The Users app allows you to manage user information for patrons and library staff. Both patrons and library staff’s user records are stored in the Users app. There is no separate directory or app for library staff users. The difference between a library staff user and a patron is that the library staff user record has FOLIO permissions, username and password assigned to it.
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Date enrolled. The date a user is enrolled at the institution. This field is auto-populated if it is included in source data provided by an external system.
External system ID. The external system ID for the user. This field is the MATCH POINT for user loads. NEVER CHANGE THE EXTERNAL SYSTEM ID for affiliated patrons. It has the format [7-digit ID]@[institution].edu.
Birth date. [Five Colleges is not currently using this field] The date of birth of the user in YYYY-MM-DD format.
Folio number. A system-generated number for the user record.
Username. The name library staff use to log into FOLIO. Affiliated users have their full email address as a username. Note: Patrons don’t need a username because they don’t need to log into FOLIO.
Request preferences. Hold Shelf is selected by default for all users. If Delivery is also checked, select Fulfillment preference.
If Delivery is selected as the Fulfillment preference, select the Default delivery address. This field appears and is required only if Delivery is selected as a request preference. Addresses are added to the user record in the Contact information section. See Users > Contact information for more information.
If Hold Shelf is selected as the Fulfillment preference, select the Default pickup service point. All user records have at least one service point assigned to indicate the location for checking out or picking up requested items. Service points are configured by your library in the Settings app.
Department name. [Five Colleges is not currently using this field] Name of the user’s department, if applicable. To associate the user with a department, click Add Department and select the department from the drop-down list. This action is repeatable, and departments can be deleted by clicking the trash can icon.Departments are configured by your library in the Settings app. See Settings > Users > Departments for more information.
Username. The name library staff use to log into FOLIO. Note: Patrons don’t have a username because they don’t need to log into FOLIO.
Password. Users can be sent a reset password link via email. This link expires after 24 hours. The password must meet the following default validation rules:
Contain a minimum of 8 characters.
Contain both uppercase and lowercase letters.
Contain at least 1 numeric character.
Contain at least 1 special character.
Does not contain the username.
Does not contain a keyboard sequence.
Does not contain the same character.
Does not contain whitespace(s).
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Find the user record to which you want to add a tag and select it.
In the User record pane, click the tag icon.
If you want to use an existing tag, select it from the drop-down list. If you want to create a new tag, type the tag into the box and select Add tag for the new tag name in the drop-down. 4. Click the X on the Tags pane to close the pane and save the tag. The tag number updates to the number of tags applied to the user record.
Adding a note to a user record
Find the user record to which you want to add a note and select it.
In the User record pane, expand the Notes accordion if needed.
Click New.
In the New note window, select the Note type from the drop-down list. Note types are created in the Settings app. For more information, see Settings > Notes.
Enter a Note title in the box.
Optional: Enter any Details about the note in the box.
If this note should appear as a pop-up whenever the user record is opened in the Check Out and/or Users app, check the Check Out app box and/or the User app box under the Display note as a pop-up.
Click Save & close. The note is saved.
Deleting A User Record in the UI
A user record can be deleted only if the user has no open transactions. To delete a user record, first check for open transactions. Once it’s confirmed that the user has no open transactions, the user record can be deleted. Follow these steps to check for open transactions and delete a user record in the UI:
Find the user record for which you want to check for open transactions and select it. In the Actions menu, select Check for open transactions/delete user. If there are no open transactions for this user, the message No open transactions for user (Last Name, First Name). Are you sure you want to delete this user? will appear in the Check for open transactions/delete user window.
Click Yes to delete the user record. A User (Last Name, First Name) deleted successfully message will confirm deletion of the user record. Or click No to cancel the deletion and return to the user record. If there are one or more open transactions for the user, the message User (Last Name, First Name) has the following open transactions. Please resolve the transactions to proceed to delete this user. Click OK to return to the user record.
If the deleted user had permissions to edit records, the Source listed in the metadata history becomes “Unknown user”.
Overdue loans report
The Overdue loans report is a comma-separated values (CSV) file that displays all users with overdue materials.
In the User search results pane, click Actions > Overdue loans report (CSV).
Depending on your browser and its configurations, an Export in progress message appears and the file automatically downloads or you are prompted to save it. If there are no overdue loans to report, a No items found message appears and no file is generated.
Claimed returned report
The Claimed returned report is a comma-separated values (CSV) file that displays all users with claimed returned materials.
