The Users section in the Settings app provides configuration options for managing user records, including user information, patron blocks, fee/fine processing, permissions, and service points.
Table of Contents
Settings > Users > Permission sets
Use this setting to create permission sets for your library. Permission sets are customized collections of permissions that can be assigned to users. For example, you can create permission sets that correspond to specific job roles and assign the set, rather than each individual permission, to all library staff with that role.
Additionally, if permissions change because of a new release, a FOLIO administrator can edit the permission set for a particular role to update the assigned permissions. The change to the permission set then propagates out to the users who have that permission set assigned, and the administrator doesn’t have to update permissions for each individual user.
Creating a permission set
In the Permission sets pane, click New.
To name the permissions set, enter a Permission set name.
Optional: Enter a Description of the permission set.
Under Assigned permissions, click Add permission.
In the Select Permissions dialog, check the box next to each permission you want to assign to the permission set. You can also add an existing permission set to another permission set.
Click Save & close. The permissions are added to the set.
Click Save & close. The permission set is saved.
Editing a permission set
Find the permission set you want to edit and select it.
In the permission set pane, click Edit.
Make your desired changes to the permission set.
Click Save & Close.
Deleting a permission set
Note: A permission set can be deleted even if it is currently assigned to a user. Deleting the permission set removes it from the users to whom it was assigned.
Find the permission set you want to delete and select it.
In the permission set pane, click Edit.
In the Edit window, click Delete.
In the Delete permission set dialog, click Delete. A confirmation message appears and the permission is deleted.
Settings > Users > Patron Groups
Use this setting to create patron groups for your library. Patron groups are classes of library users. For example, you may want to create a patron group called Faculty or Undergraduates.
Only one patron group can be assigned to a user record. Patron groups are also used to create Circulation rules.
Creating a patron group
In the Patron groups pane, click New.
Enter a name for the Patron group in the box. Patron group names need to be unique.
Optional: Enter a Description of the patron group.
Click Save. The patron group is saved.
Editing a patron group
Find the patron group you want to edit and click the pencil icon.
Make your changes to the Patron group or Description.
Click Save. The patron group is saved.
Deleting a patron group
A patron group can only be deleted if it is no longer applied to any user records. To delete a patron group, you should first check to be sure that no users are currently assigned to that group.
To see the number of user records assigned to a patron group, complete the following:
In the Users app, in the User search pane, select the checkbox next to the appropriate Patron group. The list of user records assigned to that patron group appears in the User search results pane. The number of records found displays at the top of the pane.
To delete a patron group, follow these steps:
In the Settings app, select Users > Patron groups.
In the Patron groups pane, find the patron group you want to delete and click the trash can icon.
In the Delete Patron group dialog, click Delete. A confirmation message appears and the patron group is deleted.
Settings > Users > Address Types
Use this setting to configure address types. Address types are used to categorize the addresses that are entered in the Contact information section of a user record. For example, you may want to create the address types: office, work, or home address.
Note: Address types should be first configured here before bulk loading of patrons occurs if mailing addresses are to be stored.
Creating an address type
In the Address Types pane, click New.
Enter a name for the Address Type in the box. The Address Type must be unique.
Optional: Enter a Description of the Address Type.
Click Save. The Address Type is saved.
Editing an address type
Find the Address Type you want to edit and click the pencil icon.
Make your changes to the Address Type or Description.
Click Save. The Address Type is updated.
Deleting an address type
Find the Address Type you want to delete and click the trash can icon.
In the Delete Address Type dialog, click Delete. A confirmation message appears and the Address Type is deleted.
Settings > Users > Departments
Use this setting to configure departments. Departments can be added in the Extended information section of a user record. For example, you may want to add departments to reflect library staff or faculty’s departments.
Creating a department
In the Departments pane, click New.
Enter a Name for the department in the box.
Enter a department Code in the box.
Click Save. The department is saved.
Editing a department
Find the department you want to edit and click the pencil icon.
Make your changes to the Name or Code.
Click Save. The department is updated.
Deleting a department
Find the department you want to delete and click the trash can icon.
In the Delete Department dialog, click Delete. A confirmation message appears and the department is deleted.
Settings > Users > Profile pictures
This field in the user record is not being developed at this time.
Settings > Users > Custom fields
Use this setting to configure custom fields, which you can add to the user record to track additional information about the user not already recorded.
Creating a custom field
In the Custom fields pane, click New.
In the Edit custom fields pane, in the Accordion title box, enter the name of the user record section, which contains the custom fields you add below.
Click Add custom field and select the type of field you want to create: Checkbox, Multi-select, Radio button set, Single select, Text area, or Text field.
