the patron is prohibited from checking out, reserving or renewing items).
- A checkmark indicates the patron’s account is blocked.
- An empty checkbox indicates the patron’s account is not blocked.
- Clicking the checkbox repeatedly will toggle it on and off.
If the Blocked checkbox is selected, enter the reason the patron has been blocked in the Block Reason text box. This information displays on the Patron Warning screen (see Viewing the Patron Warning Screen for details).
Click the Date Entry Calendar icon to enter the date on which the patron’s borrowing privileges will expire in the Expiration Date text box (see the System Basics User Guide for details). By default, the Expiration Date text box shows the current calendar date.
NOTE: If you do not enter an Expiration Date, a warning displays when you submit the form. This does not prevent the record from being filed.

NOTE: If a patron’s expiration date has expired, you must reset the expiration date before you can check out items to the patron (see Editing Patrons for details). If the normal due date for an item being checked out falls after a patron’s expiration date, the due date is automatically adjusted to fall on the expiration date.
Enter the name of the patron or staff member sponsoring the new patron in the Sponsor text box.
Enter any relevant comments about the patron in the Comment text box.
Enter the patron’s birth date in the Date of Birth text box.
- Enter the Date of Birth using the format “mm/dd/yyyy."
If desired, enter alternate contact information for the patron in the Alternate Address Line 1, Alternate Address Line 2 and Alternate Address Line 3 text boxes.
If desired, enter a patron message in the Message text box.
- The patron message can include any information you desire. The patron message is displayed on the Patron Warning Screen (see Viewing the Patron Warning Screen for details).
Use the Show previously checked out items checkbox to indicate whether or not the patron has authorized their history of previously checked out items to be displayed on the Patron Checkout, Status & Reserves screen for their account (see Viewing Patron Status for details).
- A checkmark indicates previously checked out items will be shown on the Patron Checkout, Status & Reserves screen for the patron.
- An empty checkbox indicates previously checked out items will not be shown on the Patron Checkout, Status & Reserves screen for the patron.
- Clicking the checkbox repeatedly will toggle it on and off.
Use the Account Status drop-down menu to Enable or Disable the patron’s account.
- If the Account Status is set to Disable, the patron cannot perform authenticated login to VERSO. The patron can access the system as a guest.
NOTE: The default selection for Account Status is Enable.
Select the patron’s preferred method of transmittal for system generated notices from the Notification Preferences and Reserve Notification Preferences menus; None, Email, Paper, Phone, or SMS.
- If Email is selected as the method of transmittal, you must include an E-mail address for the patron.
- If SMS is selected as the method of transmittal, you must include a Mobile Phone number and Mobile Provider for the patron.
Select the user’s mobile phone service provider from the Mobile Provider menu.
NOTE: The default selection for Mobile Provider is None.
If the patron wishes to receive weekly email notification of account status, select the day of the week on which the email will be sent from the Email me on menu.
- If the patron does not wish to receive weekly email notification of account status, select No from the Email me on menu.
NOTE: A valid email address for the user must be entered in the E-Mail field of the User Record to support email notification of circulation status.

NOTE: If a patron’s account status shows no active checkouts, reserves, or warnings (overdues, outstanding fines or fees, lost items), account status will not be sent to the patron.
Use the Receive pre-overdues checkbox to indicate whether or not the patron wishes to receive courtesy notices for items on loan that are soon due for return.
- A checkmark indicates the patron does wish to receive pre-overdue notices.
- An empty checkbox indicates the patron does not wish to receive pre-overdue notices.
- Clicking the checkbox repeatedly will toggle it on and off.
NOTE: When the Receive pre-overdues option is enabled, notices are sent to the patron using the method selected from the Notification Preferences menu.

NOTE: The default selection for the Receive pre-overdues checkbox is established through Circulation Options available through the Circulation Administration module (see the Circulation Administration User Guide for details).
Enter any additional information required by your library, as appropriate, using the “library-defined” text boxes or drop-down menus.
NOTE: Any fields included in the User Record that are not specifically addressed in steps 2 through 28 are “library-defined” fields. “Library-defined” fields are established by your library’s Customer SuperUser.
When all desired information has been entered, click the Submit button to add the new patron to your system.
- If you did not include an entry in a “mandatory” field, An advisory message displays.
  - Click the OK button to close the message.
  - Enter the required information, then click the Submit button to continue.
- If you selected Email from the Notification Preferences menu or Reserve Notification Preferences menu and did not enter an E-mail address for the patron, an advisory message displays.
  - Click the OK button to close the message.
  - Enter an E-mail address for the patron, then click the Submit button to continue.
- If you selected SMS from the Notification Preferences menu or Reserve Notification Preferences menu and did not enter a Mobile Phone number and/or Mobile Provider for the patron, an advisory message displays.
  - Click the OK button to close the message.
  - Enter a Mobile Phone number and/or Mobile Provider for the patron as necessary, then click the Submit button to continue.
NOTE: If your library has enabled User Registration Duplicate Checking (see the User Administration User Guide for details), the User Duplicate Check Results dialog displays when you submit the record. Resolve any issues detected during the duplicate check, as appropriate (see Resolving User Duplicate Check Results for details).
The screen refreshes to display the Patron Checkout, Status & Reserves screen for the added patron.

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Chapter 3

About the Patron Record Template

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Chapter 3

Resolving User Duplicate Check Results