In the User search results pane, click Actions > Claimed returned report (CSV). An Export in progress message appears and depending on your browser and its configurations, the file either automatically downloads or you are prompted to open and save it. If there are no claimed return items to report, a No items found message will appear and no file is generated.
Cash drawer reconciliation report
The Cash drawer reconciliation report is used by library staff to balance their cash drawer at the end of a shift. The cash drawer reconciliation report shows forms of payments received (cash, check, credit card, and other forms of payment allowed by the library unit) for fees and fines and identifies the fee/fine owner so that the appropriate library unit receives payment. The cash drawer reconciliation report is available for download as a comma-separated values (CSV) file and/or printable document format (PDF).
In the User search results pane, click Actions >Cash drawer reconciliation report (CSV, PDF).
In the Cash drawer reconciliation report modal, enter a *Start Date (required) and an End Date. Select Service Point and Sources (optional).
Select Report format. You may select CSV, PDF (Read Only), or Both.
Click Save & close.
An Export in progress message appears and depending on your browser and its configurations, the file is either automatically downloaded or you are prompted to open and save it. If there are no transactions to report, a No items found message appears and no file is generated.
Financial transaction detail report
The Financial transaction detail report allows libraries to review transactions in a specified time period at the fee/fine owner level.
In the User search results pane, click Actions >Financial transaction detail report (CSV).
In the Financial transaction detail report modal, specify a date range by entering a Start date and an End date. Select the Fee/fine owner. Select the Associated service points (optional).
Click on Save & close.
An Export in progress message will appear and depending on your browser and its configurations, the file either automatically downloads or you are prompted to open and save it. If there are no transactions to report, a No items found message appears and no file is generated.
Refunds to process manually report
The Refunds to process manually report is a report that provides library administration with a list of patrons requiring refunds. It is available for download as a comma-separated values (CSV) file.
In the User search results pane, click Actions >Refunds to process manually report (CSV).
In the Refunds to process manually modal, specify a date range by entering a Start Date and an End Date. Select the Fee/Fine Owner.
Click Save & close.
An Export in progress message appears and depending on your browser and its configurations, the file either automatically downloads or you are prompted to open and save it. If no there are no refunds to process manually, a No items found message appears and no file is generated.
Managing loans and fee/fines for patrons
From the loans section on a patron’s record, a FOLIO user with appropriate permissions can renew a loan for a patron; change the due date; mark the item claim returned; or declare the item lost. For more information about loans, see Additional Topics > Loans.
FOLIO users with appropriate permissions can manage fee/fines on patron accounts. This includes viewing fee/fine information, creating manual charges, accepting payment, waiving a fine, refunding a fine, and canceling a fine. For more information about fee/fines, see Fee and fines.
Renew a loan
To renew one or more loans for a patron:
In the user record pane, expand the Loans accordion if needed.
Click on Open loans.
Use the check boxes on the left of the Loans window to select the appropriate loan(s).
Click the Renew button located in the top right corner of the Loans window.
If the renewal was successful, you will see a green success message in the bottom right corner. The new due date may be sooner than expected if the normal due date would be after a patron’s account has expired. If the renewal was not successful, a pop-up message will appear. If you have the correct permissions, you can click Override from the pop-up window to override the error and renew the loan.
Alternatively, you can renew a loan by clicking on Renew in the Actions column.
Change a due date
To change due dates on one or more loans for a patron:
In the user record pane, open the Loans accordion if needed.
Click on open loans.
Select the check boxes on the left of the Loans window to select the appropriate loan(s).
Click the Change due date button located in the top right corner of the Loans window.
In the pop-up window that appears, enter a new due date and time or select one from the calendar drop-down.
Click Save and close.
Note that if you have permissions to change a loan’s due date, you can change the due date/time to one in the past; FOLIO will give you a warning message but allow the change to go through.
Mark an item claim returned
Occasionally, patrons may tell libraries that they have returned items that are still listed as checked out to them. The library has the option to mark the item as “claim returned.” This will place any associated fines in a suspended state while libraries can carry out workflows to search for the item on their shelves.
To mark an item claim returned:
In the user record pane, expand the Loans accordion if needed.
Use the check boxes on the left of the Loans window to select the appropriate loan(s).
Click the Claim returned button located in the top right corner of the Loans window.
In the pop-up window that appears, enter additional information about the patron’s claim
Click Confirm.
