Patrons, sometimes referred to as borrowers or users, are managed in Infiniti. Patrons have profiles which determine how they access and interact with your catalogue. Patron management tasks include: patron registration and edit (either manually one by one, imported manually by reading a suitable CSV import file, or uploaded automatically by preparing a suitable CSV file). The patron import allows you or your IT Manager to import and update library patrons with data from your school's administration system or other source into Infiniti. This is an interactive facility which is run as required by you or your IT Manager.


All patrons require a basic profile to be registered. Patron profiles can also be registered or updated via manual entry, manual import or non-interactive import. After registration, you can record patron contacts for email correspondence. Patron profiles can also be permanently removed from Infiniti.


Manual Patron Registration

 

Go to: Settings> Users

  1. Clickto register a new patron. You can also edit an existing patron profile.
  2. Populate the fields with required data. Note: Fields tagged below in Field Descriptions with * are mandatory.
  3. Type the patron's Primary Email if known. Note: This might be the patron's email address or the email address of the patron's parents. The primary email address is the address that will be used to communicate with the patron for a range of services including notices for overdue loans and held reservations. For younger students this may be the email address of a parent or guardian. For older students this will be probably be their private email address. Record the primary email address as required. Patrons can have multiple email addresses associated with their profile.
    Note: Invalid email addresses can cause emails to bounce and in turn these bounces can disrupt email communication. Infiniti checks your patron profiles for invalid email addresses every 24 hours and, if detected, your school's email service will be disabled and you will be notified.
  4. Enabled * to ensure the patron has login access.
  5. If this patron's access should be blocked after a specific date, set Until date. This date is used to calculate the Last Due Date for loans to patrons who are leaving at a random time during the year. Note: If no date is set the patron's access will not be blocked nor will their loans be date restricted. This data element is not importable.
  6. Staff Member * if appropriate. Note: Checking Staff Member box does not add the patron to the Staff Library Group.
  7. Generic - only tick if this profile is for anonymous access to the OPAC or for embedded links. Do not configure staff members or students as generic. Note: You can have multiple generic accounts for different types of access for either library search stations or for internet accessible widgets.
  8. Assign correct Cohort * (Class of YYYY) if patron is a student.
  9. If patron is a student, choose Form Class from the drop-down list.
  10. Choose a Presentation Group as required. Note: Patrons may belong to only one Presentation Group.
  11. Choose a Library Group as required. Note: Non-student patrons must belong to a Library group to participate in circulation. If not added here, you must add the patron to a library group via access control. (eg. Staff)
  12. Choose System Groups dropdown to give basic privileges to patron:
    1. Library Users  - base privilege and mandatory for all users to login, search the catalogue, and access profile information. Note: All patrons must be in Library Users as a basic privilege; other system group membership is in addition to Library Users.
    2. Library Circulation Only  - read about circulation users here - one or more can be added on to provide ability to Issue and return either for Self, or for others.  
    3. Can Override blocks -  Library Circulation only role does not allow overriding blocks but this role can be added to allow overrides
    4. Librarian - access to all library management functions, but not the User menus under the Settings cog. Replaces Library Circulation Only with full access to all library functionality
    5. System Administrator - access to all administration functions and all library management functions - highest privileges
  13. CheckNew Input Form if you wish to add another patron.
  14. Clickto register patron and save the profile.
  15. Add patron email and other contact emails for correspondence as required.

Note: Patrons must have a unique Library Barcode to search/borrow and a unique Admin System Id is required for patron photos.

 

Bulk Add Staff Patrons or Non-Student Patrons to a Library Group

 

Go to: Configure  > Library > Access Control > Library Groups

  1. Locate the correct Library Group or.
  2. Clickto populate this group with members.
  3. Search for registered patrons in the Available list and click to move to the Selected list.
  4. Click.
  5. The new members will be assigned the circulation Rights for this group.

 

 Edit an Existing Patron

 

Go to: Settings> Users

  1. Choose Users on the menu.
  2. Search for part of patron's Name or Username.
  3. Locate the patron you wish to edit and click their {name}.
  4. Edit required fields. Note: Fields with an * are mandatory.
  5. All Users must have 'Library Users' group chosen to be active; add 'Librarian' for library staff and/or 'System Administrator' for those wishing to work in the Settings area, e.g., IT and Library staff.
  6. Clickto register patron and save the profile.
  7. Add patron email and other contact emails for correspondence as required.


Import Patron CSV File


Go to: Settings> Users > Import


There are two (2) patron user import options. Both require a CSV file:

  • Interactive (manual) import - periodic manual export of profile data from a student administration system and subsequent manual import into Infiniti front end.
  • Non-interactive (automatic import) - periodic export of profile data from a student administration system and subsequent push of import into Infiniti back end.

Note: The non-interactive import facility is available as an alternative option for interactively importing patrons. You should read the information below before using the non-interactive patron import.


Manual Import File Pre-checks

  • Decide which data elements will be updated. Every CSV import file must include the username (matching key) and a least one other data element. Note: If the username matches an existing username in Infiniti, the existing profile record will be updated. If the username does not match an existing username in Infiniti, the a new profile record will be created unless the check finds Library barcodes and/or Admin Ids in the file that have already been used by different Usernames in Infiniti.  These records will be highlighted pink on the Preview screen and will not be imported.  The Usernames in Infiniti will have to be updated to match the import file if they are not correctly aligned.
  • Check your Academic Period is set to the current Academic year.
  • Check you have the Cohorts created for the importing cohorts, e.g., 20xx for incoming new students.
  • Review CSV file import structure in Infiniti. Note: CSV file column order is critical for success. The CSV file column order must match the column order indicated you have chosen on the import page in Infiniti. Drag the columns on this page to match your CSV import file. Mismatched column order will result to invalid data recorded for each profile and may prevent the import from processing to completion.
  • To ensure single sign on (SSO) capability, ensure that usernames in the CSV import file match those already in Infiniti, i.e., each patron's username in the CSV import file matches their current Infiniti Username in Infiniti and their network logon ID, Google or other authentication system. The formula is Infiniti Username = CSV import file username = authentication system ID. Note: Failure to ensure usernames match may result in duplicated users and failed SSO.
  • Import staff and students in separate files.