Configure the custom field.
Optional: To add additional custom fields, repeat steps 3-4.
Click Save & close. The custom field(s) are saved.
Editing a custom field
In the Custom fields pane, click Edit.
In the Edit custom fields pane, make your changes to the custom fields.
Click Save & close. The custom field(s) are updated.
Deleting a custom field
Note: Custom fields can be deleted if they are in use, but any information tied to the fields is also deleted.
In the Custom fields pane, click Edit.
In the Edit custom fields pane, next to the custom fields you want to delete, click the trash can icon. Clear out all of the fields to remove the accordion from appearing in user records.
Click Save & close.
In the Delete field data dialog, click Save & lose data.
Settings > Users > Owners
Use this setting to configure the fee/fine owners at your library. A Fee/fine owner is the agent or office that manages fines for FOLIO transactions. Fee/fine owners collect fees/fines for FOLIO service points.
Libraries may use these in different ways, such as creating a fee/fine owner for each service point, or creating a fee/fine owner for each library’s accounting office, that may collect fee/fines for multiple service points.
When manually creating a fee/fine, Fee/fine owner is a required field.
Creating a fee/fine owner
In the Fee/fine: Owners pane, click New.
Enter a name for the Owner in the box.
Optional: Enter a Description about the owner.
Optional: Select any Associated service points. If no service point is associated with the owner, they can be used at any service point.
Click Save. The fee/fine owner is saved.
Editing a fee/fine owner
Find the owner you want to edit and click the pencil icon.
Make your changes to the Owner, Description, or Associated service points.
Click Save. The owner is updated.
Deleting a fee/fine owner
Find the owner you want to delete and click the trash can icon.
In the Delete Fee/fine Owner dialog, click Delete. A confirmation message appears and the owner is deleted.
Settings > Users > Manual charges
Use this setting to configure fee/fine types. For example, fee/fine types could be overdue fines, processing fees, or lost item fees. When manually creating a fee/fine, Fee/fine type is a required field.
Creating a fee/fine type
In the Fee/fine: Manual charges pane, select the Fee/fine Owner from the drop-down list.
Optional: Click Edit to assign a Default Charge Notice and/or Default Action Notice to the template and click Save.
Click New.
Enter a name for the Fee/Fine type.
Optional: Enter the Default Amount for the fee/fine.
Optional: Select a Charge Notice.
Optional: Select an Action Notice.
Click Save. The fee/fine type is saved.
Editing a fee/fine type
Find the fee/fine type you want to edit and click the pencil icon.
Make your changes to the manual charge.
Click Save. The manual charge is updated.
Deleting a fee/fine type
Find the fee/fine type you want to delete and click the trash can icon.
In the Delete Fee/fine Type dialog, click Delete. A confirmation message appears and the fee/fine type is deleted.
Settings > Users > Waive reasons
Use this setting to configure waive reasons. When waiving a fee/fine, Waive reason is a required field.
Creating a waive reason
In the Fee/fine: Waive reasons pane, click New.
Enter a name for the Reason in the box.
Optional: Enter a Description about the waive reason.
Click Save. The waive reason is saved.
Editing a waive reason
Find the waive reason you want to edit and click the pencil icon.
Make your changes to the Reason or Description.
Click Save. The waive reason is updated.
Deleting a waive reason
Find the waive reason you want to edit and click the trash can icon.
In the Delete Waive reason dialog, click Delete. A confirmation message appears and the waive reason is deleted.
Settings > Users > Payment methods
Use this setting to configure payment methods. Payment methods are fee/fine owner specific. When paying a fee/fine, Payment method is a required field.
Creating a payment method
In the Fee/fine: Payment methods pane, select the Fee/fine Owner from the drop-down list.
Click New.
Enter a Name for the payment method.
Select whether a Refund method allowed.
Click Save. The payment method is saved.
Editing a payment method
Find the payment method you want to edit and click the pencil icon.
Make your changes to the Name or Refund method allowed.
Click Save. The payment method is updated.
Deleting a payment method
Find the payment method you want to edit and click the trash can icon.
In the Delete Payment method dialog, click Delete. A confirmation message appears and the payment method is deleted.
Settings > Users > Refund reasons
Use this setting to configure refund reasons. When refunding a fee/fine, Refund reason is a required field.
Creating a refund reason
In the Fee/fine: Refund reasons pane, click New.
Enter a Name for the refund reason.
Optional: Enter a Description about the refund reason.
Click Save. The refund reason is saved.
Editing a refund reason
Find the refund reason you want to edit and click the pencil icon.