The loan will remain in the patron’s list of open loans, but the item status will show that the item is claimed returned.
If the library cannot locate the claimed returned item, it will need to decide whether to bill the patron for the item or mark the item missing without charging fines. In FOLIO, this action is referred to as resolving a claim.
To resolve a claim on an item:
Click the appropriate loan to open the Loan details window.
Click the button marked Resolve claim on the top row.
If you are going to bill the patron for the item, choose Declare lost. If you will not be billing the patron for the item, choose Mark as missing.
In the pop-up window that appears, FOLIO will show a message to confirm the action you wish to take. Enter any additional information about the patron’s claim (required).
Click Confirm.
If you choose to declare the item lost, FOLIO will check the associated lost item fee policy for the loan and charge fees/fines as configured in that policy.
Mark an item declared lost
FOLIO has two options to show that an item has been borrowed and not returned - “aged to lost” and “declared lost.” Aged to lost is an automated status that FOLIO gives to an item when the item is not returned by the date specified in the lost item policy. Declared lost is a manual status that library staff can use when a patron tells the library that they cannot return the item because they can no longer find it or because it had been inadvertently damaged.
Library staff can only mark one loan declared lost at a time.
To mark a loan declared lost:
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Click the appropriate loan to open the Loan details window.
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Creating a manual patron block
Patron blocks allow libraries to manually prevent a patron from borrowing, renewing, and/or requesting materials until specified issues are resolved. Users with appropriate permissions can edit manual blocks on a patron’s record to update block information, actions, or remove the block. The block is displayed prominently on the user record so that staff members are aware that a patron is blocked and why. If an expiration date is provided on the patron block, the block is automatically removed on that date.
A patron block can be added to a user record by either selecting a patron block template or by creating a patron block.
To create a patron block using a patron block template, follow these steps:
Find the user record of the patron you want to block and select it.
In the User record pane, expand the Patron blocks accordion if needed.
Click Create block.
Select a patron block template from the Template name menu. Template values will be applied to the block.
Add any additional information to the block and select an expiration date if needed.
Click Save & close. The block is saved and added to the user record.
To create a patron block and add it to a user record, follow these steps:
Find the user record of the patron you want to block and select it.
In the User record pane, expand the Patron blocks accordion.
Click Create block.
In the New Block window, expand the Block information accordion if needed. Enter a Display Description. This is the description that displays on the user record and in pop-up windows that appear when staff try to check out, renew, or request items on behalf of the patron, depending on their block.
Optional: Enter Staff only information.
Optional: Enter a Message to Patron.
Optional: Enter an Expiration date on which the block expires.
By default, all Block actions are selected. These are the actions that the user is barred from doing because of the block. To allow some of the actions, clear the checkbox next to Borrowing, Renewals, or Requests.
Click Save & close. The block is saved and added to the user record.
Editing a patron block
Find the user record of the patron with the block you want to edit and select it.
In the User record pane, expand the Patron blocks accordion.
In the block table, select the block you want to edit.
In the user block window, make your changes.
Click Save & Close. The patron block is updated.
Removing a patron block
Patron blocks with expiration dates are automatically removed on that date.
To remove a patron block with no assigned expiration date, follow these steps:
Find the user record of the patron with the block you want to edit and select it.
In the User record pane, expand the Patron blocks accordion.
Select the block you want to remove
In the user record window, click Delete.
In the Delete patron block? pop-up window, click Delete. The patron block is removed.
Creating requests
Requests can be created in the Requests app or from the item record in the Inventory app. For information on creating requests, see Creating a request.
Adding a note to a user record
Find the user record to which you want to add a note and select it.
In the User record pane, expand the Notes accordion if needed.
Click New.
In the New note window, select the Note type from the drop-down list. Note types are created in the Settings app. For more information, see Settings > Notes.
Enter a Note title in the box.
Optional: Enter any Details about the note in the box.
If this note should appear as a pop-up whenever the user record is opened in the Check Out and/or Users app, check the Check Out app box and/or the User app box under the Display note as a pop-up.
Click Save & close. The note is saved.
Deleting A User Record in the UI
A user record can be deleted only if the user has no open transactions. To delete a user record, first check for open transactions. Once it’s confirmed that the user has no open transactions, the user record can be deleted. Follow these steps to check for open transactions and delete a user record in the UI:
Find the user record for which you want to check for open transactions and select it. In the Actions menu, select Check for open transactions/delete user. If there are no open transactions for this user, the message No open transactions for user (Last Name, First Name). Are you sure you want to delete this user? will appear in the Check for open transactions/delete user window.