Preparing Import Data


Do you have your CSV data file from your student administration system? 

  • Choose 'I am adding or updating users' option
  • Check your column labels in the CSV file match those you have chosen and that the columns are in the same order. 
  • Check the list below to see which fields are mandatory
  • New Users require a full import of all their fields, including Graduating year, Enabled, Staff member.  Existing users may be imported in a separate csv file with just Username and eg. Form class if that is all that requires updating.

Field Descriptions
  1. Username *- is the mandatory matching key for updating an existing user record or creating a new user - may be the same as your network logon if SSO required, Library barcode or Admin. ID. if SSO not required. Note:  there is a separate option on this update screen to align existing Username to a new Username.
  2. Password -  if importing an internal Infiniti password, it is case sensitive and must have a minimum length of 8 characters. Note: An Internal password is not required if your school is using SSO.  Infiniti will fall back on this password if outside the School network and SSO not available.
  3. Primary email address - main email address for this patron; optional. Note:  all other contacts for patron use the Contacts import
  4. Library Barcode * - mandatory for borrowing; can be the same as Admin Id or Username but must be unique to this patron.
  5. Admin System ID = your school administration system code for each user; used to match photos named AdminId.jpeg.
  6. Gender - the patron's gender.  M, F or blank.
  7. Given name - the patron's given name or first name.
  8. Middle name - the patron's middle name; optional
  9. Preferred name - the patron's preferred name; optional
  10. Surname*- the patron's surname or family name.
  11. Enabled *- Y, yes, true, 1 = active, N, no, false, 0 = inactive. Note: This data is mandatory for all new users.
  12. Staff Member *- Y, yes, true, 1 = staff member or N, no, false, 0 = non staff. Note: This data is mandatory for all new users including students.
  13. Generic - only tick if this profile describes an anonymous OPAC user.
  14. Graduating year year the student will graduate from the top year level at your school, e.g., 2019, 2031. Note: Mandatory for all students if importing a full record. Not applicable or required for non-academic users, e.g., staff or parents.  Non-academic users must be imported in a separate csv file.
  15. Campus - optional - only used if multiple Campuses in use and is the patron's primary campus if in use. Note: Import ID for the Campus must be used in the csv file Campus column eg.    this is found in Settings cog > enrolment > Campus > edit required campus.   Patrons can be assigned to only one campus. This field is only displayed if you have defined campuses. 
  16. Form class - sub-groups for Current Academic period - optional and if used, will import into the currently set Academic period, e.g., 2019. Note: Not applicable to non-academic users, e.g., Staff.
  17. Presentation Group - optional - the patron's presentation group if in use. Note: The presentation group must be a current, valid presentation group added in Settings cog > Users > Display > Presentation Groups

 

Hints and Tips

  • You can drag the column headings on the Infiniti import screen to match your data import file column order.
  • If a column of data contains leading "zeros”, the column must be formatted as text, e.g., numerical ID’s ("0001234") or form classes ("06"). In Excel right click on the column > format cells> number tab > text > OK.
  • Make sure there are no formulas or filter on your data columns.  
  • The header row can be left in the import file. It will not import but will be displayed as an invalid line, however it will not stop the other rows in the data file from importing.
  • Infiniti will create any new Form classes from the file and remove students from old Form classes in the import process. 


A spreadsheet containing student and teacher samples can be found here.


Note: Always check the Preview columns are aligned exactly with the data before processing. If in doubt, Close the update, check the file and start again.


Import New or existing Users


Go to: Settings> Users > Import


Once you have your Excel file saved in CSV format you are ready to follow the next steps to import your users: 



Note: It is imperative that Username matches for existing users being updated, as using a different Username than the one already recorded in Infiniti will create a new record for that patron. Use this link to align Usernames if needed before an import of existing patrons.

  1. Choose to add or update existing users.
  2. On the Users tab, Select all is checked by default - Deselect all fields to start with a clean import screen
  3. Tick fields to build your list of Import fields - this must match the order and number of your csv file columns or you will receive a message to this effect
  4. If columns are not in the same order as the screen fields, use the template of field names to drag and drop the columns to match your CSV file column order
  5. Clickto browse your computer network to find your CSV file. Click the Open button in the browse file screen
  6. Click onbutton to ensure your data is aligned under the correct headings. Any invalid lines will be highlighted pink and you may hover over the line to see why the record cannot be imported. 
  7. If you need to make a change to the csv file, click , make the changes, and repeat this step.
  8. If all lines on the screen remain unchanged and the only invalid line (pink) is the Header line, then you may clickto import the file.
  9. The screen will give you a message to say your import is successful and the number of added, updated, invalid, and total records will be displayed. 
  10. New users added will be highlighted green in the list, updated users are yellow, and invalid users are pink.

Change Usernames for existing patrons

You can choose to change existing usernames to new values. This is usually done to enable single sign on.


Blacklisted Email Addresses


Patrons with invalid email address will beblacklisted by Amazon Web Services (AWS) when using email server. Blacklisted patrons can only be reinstated if their email address is corrected. Blacklist alerts also display on Circulation.