Feature guides

Temporary closing of a branch

Here below is a description of the settings and procedures you can follow in connection with the temporary closure of a branch, and what needs to be done when reopening. This may apply to a summer closure of a branch or a temporary closure due to renovation or relocation. It is mainly the management of reservations that is affected.

Configuration/Users: Find the user for the actual web portal and uncheck the closed branch in the Available Pickup Branches setting.

Note:

One click reservation in Arenaneeds to be deactivated, otherwise the reservations made by the patrons with this branch as preferred pick-up branch will end up there anyway.

If the holdings should not be visible in the web portal - also remove the branch from Available organizations.

Configuration/Reservation cooperation: Remove the branch from the reservation collaboration.

Collections/Reservations

If you want the patrons to pick up their reservations on another branch during the closure:

Move active but not trapped reservations with the closed branch as pick-up branch to a temporary branch.

  • Search for the closed branch in Pick-up branch

  • Click in the first checkbox to choose all reservations

  • Choose Change data – Set temporary pick-up branch

  • Choose the temporary branch.

    Note:

    Only reservations with status Reservation created and Trapped, in transit can be moved to a temporary branch. Trapped reservations needs to be handled manually.

  • Click on Change and confirm.

If you instead want to pause reservation trapping for reservations with the closed pick-up branch:

  • Search for the closed branch in Pick-up branch

  • Click in the first checkbox to choose all reservations

  • Choose Change data – Set reservation data

  • Add a Valid-from date to the date when the library opens again and a Valid-to date (mandatory)

  • Click on Change and confirm.

Inform the patrons about the closing

Patron/Patrons

  • Choose the closed branch as pick-up branch

  • Choose Has sms-number/yes or Has active e-mail address/yes depending on what messaging method you want to/can use

  • Click in the first checkbox to choose all patrons

  • Click on Send messages

  • Write a message with necessary information and click Send.

When the branch opens

Configuration/Users: Find the user for the actual web portal and add the closed branch in the Available Pickup Branches setting.

If the holdings have been hidden in the web portal – add the branch in Available organizations.

Configuration/Reservation cooperation: Add the branch to the reservation collaboration.

Collections/Reservations

If you have used a temporary pick-up branch:

  • Search for the closed branch in Original Pick-up branch

  • Click in the first checkbox to choose all reservations

  • Choose Change data – Restore temporary pick-up branch

  • Click on Change and confirm.

If you have chosen to pause reservation trapping for reservations with the closed pick-up branch, and the library opens according to the plan, you don’t have to do anything. If the library opens earlier you can activate the reservations by changing the Valid-from date.

Inform the patrons about the opening

Patron/Patrons

  • Choose the closed branch as pick-up branch

  • Choose Has sms-number/yes or Has active e-mail address/yes depending on what messaging method you want to/can use

  • Click in the first checkbox to choose all patrons

  • Click on Send messages

  • Write a message with necessary information and click Send.

Tips!

The Arena user and the available pick-up branch should be changed with a margin for transportation from other libraries.

You can use the message texts for reservation notices and reminders to inform your patrons about the closing and opening of the library. Add the information in Administration/Settings/Organisation settings Branch info 1 or 2. Use the variables {{BranchInfo1}} or {{BranchInfo2}} in the message texts to display the information.

QuriaOpen Library Module

The QuriaOpen Library module allows libraries to manage visitor access during unstaffed hours by connecting the library's patron register to an access control system. Patrons can enter the library using their library card and PIN.

Settings and Preferences

To activate the Open Library feature, the branch is marked as an Open library in Settings/Organisation settings, a process managed by AxiellSupport for a fee.

Under Settings/Workplaces, create a dedicated workplace for Open library access control and mark it with the option This workplace is used as access control for Open libraries.

Patron Management

In the Patrons, Patron Data tab, check Allow patron Open library access in the General Information section. This grants patrons access to all Open branches unless specific branches are selected.

To search and manage many patrons with Open library access, use the criterion Has permission for Open Library Access: yes in Patron/Patrons. You can then modify access by selecting patrons, choosing Change data, and specifying branches to add or remove. Confirm your selection in the following step.

Bulk management is not available for patrons without any Open Library access.

As an alternative to manual assignment, enable the rule Enable Open Library access in Settings/Rules/Patron Control. This rule allows you to set criteria, such as patron categories or age groups, to grant access to Open branches automatically.

Note that this rule-based approach should not be used in conjunction with individual authorization assignments.

Regulatory framework

Patrons with Open access can use their library card (or social security number, if compatible with the system) and PIN to enter. PIN and library card details are retrieved from Quria. Open authorisation bypasses soft blocks (such as those due to high fees or overdue items), but manually blocking a patron account will also block Open access.

Analytics

To track Open Library usage, use the Occasions Count analytics type and select a date range, branch, and the workplace "Open library," along with any grouping options. Grouping by Entire period counts each patron once per period, while grouping by Daily counts each unique visit per day. Grouping by Average per weekday or Average per weekday /hour provides insights into visit frequency by weekday or hour. For demographic insights, add sub-levels in Data Sources to see details on visitors’ gender, age, postcode, and more, helping to analyze the characteristics of Open library users.