Click Yes to delete the user record. A User (Last Name, First Name) deleted successfully message will confirm deletion of the user record. Or click No to cancel the deletion and return to the user record. If there are one or more open transactions for the user, the message User (Last Name, First Name) has the following open transactions. Please resolve the transactions to proceed to delete this user. Click OK to return to the user record.
If the deleted user had permissions to edit records, the Source listed in the metadata history becomes “Unknown user”.
Overdue loans report
The Overdue loans report is a comma-separated values (CSV) file that displays all users with overdue materials.
In the User search results pane, click Actions > Overdue loans report (CSV).
Depending on your browser and its configurations, an Export in progress message appears and the file automatically downloads or you are prompted to save it. If there are no overdue loans to report, a No items found message appears and no file is generated.
Claimed returned report
The Claimed returned report is a comma-separated values (CSV) file that displays all users with claimed returned materials.
In the User search results pane, click Actions > Claimed returned report (CSV). An Export in progress message appears and depending on your browser and its configurations, the file either automatically downloads or you are prompted to open and save it. If there are no claimed return items to report, a No items found message will appear and no file is generated.
Cash drawer reconciliation report
The Cash drawer reconciliation report is used by library staff to balance their cash drawer at the end of a shift. The cash drawer reconciliation report shows forms of payments received (cash, check, credit card, and other forms of payment allowed by the library unit) for fees and fines and identifies the fee/fine owner so that the appropriate library unit receives payment. The cash drawer reconciliation report is available for download as a comma-separated values (CSV) file and/or printable document format (PDF).
In the User search results pane, click Actions >Cash drawer reconciliation report (CSV, PDF).
In the Cash drawer reconciliation report modal, enter a *Start Date (required) and an End Date. Select Service Point and Sources (optional).
Select Report format. You may select CSV, PDF (Read Only), or Both.
Click Save & close.
An Export in progress message appears and depending on your browser and its configurations, the file is either automatically downloaded or you are prompted to open and save it. If there are no transactions to report, a No items found message appears and no file is generated.
Financial transaction detail report
The Financial transaction detail report allows libraries to review transactions in a specified time period at the fee/fine owner level.
In the User search results pane, click Actions >Financial transaction detail report (CSV).
In the Financial transaction detail report modal, specify a date range by entering a Start date and an End date. Select the Fee/fine owner. Select the Associated service points (optional).
Click on Save & close.
An Export in progress message will appear and depending on your browser and its configurations, the file either automatically downloads or you are prompted to open and save it. If there are no transactions to report, a No items found message appears and no file is generated.
Refunds to process manually report
The Refunds to process manually report is a report that provides library administration with a list of patrons requiring refunds. It is available for download as a comma-separated values (CSV) file.
In the User search results pane, click Actions >Refunds to process manually report (CSV).
In the Refunds to process manually modal, specify a date range by entering a Start Date and an End Date. Select the Fee/Fine Owner.
Click Save & close.
An Export in progress message appears and depending on your browser and its configurations, the file either automatically downloads or you are prompted to open and save it. If no there are no refunds to process manually, a No items found message appears and no file is generated.
Managing loans and fee/fines for patrons
From the loans section on a patron’s record, a FOLIO user with appropriate permissions can renew a loan for a patron; change the due date; mark the item claim returned; or declare the item lost. For more information about loans, see Additional Topics > Loans.
FOLIO users with appropriate permissions can manage fee/fines on patron accounts. This includes viewing fee/fine information, creating manual charges, accepting payment, waiving a fine, refunding a fine, and canceling a fine. For more information about fee/fines, see Fee and fines.
Renew a loan
To renew one or more loans for a patron:
In the user record pane, expand the Loans accordion if needed.
Click on Open loans.
Use the check boxes on the left of the Loans window to select the appropriate loan(s).
Click the Renew button located in the top right corner of the Loans window.
If the renewal was successful, you will see a green success message in the bottom right corner. The new due date may be sooner than expected if the normal due date would be after a patron’s account has expired. If the renewal was not successful, a pop-up message will appear. If you have the correct permissions, you can click Override from the pop-up window to override the error and renew the loan.
Alternatively, you can renew a loan by clicking on Renew in the Actions column.
