Learning Objective

• Add and modify user records.

Add User Setup Options 

Before adding users, check the Setup options to help the process go smoothly. Click Setup in the side menu and open the drop-down next to Add User. See below for customization options.Check Duplicate User - Check the box next to the field(s) MobileStaff should use to check for duplicate users when creating a new user. A maximum of eight options can be used at once. 

Adding a User Record

Staff can add new users, but please note that if your library is using the patron update process, you will typically not need to add new user records. Adding a new record while patron updating is occurring can result in duplicate records, making it difficult to determine which record is current. If you have any questions about this process, please contact your INFOhio Provider for more information.

When adding a new user record, only the Barcode (User ID), User Type (User Profile), Library, and Last Name fields are required, by default. It is in your best interest to add more information than required. 

If in Setup, fields were selected to check for duplicate user information, you will see an additional button at the bottom of the screen, Duplicates. Clicking or tapping the Duplicates button will search for duplicates matching the information provided against the fields you selected. This is a helpful way to ensure duplicate accounts are not being created unnecessarily. If you did not make any changes to Setup before using Add User, you will not see the Duplicates button. 

To Add a New User

1. Click or tap Add User in the left side menu. 
2. Check the box next to Auto-Generate ID if you would like the system to create a User ID (barcode) for you. You can also use the Dumb Labels report in WorkFlows to assign a specific barcode if you prefer. If using a dumb barcode, do not select the box next to Auto-Generate ID. 
3. Click or tap the Barcode field (if not using Auto-Generate ID) and scan or type in the dumb barcode for this user.
4. Complete the other fields as required and needed, remembering the more complete the record, the better.
5. Once finished entering personal information, if you previously set up fields to check for duplicates, click the Duplicates button. The system will check against the information provided for any duplicate information. If there is no duplicate information found, the following pop-up will appear. 
6. If you are not checking for duplicates, click or tap Add and the user will be added and saved.

Copy a User Record

Library Staff can also use the Copy User feature to copy a current patron's record to add another user who has similar account information. An example of when this might be used is if multiple members of a family need an account. Fields such as User Type, Library, Keep Circ History, Last Name, Grade, Email, and others are retained from the previous user account. As with Add User, if patron update procedures are running for your school or district, you may not need to copy a user to add them to the database. Please consult with your INFOhio Provider before using this feature to prevent duplicate users.

To Copy a User

1. Click or tap Copy User in the left side menu. 
2. Enter a barcode or click User Search to find a user account to copy.
3. Check the box next to Auto-Generate ID if you would like the system to create a User ID (barcode) for you. You can also use the Dumb Labels report in WorkFlows to assign a specific barcode if you prefer. If using a dumb barcode, do not select the box next to Auto-Generate ID. 
4. Click or tap the Barcode field (if not using Auto-Generate ID) and scan or type in the dumb barcode for this user.
5. Complete the other fields as required and needed, remembering the more complete the record, the better. Note that some fields are already filled in as the system has copied the information from the previous user. 
6. Click or tap Add and the user will be added and saved.

Modify a User Record

If your library is using the patron update process, you will typically not be able to modify most information in the user record. Information must be changed in the student information system that feeds into the patron update to be updated overnight.

NOTE: any changes made to a user record will not stay if your library is using the Patron Update Process from the district's student information system.

To Modify a User

1. Click or tap Modify User. 
2. Click or tap the Barcode field and scan or enter a barcode or student ID (ALT ID) for the user. You can also click or tap User Search and search by name or another available option.
3. Click or tap Get User Information if entering the barcode manually.
4. Make changes as needed to the patron fields.
5. Click or tap Modify when finished.