Make your changes to the Name or Description.
Click Save. The refund reason is updated.
Deleting a refund reason
Find the refund reason you want to edit and click the trash can icon.
In the Delete Refund reason dialog, click Delete. A confirmation message appears and the refund reason is deleted.
Settings > Users > Comment required
Use this section to configure whether comments are required when fees/fines are paid, waived, refunded, or transferred. By default, comments are not required.
Require comment when fee/fine fully/partially paid
To require a comment when a fee/fine is fully or partially paid, under Require comment when fee/fine fully/partially paid, select Yes. A confirmation message appears and the comment setting is saved.
Require comment when fee/fine fully/partially waived
To require a comment when a fee/fine is fully or partially waived, under Require comment when fee/fine fully/partially waived, select Yes. A confirmation message appears and the comment setting is saved.
Require comment when fee/fine fully/partially refunded
To require a comment when a fee/fine is fully or partially refunded, under Require comment when fee/fine fully/partially refunded, select Yes. A confirmation message appears and the comment setting is saved.
Require comment when fee/fine fully/partially transferred
To require a comment when a fee/fine is fully or partially transferred, under Require comment when fee/fine fully/partially transferred, select Yes. A confirmation message appears and the comment setting is saved.
Settings > Users > Transfer accounts
Use this setting to configure transfer accounts. Transfer accounts are used when your library needs to transfer transactions (for charge or credit) to entities outside of the library. For example, a transfer account may be the bursar’s office or a collection agency.
Creating a transfer account
In the Fee/fine: Transfer accounts pane, select the Fee/fine Owner from the drop-down list.
Click New.
Enter a Name for the transfer account.
Optional: Enter a Description of the transfer account.
Click Save. The transfer account is saved.
Editing a transfer account
Find the transfer account you want to edit and click the pencil icon.
Make your changes to the Name or Description.
Click Save. The transfer account is updated.
Deleting a transfer account
Find the transfer account you want to edit and click the trash can icon.
In the Delete Transfer account dialog, click Delete. A confirmation message appears and the transfer account is deleted.
Settings > Users > Conditions
Automatic patron blocks allow the library to set limits that are automatically enforced. The limits are calculated in real time and displayed in the same areas as manual blocks. Patrons can be automatically blocked from checking out, renewing, and/or requesting.
Automatic patron blocks are displayed in the Users app in the Patron blocks section of a user record. Depending on which actions are blocked, the blocks also display in the Check out app after patron barcode entry or patron look-up or if an item barcode is scanned, in the Users app Loans section if you want to renew an item, and in the Requests app after a patron barcode/patron look-up.
The patron block is automatically removed once the patron falls below the limit.
Note: Conditions and limits have to be in place in order for automated patron blocks to work.
Conditions/Limits categories
Conditions determine what actions patrons are barred from doing once they hit the limits as outlined for their patron group in Settings > Users > Limits.
These are all the categories for which you can set conditions and limits:
Maximum number of items charged out
Maximum number of lost items
Maximum number of overdue items
Maximum number of overdue recalls
Maximum outstanding fee/fine balance
Recall overdue by maximum number of days
Create patron block conditions
In the Conditions pane, select the condition you want to configure.
In the condition pane, select the actions that occur when the defined limits are exceeded: Block borrowing, Block renewals, and/or Block requests.
Enter a Message to be displayed.
Click Save. A confirmation message appears and the block condition is saved.
Editing patron block conditions
In the Conditions pane, select the condition you want to edit.
In the condition pane, make your changes to the condition.
Click Save. A confirmation message appears and the block condition is saved.
Removing patron block conditions
In the Conditions pane, select the condition you want to remove.
In the condition pane, clear out any blocks and messages.
Click Save. A confirmation message appears and the block condition is saved.
Settings > Users > Limits
Limits determine the maximum number of materials, recalls, fee/fines, or overdues, that when reached, the conditions you configured in Settings > Users > Conditions are applied to a patron’s account. Limits are established based on patron groups.
Create patron block limits
In the Limits pane, select the patron group for which you want to configure limits.
In the patron group pane, enter a limit for each category. Leave the field blank if you do not want to set a limit for a certain category.
Click Save. A confirmation message appears and the block limits are saved.
Edit patron block limits
In the Limits pane, select the patron group with the limits you want to edit.
In the patron group pane, make your changes to the limits.
Click Save. A confirmation message appears and the block limits are saved.
Remove patron block limits
In the Limits pane, select the patron group with the limits you want to remove.
In the patron group pane, clear out the limits.
Click Save. A confirmation message appears and the block limits are saved.