Change a due date
To change due dates on one or more loans for a patron:
In the user record pane, open the Loans accordion if needed.
Click on open loans.
Select the check boxes on the left of the Loans window to select the appropriate loan(s).
Click the Change due date button located in the top right corner of the Loans window.
In the pop-up window that appears, enter additional information about the circumstances of the loan (required)
Click Confirm.
When an item is declared lost, FOLIO will check the associated lost item fee policy for the loan and charge fees/fines as configured in that policy.
Creating a manual fee/fine
Note that your library must configure fee/fine settings prior to charging fee/fines to patrons. See Settings > Users > Owners and Settings > Users> Manual Charges for more information.
Find the user record to which you want to add a fee/fine and select it.
In the User record pane, expand the Fees/fines accordion if needed.
Click Create fee/fine.
In the New fee/fine window, select the Fee/fine owner.
Select the Fee/fine type.
In the Fee/fine amount box, you can do one of three things: Keep the default fee/fine amount, if one is populated for the fee/fine type. Adjust the default fee/fine amount, if it is populated for the fee/fine type. Provide a fee/fine amount, if one did not populate.
Optional: To associate the fee/fine with an item, scan or enter the item barcode into the Item information box and click Enter.
Optional: Enter any Additional information for staff in the box.
Click Charge only to apply the charge to the patron record. FOLIO users with appropriate permissions may be able to create the fine and immediately accept payment by clicking Charge & pay now.
Click either Charge & pay now to charge the patron and process the payment or Charge Only to only apply the charge to the user record.
Accepting payment for a fee/fine
Find the user record to which you want to accept payment for a fee/fine and select it.
In the User record pane, expand the Fees/fines accordion if needed.
Select (number of) open fee/fine to view the patron’s open fines.
The Fees/fines modal will open. Click the fee/fine you wish to accept payment for.
The Fee/fine details modal will open. Click **Actions > Pay **.
The Pay fee/fine modal opens. Enter the Payment amount (required). FOLIO can handle full and partial payment. If you are accepting partial payment, the modal will calculate the remaining amount.
Select Payment method (required).
Input Transaction information and Additional information for staff. The Additional information for staff box may be required if your library has configured that option.
Click Pay, then Confirm.
The modal will close, and the Fee/fine details page will update with the payment transaction.
Waiving a fee/fine
Staff with appropriate permissions can apply a partial or full waive to a fee/fine.
Find the user record to which you want to accept payment for a fee/fine and select it.
In the User record pane, expand the Fees/fines accordion if needed.
Select (number of) open fee/fine to view the patron’s open fines.
The Fees/fines modal will open. Click the fee/fine you wish to waive.
The Fee/fine details modal will open. Click Actions > Waive.
The Waive fee/fine modal will open. Enter the amount to waive (required). You can waive some or all of the fine amount. If you are only waiving part of the fine, FOLIO will automatically calculate the remaining amount.
Select the Waive reason (required) and enter Additional information for staff. The Additional information for staff box may be required if your library has configured that option.
Click Waive, then Confirm.
The modal will close, and the Fee/fine details page will update with the payment transaction.
Refund a fee/fine
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a new due date and time or select one from the calendar drop-down.
Click Save and close.
Note that if you have permissions to change a loan’s due date, you can change the due date/time to one in the past; FOLIO will give you a warning message but allow the change to go through.
Mark an item claim returned
Occasionally, patrons may tell libraries that they have returned items that are still listed as checked out to them. The library has the option to mark the item as “claim returned.” This will place any associated fines in a suspended state while libraries can carry out workflows to search for the item on their shelves.
To mark an item claim returned:
In the user record pane, expand the Loans accordion if needed.
Use the check boxes on the left of the Loans window to select the appropriate loan(s).
Click the Claim returned button located in the top right corner of the Loans window.
In the pop-up window that appears, enter additional information about the patron’s claim
Click Confirm.
The loan will remain in the patron’s list of open loans, but the item status will show that the item is claimed returned.
If the library cannot locate the claimed returned item, it will need to decide whether to bill the patron for the item or mark the item missing without charging fines. In FOLIO, this action is referred to as resolving a claim.
To resolve a claim on an item:
Click the appropriate loan to open the Loan details window.
Click the button marked Resolve claim on the top row.
If you are going to bill the patron for the item, choose Declare lost. If you will not be billing the patron for the item, choose Mark as missing.
