Patrons configuration

In the Configuration section, under Settings/Patrons, you can view and make settings related to patron maintenance.

Age groups

The list shows the start age for the age groups defined for each account. You can also add new age groups and delete age groups no longer of interest.

If you check Guarantor for an age group, there will be a possibility to either create a connection to another patron that is registered in Quria or to enter a guarantor name when creating new patron of this age group.

Age groups are used for the following purposes:

  • Rules can be set up for each age group, such as different rules for overdue reminders depending on patron age.
  • The age group transition function can be used for the library to inform or reach out to a patron when a certain age is reached.

See also: Age group transition

Genders

The list shows the genders defined. These are available for selection in patron details.

The codes for female/male need to be set to F/M if patron gender is set automatically via input of national ID.

You can also add new genders and delete genders no longer of interest.

Patron categories

The list shows the patron categories defined for each account, such as normal, staff or interlibrary loan. Patrons can belong to different categories in different accounts; for example staff at a school and normal patron at the public library. You can also add new patron categories and delete categories no longer of interest.

You can define one category as Default category for self-registered patrons. This category must be defined in order for patrons to register themselves online and for example make reservations and borrow e-books immediately.

You can define one category as Default category for self-registered patrons that sign agreement. This category is set automatically when a self-registered patron has signed an agreement of the type General terms and conditions. This setting is available only if the Digital agreements module has been activated.

You can define one category as Default category for automatically created ILL out patrons (libraries). This is used when the system is integrated against a supplier with library information. When Quria receives new library information, also corresponding patrons that can be used for ILL out are created belonging to this category.

You can mark several patron categories as Category for patrons (libraries) used for ILL out. Circulation routines will support the ILL out process for all reservations and loans that are connected to patrons belonging to patron categories with this marking.

You can mark one or several categories as Category used for Home service. The loan history of all patrons that belong to a patron category marked for Home service will be preserved.

Home service

Home service is a way to allow citizens that cannot visit the library to make use of the library’s services. Home service includes storing loan history, warnings for previous loans when checking out items or making reservations and the possibility to search in the patron loan history to help with selecting titles that suit the patron’s preferences.

The loan history is kept on title level – not item level. Using Home service is defined via patron categories. The loan history of all patrons that belong to a patron category marked for Home service will be preserved.

Note:

If you uncheck using a patron category for Home service, all loan history for all patrons assigned to this category will be erased (unless the patron has selected to save their loan history). The same applies if you change a patron’s category to a non-Home service category. In both cases you receive a confirmation warning.

If the self service vendor supports the solution, patrons using self service machines can see a notification about titles previously on loan.

Access to patron loan history is defined via the Patron permission View loan history.

See also: Patron categories andList of all permissions/roles

 

See also: Home service

You can mark several patron categories with Allowed to be printed on receipts in order to make it possible to include these categories on reservation slips.

When connecting the Quria library system to a student interface, it can be useful to mark patron categories as default student/teacher/librarian category used for automatic patron sync. Patrons of these categories will then be assigned proper permissions in the school library system. You can setup one patron category for each type. Patrons of patron categories without type student/teacher/librarian will be considered as students.

You can define a default patron category that is used when new patrons are added. The setting is done under Configuration/Settings/Organisation settings and can be set on any organisational level.

Titles

The list shows the titles defined. These are available for selection in patron details. You can also add new titles and delete titles no longer of interest.

Articles to sell

The list shows the articles that have been registered for sale in Quria. You can add new articles and also decide if they should become available for sale right away or later.

Financial information, Financial account ID and VAT rate, can be added if necessary. The information is used when bills are exported in XML-format.

Financial account ID is the account in the financial system that the amount should be booked against. The VAT rate can be set if VAT needs to be handled in the financial system.

If the default account set in integrations settings for Peppol should be used, there is no reason to specify it on this detailed level.

Tip:
If you want to be able to record debts or payments of non registered articles, to allow for ad hoc costs, add an article without amount. When this article is chosen, an amount must be entered manually.

Membership types

The list shows the membership types defined for the account. These are available for selection in patron details. You can also add new membership types and delete the ones no longer of interest.

The Membership functionality makes it possible for the library to limit the validity period of patron accounts, for example if the library wants to get hold of patrons on a regular basis to check personal data, or the library charges a fee for its services. This functionality is enabled at the time of installation of Quria. When a membership expires, the patron cannot make reservations or check out items unless the membership is renewed.

The different membership types define the duration and fee for each membership.

Financial information, Financial account ID and VAT rate, can be added if necessary. The information is used when bills are exported in XML-format.

Financial account ID is the account in the financial system that the amount should be booked against. The VAT rate can be set if VAT needs to be handled in the financial system.

