Patron Registration

Symphony Workflows

Contents

Introduction 3

Basic Info tab 5

Privilege tab 7

Demographics tab 8

Addresses tab 10

Demographics tab 19

Frequently Asked Questions 20

Are patrons required to obtain a new card if they move to your community from another community within

SAILS? 20

Can a patron who has a card from outside the SAILS network but within Massachusetts get a SAILS card? 21

Introduction

This manual is intended primarily for public library staff members who are manually entering or

updating patron records. Academic and K-12 libraries are encouraged to use the patron load option

whereby student records are loaded into the system by SAILS staff members and students are

identified by student id. K-12 libraries that prefer to manually enter student records should follow

Step by Step Procedures

5. Click on each tab as you enter the data and complete the required files. Do not click the

Register User button until the record is complete.

6. When you have finished entering patron information, review what you have entered, and

click the Register User button.

Important: When registering a patron or modifying a patron record, never enter a person’s

Basic Info tab

Enter the appropriate part of the name in these fields as listed on their legal identification.

Here are some examples of how to enter names:

This field contains the user’s preferred name or nickname, up to 25 characters in length.

Entering a preferred name in this field will also make it searchable in Workflows. Here are

some reasons you might want to enter a preferred name:

preferred name.

name.

easier to find the patron. For example, staff could enter both parts of a hyphenated

name to make both searchable.

Optional. This field is used for titles such as Dr., Rev., Ms., Mr., etc.

The patron may request a unique Alternate ID to speed up logging into Enterprise and the

SAILS Mobile App.

The group ID is an optional, free-text field that can be used to link all users belonging to a

named group such as a family or department. At a workstation, you can display a list of users

with the same group ID. This is not the same thing as User Groups which link patron

delinquencies. Typically public libraries enter a phone number.

This should default to your library. Otherwise, enter your library. This information is used by

automatically.

This defaults to the Profile Name you selected in the popup screen earlier.

This defaults to NOHISTORY. Patrons may choose to maintain a list of items checked out.

These lists are viewable in Enterprise. You may update the patron’s record to ALLCHARGES

and patrons may opt into this service when they log into Enterprise.

IMPORTANT – Charge history records cumulate for every checkout done by the patron. The

system does not have a limit and these histories are not automatically pruned or deleted.

Patrons with too many charge history records can experience delays at checkout or logging

Registration form the expiration date must be updated. The recommended method for doing

this is using the Renew Privilege wizard after the record has been updated. If the record isn’t

completely updated you may receive a message that the patron has reached the limit of

charges allowed.

This is a number that Symphony Workflows automatically generates. Change the patron’s

PIN to be the last four digits of their phone number. You must enter the override code, which

is SAILS. Always tell the patron what their PIN is.

All new patron records have a status of OK.

Disregard this field.

Demographics tab

It is very important that information recorded in this field is entered correctly so that

incomplete record into the system, your monthly and annual transactions statistics will be

Please refer to your individual library’s list of codes to know what to enter into this field.

the patron’s Zip Code. This must be updated if the patron has moved to a new community.

There are two special cases:

User cat 3 lists five options to choose from the drop down list. Select the patron’s preferred

contact method.

User cat4 lists 5 options to choose from the drop down list. These offer special patron statuses

that might affect borrowing privileges or notice generation

community. For example – Buzzards Bay could be either Wareham or Bourne.

in a certified community.

not be used.)

SMS Notice Contact Info Tab

This is a tab in the patron’s record and must be filled out in order to have our patrons receive SMS

(text) notices. Usercat3 of SMS and a phone number in PHONE1 is not enough to enable the service

for a patron.

Tab may appear blank when opened the first time for a patron.

1. Click the button that looks like a sheet of paper to add a phone line to receive SMS notification.

User Groups

Library staff can create a family card, also known as a user group in Symphony WorkFlows, and can

assign patrons to that family card. Library directors must contact SAILS before using this feature.

the members of a family or of a local institution/group to ensure payment by someone in the group if

one member tends to run up a bill.

1. Enter a name for the family card in the Group Name field. Use the telephone number as a

family card name. By entering a name here, you are creating the new family card.

2. If the family card already exists, search for it by using the gadget.

3. Select L or NL (for linked or not linked) from the Responsibility Policy drop-down list.

4. Do not check any of the check boxes.

K-12 Patron Registration

Basic Info tab

preferred name.

name.

hyphenated name to make both searchable.

Enterprise, patron notices, and other reports. You should only select this box if the preferred

name is the first name and should not select it if the only reason you entered the preferred

name was to make it searchable.

Here are some examples of how to enter names:

suffix, leave this field blank.

entering information in this field.

You may enter the student’s home room in this field

This should default to your library.

profiles in use in your school.

This defaults to NOHISTORY. Contact SAILS staff if you want to track students’ reading

history.

Privilege Tab

This defaults to an expiration date based on the patron profile. SAILS staff updates

This is a number that Symphony Workflows automatically generates. Schools typically assign

override code, which is SAILS. Always tell the patron what their PIN is.

Leave this field blank. This number is automatically incremented every time a patron has a

claimed returned item. You can manually change this using the override of SAILS.

Disregard this field.

Disregard this field.

Demographics tab

Enter the current grade for the student. You will only see grades appropriate for your

from another community within SAILS?

It is recommended that patrons receive a new card with a barcode issued by your

library

1. Have the patron fill out a new registration form.

2. Search for the patron record, or if the patron has the old card, scan in that barcode,

and review their existing patron record. Make updates as needed in Modify User.

Pay particular attention to:

Basic Tab

Name – we often see people with a new last name

Profile – are they older and need to be changed out of JUV or YA?

Library – change to your library

Demographics Tab

User Cat1 – change to match one of your library’s UserCat1 entries

User Cat2 – verify the city or town that they now live in

Are there old messages which may now be cleaned up? If so, take the opportunity to

do so.

Yes. Do the following:

1. Have the patron complete the standard patron registration form.

2. Verify the patron’s home address using whatever means of identification normally

used for residents.

3. Create a new user record using the barcode from the patron’s home library card.

4. Select MASS in User cat2.

5. If the person does not have a library card at their home library or their library does

not use barcodes, issue a SAILS card.