1. Log in to Koha The URLs for the live servers are: KSS: https://kss-staff.koha-ptfs.co.uk/ ELMS: https://elms-staff.koha-ptfs.co.uk/ 2. Type your username and password in to the correct fields: 3. Select the library based on where you currently are: 4. Click on Login: 5. Once logged in you will see the Koha dashboard: 6. Login errors Login error messages are often caused by key stroke errors, troubleshoot by: Checking your username is spelled correctly Typing in your password again with care Passwords are case-sensitive, make sure you are using the correct case Check if caps lock and/or num lock is switched on/off If you have tried the steps above with no success then you will need to ask a member of staff to reset your password for you.  

1. The Koha dashboard Once logged in you will see the Koha dashboard. This will always be the first screen you see after logging in: 2. Check your library site Koha will retain the library site of the last site you selected. If you always work at the same site you should not have to ever change this setting: 3. Changing your library site If you do need to change your library site then you can do so by clicking the library name to reveal the dropdown menu and clicking 'Set library': 4. You'll see the 'Choose library' option, click to reveal the dropdown list and then select the library and click 'Submit': 5. The main part of the screen shows you the Koha modules that are available to you: 6. To begin with, you will only need to use the Circulation... 7. and Patrons modules - clicking the button will launch the module: 8. You can quickly navigate directly to the Circulation and Patrons modules by using the links in the top left-hand corner: 9. The 'More' button allows for quick direct navigation to the rest of the modules: 10. To return to the Koha dashboard (or main screen) either click 'Home' in the breadcrumb trail: 11. Or click the Koha logo:  

1. Starting at the Koha dashboard, click on Patrons: 2. Start typing in the name of the patron Search for the patron by entering their last name, followed by their first name. So, in this example I would enter in Test bart: 3. Koha presents me with a list of likely matches. The first one matches my patron,  I click on the correct match. If there is more than one patron with the name I am searching for I can click on the search button, this will show me more information on each of the patrons so I can determine which is the correct one: 4. The patrons record I am now in the patrons record. I can make edits from this screen using the 'Edit' button at the top. I can change the patrons password using the ''Change password" button 5. The patrons record From here... I can make edits from this screen using the 'Edit' button at the top. I can change the patron's password using the 'Change password' button I can issue, renew or return books for the patron using the 'Check Out' button in the left hand menu

Fulfilling Holds/Reservations in Koha Date: April 19, 2022 Things to remember about holds in Koha: In Koha, reservations and requests are known as Holds. Koha places holds on the next available item. - what this means... Koha prioritise holds placement to available items, so in practice this will mean that if the next available item is at a consortium library the Holds to pull list will request for their copy first, even if you have a copy in your collection but your copy is on loan. Koha will display local holds and consortium holds together, so if the item is available at multiple branches then only the branches where that item is available will see the hold to pull. The item will stay on the list until a library is able to supply the hold. 1. Click on Circulation to enter the circulation module 2. Click on Holds to pull 3. Unfulfilled Holds List The list of titles will be holds have not been filled. 4. The list displays all current unfulfilled consortium holds 5. Refine results... Library site Holds can be filtered by library site by going to the bottom of the Libraries column and using the dropdown menu. 6. Refine results… Date Koha defaults to showing holds placed within the last 3 days, if you wish to view more or less days than this you will need to change the date range in the Refine result box on the left hand side. 7. Finding the item Check the 'Available call numbers' column for the shelfmark 8. The item will need to be 'Checked in' once it has been located 9. Once Checked in Koha will confirm the hold with the 'Hold found:' message 10. Click on 'Print slip and confirm' if you have access to a printer A pop up screen will launch. Click the 'print' button to print the hold notice 11. Otherwise click 'Confirm hold' and process the hold as necessary  

Placing holds Date: April 6, 2022 1. Placing holds from the Patron account screen Search for the patrons account from the Koha dashboard. 2. Click on the 'Search to hold' 3. Enter in the title of the book's into input 4. Searching for a book To find a specific book it is better to search by the title filter Change the search filter to 'Title' Enter in the full name of the book into the search field Click 'Search' 5. Tick the check box next to the title you wish to place the hold on. 6. Then click the dropdown arrow on the 'Place hold' button 7. Click on the option to 'Place hold for Bart Test (test180322)' 8. Check for any 'Pickup' notifications If the book is held at different library than the patrons home library you will be alerted by the following message. 9. Specify the Pickup library Use the dropdown menu to select the site the patron would like the books sent for them to pick up, in most cases this will be their Home Library. 10. Click on 'Place hold' to confirm and place the hold. 11. Placing holds from the 'Search the catalog' screen Holds can also be placed from the catalog. 12. Click on Search the catalog 13. Enter in the book title into the search field and click on Submit 14. Placing the hold From the results list select the title you wish to place the hold on by ticking the check box and then click the 'Place hold' button. 15. Place a hold screen The 'Place a hold' screen will display. You will now have to search for the patron that you wish to place the hold for in the search box. The page will also show any existing holds for the book. 16. Check for the 'Pickup library is different' message. If this message appears remember to check what library the patron wishes to collect the book from. 17. If necessary change the 'Pickup at' option to the patrons home library. 18. Click on Place hold 19. The 'Existing holds' queue will update to show the new hold 20. Click on Home to return to the Koha dashboard  