In the pop-up window that appears, FOLIO will show a message to confirm the action you wish to take. Enter any additional information about the patron’s claim (required).
Click Confirm.
If you choose to declare the item lost, FOLIO will check the associated lost item fee policy for the loan and charge fees/fines as configured in that policy.
Mark an item declared lost
FOLIO has two options to show that an item has been borrowed and not returned - “aged to lost” and “declared lost.” Aged to lost is an automated status that FOLIO gives to an item when the item is not returned by the date specified in the lost item policy. Declared lost is a manual status that library staff can use when a patron tells the library that they cannot return the item because they can no longer find it or because it had been inadvertently damaged.
Library staff can only mark one loan declared lost at a time.
To mark a loan declared lost:
Click the appropriate loan to open the Loan details window.
Click Declare lost at the top of the window.
In the pop-up window that appears, enter additional information about the circumstances of the loan (required)
Click Confirm.
When an item is declared lost, FOLIO will check the associated lost item fee policy for the loan and charge fees/fines as configured in that policy.
Creating a manual fee/fine
Note that your library must configure fee/fine settings prior to charging fee/fines to patrons. See Settings > Users > Owners and Settings > Users> Manual Charges for more information.
Find the user record to which you want to refund add a payment fee/fine and click select it.
In the User record pane, expand the Fees/fines accordion if needed.Select View all fees/fines to view the patron’s fines.
The Fees/fines modal will open. Click the fee/fine you wish to refund a payment for. It may be Open or Closed.
The Fee/fine details modal will open. Click Actions >Refund.
The Refund fee/fine modal will open. Enter the amount to refund (required). You can refund some or all of the fine amount. If you are only refunding part of the fine, FOLIO will automatically calculate the remaining amount.
Select the Refund reason (required) and enter Additional information for staff. The Additional information for staff box may be required if your library has configured that option.
Click Refund, then Confirm.
The modal will close, and the Fee/fine details page will update with the payment transaction.
Mark a fee/fine as error (Cancel fee/fine)
Staff with appropriate permissions can mark a fee/fine as an error; this has the effect of cancelling the fee/fine.
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Click Create fee/fine.
In the New fee/fine window, select the Fee/fine owner.
Select the Fee/fine type.
In the Fee/fine amount box, you can do one of three things: Keep the default fee/fine amount, if one is populated for the fee/fine type. Adjust the default fee/fine amount, if it is populated for the fee/fine type. Provide a fee/fine amount, if one did not populate.
Optional: To associate the fee/fine with an item, scan or enter the item barcode into the Item information box and click Enter.
Optional: Enter any Additional information for staff in the box.
Click Charge only to apply the charge to the patron record. FOLIO users with appropriate permissions may be able to create the fine and immediately accept payment by clicking Charge & pay now.
Click either Charge & pay now to charge the patron and process the payment or Charge Only to only apply the charge to the user record.
Accepting payment for a fee/fine
Find the user record to which you want to refund a payment and click accept payment for a fee/fine and select it.
In the User record pane, expand the Fees/fines accordion if needed.
Select View all fees/fines (number of) open fee/fine to view the patron’s open fines.
The Fees/fines modal will open. Click the fee/fine you wish to refund a payment for. It may be Open or Closed.
The Fee/fine details modal will open. Click Actions > Error.
The Confirm fee/fine cancellation modal will open. Enter Additional information for staff (required).
Click Confirm.
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open. Click the fee/fine you wish to accept payment for.
The Fee/fine details
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Creating a manual patron block
Patron blocks allow libraries to manually prevent a patron from borrowing, renewing, and/or requesting materials until specified issues are resolved. Patron blocks can be edited to update any elements associated with them and deleted at any time. The block is displayed prominently on the user record so that staff members are aware that a patron is blocked and why. If an Expiration date is provided on the patron block, the block is automatically removed on that date.
Find the user record of the patron you want to block and select it.
In the User record pane, click Patron blocks.
Click Create block.
In the New Block window, enter a Display Description. This is the description that displays on the user record and in dialogs that appear when staff try to check out, renew, or request items on behalf of the patron, depending on their block.
Optional: Enter Staff only information.
Optional: Enter a Message to Patron.
Optional: Enter an Expiration date on which the block expires.
By default, all Block actions are selected. These are the actions that the user is barred from doing because of the block. To allow some of the actions, clear the checkbox next to Borrowing, Renewals, or Requests.