If the default account set in integrations settings for Peppol should be used, there is no reason to specify it on this detailed level.

Note:
The duration of continuous memberships should never be shorter than the Days before expiry setting for Banking (membership), set under Organisation settings, if bank payment is used.
  1. Go to the Configuration section in the main menu. The top menu Settings opens.
  2. Under Patrons, click Membership types.
  3. Click Add membership type. Mandatory fields are marked with an asterisk.
  4. Fill in the name, duration and fee of the membership type. Enter 0 if there is no fee.
  5. Check Continuous membership to automatically renew the membership when it expires. Only applicable if a fee is charged. For patrons with automatic bank payment, the expiry date will be updated. For patrons with manual payment, a membership debt will be created and when the debt is paid, the new expiry date will be set.
  6. Check Inherit due date from main contact for memberships that allow multiple patrons in one membership, and where all the patrons should get the same expiry date as the main contact. Only applicable if a fee is charged.
  7. Click Save.

The membership type appears in the list and is also available for selection in the patron data.

See also: Patron membership and Adding or editing an account, authority or branch

Custom fields

Using custom fields makes it possible to include customer-specific data for patrons to use for statistics and search. The fields and values that you enter under Custom fields are available when editing patron data, and when creating reports.

Debt/bill removal types

You can define debt/bill removal types in order to support more consistent work flows when handling removal of debts and closure of bills. You enter a code and a reason for removal for each entry. The reasons for removal are available for selection when removing a debt or closing a bill for a patron. The removal type codes are available for selection when creating analytics for debts.

Once you have defined removal types, using the Internal comment/Comment field when removing a debt or closing a bill is no longer mandatory.

Block types

You can define patron block types that can be selected when you manually block a patron. If block types are defined, it is mandatory to select block types. You can also add a comment if needed when blocking the patron. You can also select block types in refine search when searching for patrons.

Digital agreements

The list shows the agreements that have been created for the account. You can create new agreements and add translations of agreements.

You can also make a copy of an existing agreement including all its translations and use as template for a new agreement by clicking Copy agreement in the context menu of an agreement.

Agreements should always be available at least in the default language of the Quria installation. Existing translations for each agreement are displayed when you click an agreement in the list.

Note:
Make sure keep accessibility in mind when adding agreements and introductory texts, for example by formatting headings with heading paragraph formats using the toolbar in the agreement editors. Heading 1 and Heading 2 are already in use in Arena so you should use Heading 3 as the top level for the agreement texts.

Each time an agreements is saved, it gets a new version number. The version number, the date and information about who saved the agreement is displayed when you click an agreement in the list.

  1. Click Add agreement.

  2. Select type of agreement and enter a general name. Selecting the General terms and conditions agreement triggers specific functionality in Quria and Arena.

  3. Enter a name of the first agreement and select the corresponding language in the dropdown list.

  4. Add an introductory text that is displayed along with the actual agreement text in Arena, if you want to.

  5. Enter the agreement text. You can use variables for patron information, library information, agreement information and general information such as date.

These variables can be used to customise agreements:

Variable Description Comment
{{PatronTitle}} Patron's title  
{{PatronFirstName}} Patron’s first name  
{{PatronLastName}} Patron’s surname  
{{PatronBirthdate}} PAtron's date of birth  
{{PatronAddress}} Patron’s address The PatronAddressFormatted option is used to distribute the address on several rows, to for example make it fit in a window on an envelope, while PatronAddress is printed on a single line. The PatronAddressFormatted option can include c/o.
{{PatronAddressFormatted}}
{{PatronCategory}} The patron category the patron belongs to  
{{PatronIBAN}} Patron's IBAN  
{{PatronBIC}} Patron's BIC  
{{PatronEmail}} Patron's e-mailadress  
{{GuarantorStart}} ...{{GuarantorEnd}} To use when a notification is addressed to the guarantor. See more information below
{{GuarantorName}} Guarantor's name  
{{GuarantorAddress}} Patron’s address The PatronAddressFormatted option is used to distribute the address on several rows, to for example make it fit in a window on an envelope, while PatronAddress is printed on a single line. The PatronAddressFormatted option can include c/o.
{{GuarantorAddressFormatted}}
{{GuarantorIBAN}} Guarantor's IBAN  
{{GuarantorBIC}} Guarantor's BIC  
{{GuarantorEmail}} Guarantor's e-mail addess  
{{GuarantorNationalID}} Social security number for guarantor  
{{MembershipType}} The type of membership the patron has  
{{PatronIdentifier}} Patron’s unique identifier  
{{PatronCard}} Patron’s card number Prints the first active non-blocked card for the patron. If all cards are blocked/inactive, no card number is printed.
{{PatronNationalId}} Patron’s national ID/social securitynumber  
{{LibraryName}} The name of the branch,defined in organisational settings  
{{BranchAddressLine1}} The branch contact details, defined under Contact information in organisational settings  
{{BranchAddressLine2}}  
{{BranchPostcode}}  
{{BranchCity}}  
{{BranchCountry}}  
{{BranchPhoneNumber}}  
{{BranchEmail}}  
{{BranchPaymentReceiver}}  
{{BranchOrgNumber}}  
{{BranchInfo1}} Fetches branch information 1 added under organisation settings  
{{BranchInfo2}} Fetches branch information 2 added under organisation settings  
{{AgreementName}} The name of the agreement  
{{AgreementVersion}} The agreement version  
{{AgreementVersionDate}} The date the version of the agreement was saved  
{{Date}} The date the agreement was generated to be signed digitally or printed  

