Reservation cooperation

Reservation cooperation between the branches in an account is handled by reservation cooperation rules that makes it possible to define which branches that cooperate with each other, and the scope of the cooperation.

If a branch has not configured levels for reservation cooperation, then all items within an account, regardless of home, branch are eligible for trapping. This approach may be appropriate if there is frequent transport between branches or if the account consists of only one branch.

The use of reservation cooperation levels reduces unnecessary transport, shortens the time from the shelf to the borrower and allows branches to be completely excluded from cooperation.

Reservation cooperation in configured per branch, i. e. the branch specified as a pick-up-branch for a reservation.

Note:
Reservation rules are superior to setup of reservation cooperation.

Reservation levels

Reservations levels are used to define priority between branches or groups of branches. This can be based either on ownership or availability which is decided on the account level in Organisation settings. The choice is only available in the account levels so all libraries within an account must agree upon if the reservation cooperation should be based on ownership or availability.

Reservation cooperation is always based on the pick-up branch for the reservation.

A maximum of 9 levels can be defined for each branch.

Option 1: Reservation cooperation based on ownership

The pick-up branch is always in level 1. Items that belong to level 1 are always trapped first. The lower levels are only used if the title is not owned by any branches in level 1, or if all owned items have a manual status or are on aoutstanding or paid bill.

Items belonging to branches that are not included in any level in the reservation cooperation for a pick-up branch will never be trapped for this pick-up branch.

Example: For pick-up branch A, branches A and B are in level 1. No more levels exist. This means that items belonging to branch C will never be trapped for reservations with pick-up branch A.

Items belonging to branches in level 2 or below will only be trapped for this pick-up branch if the branches in level 1 don’t own any items.

Example: Branches A and B are in level 1. Branch C is in level 2. This means that items that belong to branch C are only trapped for reservations with pick-up branch A if branches A and B don’t own any items.

Option 2: Reservation cooperation based on availabilty

The pick-up branch is always in level 1. Items that belong to level 1 are trapped first. The lower levels are only used if there are no available items in branches in level 1. Available items are items that don’t have any other automatic or manual status except for available.

Items belonging to branches that are not included in any level in the reservation cooperation for a pick-up branch will never be trapped for this pick-up branch.

Example: For branch A, branches A and B are in level 1. No more levels exist. This means that items belonging to branch C will never be trapped for reservation with pick-up branch A.

Items belonging to branches in level 2 or below will only be trapped for this pick-up branch if the branches in level 1 don’t have any available items.

To have a reservation cooperation setup in several level based on availability can have many advantages, especially if the library organisation is large with many cooperating municipalities or organisations.

Some suggestions and examples:

Reservattion cooperation for Main library, municipality X

Level 1:

Main library, municipality X

Level 2:

X branch A

X branch B

Level 3:

Main library, municipality Y

Main library, municipality Z

Level 4:

Y branch A

Y branch B

Z branch A

Z branch B

This setup means that a reservation with pick-up-branch Main Library X municipality shows up on the shelflist at this library if there are available items. If not, the reservation will show up on the sheflists for X branch A and B if they have available items, and so on.

This variant is suitable if it is desired to have the municipality where the borrower chooses to pick up his or her reservation serve them with an item. If all the items in the municipality are unavailable, the reservation is passed on to the main library of the neighbouring municipality, and only if all their items are also unavailable will the branches of the neighbouring municipality be considered.

Note:
If all items on a specific level becomes unavailable during the day, for performance reasons, the reservation shows up on the shelf list on a level with available items the next day.

Configuring reservation cooperation

Go to the Configuration section in the main menu.
Under Circulation and notifications, click Reservation cooperation.
Select the branch you want to configure and click Add settings for this branch.
Click Edit for Level 1 and add any other branches from which holdings should trap reservations as the first option.
You see that the branch you are configuring is already part of Level 1.
Click Edit for Level 2 and add the branches from which holdings should trap reservations if the title cannot be found at Level 1.
Continue to add up to a total of maximum 9 levels for the reservation cooperation.

Overriding reservation cooperation levels

You can set aside the levels in the reservation cooperation and trap items at any branch included in the reservation cooperation. For example, if a reservation has been outstanding for a certain amount of time it can be escalated by checking Override cooperation levels or Trap at any branch (handled manually). This function is activated via a special permission for Collections.

Reservations in Arena

If reservation cooperation has been configured, only titles with items available in the levels set for this branch can be reserved in Arena.