Click Save & Close. The block is saved and added to the user record.
Editing a patron block
Find the user record of the patron with the block you want to edit and select it.
In the User record pane, click Patron blocks.
In the block table, select the block you want to edit.
In the user block window, make your changes.
Click Save & Close. The patron block is updated.
Removing a patron block
Patron blocks with expiration dates are automatically removed on that date.
To remove a patron block with no assigned expiration date, follow these steps:
Find the user record of the patron with the block you want to edit and select modal will open. Click **Actions > Pay **.
The Pay fee/fine modal opens. Enter the Payment amount (required). FOLIO can handle full and partial payment. If you are accepting partial payment, the modal will calculate the remaining amount.
Select Payment method (required).
Input Transaction information and Additional information for staff. The Additional information for staff box may be required if your library has configured that option.
Click Pay, then Confirm.
The modal will close, and the Fee/fine details page will update with the payment transaction.
Waiving a fee/fine
Staff with appropriate permissions can apply a partial or full waive to a fee/fine.
Find the user record to which you want to accept payment for a fee/fine and select it.
In the User record pane, expand the Fees/fines accordion if needed.
Select (number of) open fee/fine to view the patron’s open fines.
The Fees/fines modal will open. Click the fee/fine you wish to waive.
The Fee/fine details modal will open. Click Actions > Waive.
The Waive fee/fine modal will open. Enter the amount to waive (required). You can waive some or all of the fine amount. If you are only waiving part of the fine, FOLIO will automatically calculate the remaining amount.
Select the Waive reason (required) and enter Additional information for staff. The Additional information for staff box may be required if your library has configured that option.
Click Waive, then Confirm.
The modal will close, and the Fee/fine details page will update with the payment transaction.
Refund a fee/fine
Staff with appropriate permissions can partially or fully refund a fee/fine. The payment method must allow refunds.
Find the user record to which you want to refund a payment and click it.
In the User record pane, expand the Patron blocks accordion.
Select the block you want to remove
In the user record window, click Delete.
In the Delete patron block? pop-up window, click Delete. The patron block is removed.
Creating requests
Requests can be created in the Requests app or from the item record in the Inventory app. For information on creating requests, see Creating a request.
Adding a note to a user record
Find the user record to which you want to add a note and select it.
In the User record pane, click Notes.
Click New.
In the New note window, select Patron as the Note type from the drop-down list.
Enter a Note title in the box.
Optional: Enter any Details about the note in the box.
Check the boxes next to the apps for which you want the note to pop up.
Check out App
Users App
Click Save & close. The note is saved.
Overdue loans report
The Overdue loans report is a comma-separated values (CSV) file that displays all users with overdue materials.
In the User search results pane, click Actions > Overdue loans report (CSV). Depending on your browser and its configurations, the file automatically downloads or you are prompted to save it.
Claimed returned report
The Claimed returned report is a comma-separated values (CSV) file that displays all users with claimed returned materials.
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Fees/fines accordion if needed.
Select View all fees/fines to view the patron’s fines.
The Fees/fines modal will open. Click the fee/fine you wish to refund a payment for. It may be Open or Closed.
The Fee/fine details modal will open. Click Actions >Refund.
The Refund fee/fine modal will open. Enter the amount to refund (required). You can refund some or all of the fine amount. If you are only refunding part of the fine, FOLIO will automatically calculate the remaining amount.
Select the Refund reason (required) and enter Additional information for staff. The Additional information for staff box may be required if your library has configured that option.
Click Refund, then Confirm.
The modal will close, and the Fee/fine details page will update with the payment transaction.
Mark a fee/fine as error (Cancel fee/fine)
Staff with appropriate permissions can mark a fee/fine as an error; this has the effect of cancelling the fee/fine.
Note that an error can only be applied to a fine in an Outstanding payment status. Marking a fine as an error is intended to be used when the fine is charged as a result of a staff or system/error and as such none of it should be paid.
Find the user record to which you want to refund a payment and click it.
In the User record pane, expand the Fees/fines accordion if needed.
Select View all fees/fines to view the patron’s fines.
The Fees/fines modal will open. Click the fee/fine you wish to refund a payment for. It may be Open or Closed.
The Fee/fine details modal will open. Click Actions > Error.
The Confirm fee/fine cancellation modal will open. Enter Additional information for staff (required).
Click Confirm.
The modal will close, and the Fee/fine details page will update with the cancellation transaction.