 

Note:
The variables must be entered exactly as in the table.

You can preview the agreement and see what it will look like for a specific patron by entering the patron card number and clicking Preview.

Agreements that should be signed by guarantors

There is a slight difference in the handling of guarantors in agreements compared to notifications. The patron variables will always be based on the patron that the agreement is for. And for agreements, a guarantor must not have an own account in Quriato be used in the agreement, only the guarantor’s name must be added to the child’s account.

If a patron has a guarantor or a guarantor name registered, and the agreement template contains the {{GuarantorName}}-variable, the name under the signing line will be exchanged to the guarantor’s name if the patron has a guarantor.

If you don’t want guarantors to sign the agreement, do not add the {{GuarantorName}}-variable to the template.

Example how to add information about guarantors in the agreement templates:

Patron: Lisa Green

Guarantor: Tom Brown

Patron: {{PatronFirstName}} {{PatronLastName}} {{GuarantorStart}} (Signed by guarantor: {{GuarantorName}}) {{GuarantorEnd}}

Will be presented as: Lisa Green (Signed by Guarantor: Tom Brown) on the agreement.

You can include all the other guarantor variables in {{GuarantorStart}} {{GuarantorEnd}} if required. All content between {{GuarantorStart}} and {{GuarantorEnd}} will be hidden if no guarantor exists for the patron.

See also: Digital agreements

Digital agreement rules

The digital agreement rules work similar to the other rules in Quria, but are only available for General terms and conditions agreements. Other agreements are handled for individual patrons.

You can define which agreement of type General terms and conditions that should be signed by patrons when they register to the library, and due to age group transition.

You can define the rules based on age group and patron category, and for each rule define if it is allowed for the patron to digitally sign the agreement in Arena and if a new agreement must be signed due to age group transition.

Note:
If some patrons such as staff or institutions do not have to sign an agreement, you have to specifically define all the combinations that must sign an agreement. There is no way to set up “negative” rules. The reason for this is to cover for the situation when all patrons must sign agreements (organisation setting on account level) and there should be no conflicting settings.

Agreement for new age group

You can make it mandatory for patrons to sign a new agreement when they enter a specific age group, for example when they turn 18. If the library has several age groups for children, there is usually no need to sign new agreements when the children move between the younger age groups.

Digital signing in Arena

Depending on local rules at the library or rules by the third-party signing supplier, you can define if digital signing in Arena is allowed. You may also want to allow digital signing in Arena only for specific patron categories.

Payment methods

When debts are paid and bills are settled, the payment method must be selected.

The payment methods are predefined, and the setup is for the full installation. If there is more than one account, you must agree on what payment methods that should be activated. It is also possible to define what method that should be the default one. If nothing is done, Cash and Card are setup as active by default.

The setup is done in Configurations/Settings/Patrons/Payment methods.

There are five methods that can be activated/deactivated based on the library’s choice.

1. Cash

2. Card

3. Bank transfer, if a payment is done via a manual bank transfer by the patron.

4. Mobile, can be used for e.g. Vipps (Norway) and Swish (Sweden)

5. Voucher

Apart for the five payment methods that can be used when payments are done in Quria, Analytics might present the following payment methods:

  • External - payments done for bills via integrations against Visma/Agresso.

  • Online - payments done in Arena.

  • Bank withdrawal - payments done via SEPA, membership fees and bills

In the dialog that is presented when a debt is paid or a bill is settled, the library’s choice of payment methods is presented.

Note:
When bills are settled, you either get the activated payments methods or you only get External payment. External payment is presented as the only choice if a bill is sent via integration to external party (Visma or Agresso), or if the library does not accept payments of bills according to Organization settings.