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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User. Any person who interacts with or performs tasks in FOLIO.
User record. Contains contact information and identifiers for an individual user. User records exist for both patrons and library staff. For a list of all information contained within a user record, see Viewing a user record.
Permission. Value assigned to a user, which grants them access to FOLIO records or allows them to carry out specific tasks in FOLIO.
Permission set. A group of permissions that allows a user to perform a specific set of tasks. For example, you may want to group certain permissions together to create job-specific permissions sets. Permission sets are defined by your library in Settings > Users > Permission sets.
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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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The User permissions section displays all permissions assigned to the user record. For more information on assigning permissions, see Assigning permissions to a user record.
Service points
The Service points section displays all service points assigned to the user record, including the user’s Service point preference, if applicable.
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The Notes section displays any notes about the patron. For more information on notes, see Adding a note to a user record.
Editing a user record
To edit the User information, Extended information, or Contact information section in a user record, follow these steps:
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