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Version: 3.4.x

Reservations Management

Once configured, the reservation system runs mostly automatically during the standard Check-in (Return) process. However, administrators can monitor and manage the queue manually.

1. The Reservation Lifecycle​

Step 1: Placing the Hold​

  • Via OPAC: A logged-in user searches for a book, sees it is "On Loan", and clicks Reserve.
  • Via Staff: An operator can place a reserve for a user through the Circulation > Reserve menu if the user is present or calls via phone.

Step 2: The Return (Trigger Event)​

The most critical step happens at the Circulation Desk.

  1. A patron returns a book that has a waitlist.
  2. The operator scans the barcode in the Return module.
  3. System Alert: A popup appears: "This item is reserved for [User Name]".
  4. Action: The operator clicks Confirm to print the slip and set the item status to "On Hold" (waiting pickup).
  5. Notification: The system automatically sends the "Item Available" email to the user.

Step 3: Pickup (Loan)​

  1. The requesting user arrives to collect the book.
  2. The operator performs a standard Loan.
  3. The system links the reservation to this loan and clears the hold from the queue.

2. Managing the Queue​

Sometimes users cancel requests or permissions change. You can manage active reservations manually.

Access: Circulation > Reserves > Database Manager

  • Browse: View all active reservations ordered by date or title.
  • Cancel: Select a reservation and delete it. This is necessary if a user says they no longer need the item.
  • Reorder: In some versions, you can adjust the priority of users in the queue.

3. Maintenance: Expired Reservations​

If a user does not pick up their book within the designated time (e.g., 2 days), the item should go to the next person or back to the shelf.

Script: Cleanup / Expired Holds

  • This utility (available in the Maintenance menu) checks the "Hold Date" against the system date.
  • If the pickup period has passed, it cancels the reservation and updates the status to "Available" (or notifies the next user).

:::tip Best Practice Run the Expired Holds routine daily to prevent books from sitting on the hold shelf indefinitely. :::