Finding a book - searching the catalog Date: April 6, 2022 1. Search the catalog 2. Click on Search the catalog On the Koha dashboard click the 'Search the catalog' tab link 3. Enter book title or keywords and Submit If you want to find a specific book enter in the books full title If you wan to see what books there are on a particular topic enter in some  keywords. 4. Results display The results display will show all the indexed copies and editions of that title, in the holdings of all consortium members. 5. Locations column This column provides details on the location and availability of the title. 6. Checking local holdings To see if a specific copy is available at your library click the title. 7. You local holdings will be displayed To check other locations where the title is held click the 'Other holdings' tab  

Circulation module basics - Returning a book In Koha returning an item or book is described as 'Checking in' or 'Check in' Date: April 6, 2022 1. Click on 'Check in' On the Koha dashboard change to the 'Check in' tab by clicking it 2. Checking in items Then scan in the items barcode or manually enter in the barcode number into the input box and hit 'Submit'. 3. Confirming 'Check in' The 'Checked-in items' screen will display to confirm the item was returned successfully. 4. Use the 'Check in' input box to return any additional items 5. 'Checking in' via the Patron account screen Check in's can also been made on the patron account screen. First find the patrons account by searching for the patron. 6. 'Check in' column On the far right hand side of the Checkout(s) table is the 'Check in' column. Tick the boxes of the items to return or select all if you want to return them all. 7. Click on 'Renew or check in selected items' to return the selected items 8. Click on Check out update the Checkout(s) table 9. Click on the 'Check out' tab to update the Checkout(s) table and confirm the items were successfully returned. 10. Click on 'Home' to return to the Koha dashboard  

Circulation module basics - Renewing a book Date: April 6, 2022 1. Find the patron Place your cursor in the Search box on the Koha dashboard. Making sure the 'Check out' tab is highlighted. 2. Enter patrons name Find the patron's account by searching for them (last name, first name). Click on the patron's details link to go to their account. 3. Checkout(s) table The Checkout(s) table will be displayed showing the patrons loans 4. Check Renew On the far right hand side of the table you will see a column labelled 'Renew' 5. Check the tick box against any of the book's the patron wishes to renew. You can find information on how many renewals are remaining for the book in this column too under the tick box. 6. Click on the 'Renew or check in selected items' button to renew the selected items 7. To renew all books at once either click 'select all' at the top of the renew column to select all books 8. Or click the 'Renew all' button at the bottom of the table 9. Confirm renewal Successful renewals will show in the Renew column - the number of renewals remaining will decrease. And the new due date can be seen in the due date column on the left hand side of the Checkout(s) table.  

Circulation module basics - Issuing a book Issuing in Koha is called 'Check out'. When you want to issue an item to a patron you need to Check out a book to the patron. Date: April 6, 2022 1. Find the patron Place your cursor in the Search box on the Koha dashboard. Make sure the 'Check out' tab is highlighted. 2. Enter patrons name Find the patron's account by searching for them (last name, first name). Click on the patron's details link to go to their account. 3. 'Check out' screen The Check out screen should display next. 4. Click on Check out To issue a book either scan the book's barcode or enter the barcode number into the input box manually and click the 'Check out' button. 5. Confirming Check out and due date If the check out was successful a notification should appear directly under the check out input box, displaying the book's details and the due date. The 'Checkout(s)' tab should show the number of items checked out. 6. Click on Show checkouts To see the full details of all books on loan to a patron click the 'Show checkouts' button. 7. Checked out A table showing all items on loan to the patron will now display. 8. Issuing more books To issue additional books continue to scan or enter in manually the book's barcodes and click 'Check out' 9. Confirm check outs You can check that check outs were successful by either looking for the the notification message under the input box, or checking the list of titles in the Checkout(s) table. 10. Leaving the patron's account When you have completed checking out items for the patron you must close the patrons account by clicking Home of the breadcrumbs to return to the Koha dashboard. 

Merging user records is useful for reducing the number of duplicate user accounts whilst retaining previous circulation history.   When records are merged all the information from both records is kept. This means that there will be duplicate information in the merged user account. Duplicate fields can be removed after accounts have been merged if desired. 1. Go to Users 2. Click on Search Users, and search. Then select the users to merge by ticking the boxes on the left hand side of the table, and click on the Merge selected users button. Use the Compare users option if you need to check the details. Then choose which record to keep (the other records will be merged with it), and click on the Merge users button.   3. Remove the duplicate info from the account, if you want to:   Welcome emails User's with accounts that have been merged will not show up in the Borrowers changing home branch reports and will therefore not receive the automatic welcome email. The reason for this is: these reports rely on the action_logs table, which is updated when a user record is edited and saved when user records are merged, the action_logs table is not updated. It only edits the borrowers table and borrower_attributes table.