Creating a New Patron Record (Check Out (Circulation Desk) (Sierra)
Libraries can add new patrons through the Check Out (Circulation Desk) Function. When creating new patron records, it is best to use the patron record templates.
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Adding a New Patron Record
Choose the Check Out (Circulation Desk) function from the drop-down menu.
Click on the New icon.
You can also get to File | New Patron.
Depending on how the record templates are configured, a Sierra login will determine what is displayed. In this example, the Preferred Record Templates are set up to always Prompt for Record Templates, so this person will always see multiple choices. People would pick the template they want and click the Select button. A Sierra account can be set up to select one template and prompt for it each time automatically. See Record Templates for more information.
Next, your patron record template will display pop-up boxes for information you must fill out. Some patron record templates may automatically populate specific fields. Fill in the pop-up boxes and click the Next button for each one.
Generally, the first box that appears is the EXP Date (expiration date). This is the date the patron will no longer be able to check out or place a hold on physical items or eContent titles for your library. To enter a date, either type it in using the mm-dd-yyyy format or double-click in the white box to bring up the calendar (see below). Click Next.
When you bring up a calendar, the greater-than (>) symbol will advance the calendar by months. The double greater-than (>>) symbols will advance the calendar by years. You must pick a day by clicking on it. Click the OK button when finished.
The following pop-up boxes will depend on your library. The order in which the pop-up boxes appear depends on how the patron record template was created at your library.
Most libraries will use the following pop-up boxes to prompt for information.
The P Barcode is for the patron barcode from your library. You can scan or type the barcode into the box. Click Next.
The n PATRN NAME is for the patron’s name, which should be entered by last name or first name. Click Next.
Note that formatting is not standardized across all Marmot members. Your library can decide whether to use all caps or middle initials.
The a ADDRESS field does not distinguish how to enter the patron’s address. The first line is usually for the physical address or PO Box information. The second line is for the City, State, and Zipcode. Click Next.
The t TELEPHONE is used for the patron’s phone number. The system will not automatically insert parentheses or dashes. A phone number can be entered in a few different ways (970) 555-555 or 970-555-555. Important: Ensure you include an area code and hyphens when generating automatic hold slips. Otherwise, when you check in an item, you cannot print a slip. Click Next.
Note: The phone can be a notification preference, depending on the library’s procedures and workflow.
The z EMAIL ADDR is used to send notices to patrons. This field can be skipped if your patron does not have an email. Click Next.
Note: If a patron has no email address, you can change the notification preference from Email to None.
The PIN/Password sets a secure password to protect patron privacy. Passwords protect more than just the patron's reading history. They also protect personal contact information from potential identity theft or other crimes. Staff can use this field to assist patrons in changing their passwords. Staff can turn the screen to face the patron, allowing them to reset their password in Sierra.
Once you add the PIN field, the Set PIN field box will appear. Cultural use and acceptance of the word PIN imply a four-digit identification number. Although this is certainly better than nothing, Marmot decided to alter the language to reflect an even more secure and customized authentication token. Cultural use of the word PASSWORD implies an alpha-numeric token. Passwords also have generally accepted complexity standards, such as the use of uppercase and lowercase characters, numbers, and symbols, that you can direct patrons toward to encourage more secure authentication tokens.
Note: When staff enter passwords during record creation, they should use temporary passwords.
The Password Reset field enables staff to assist patrons in resetting their Sierra passwords and prompt them to change their passwords in Pika. This field could also reset a password for patrons who call in to ask for assistance.
The ideal functionality of the Password Reset field is as follows;
Staff set the field to a value of zero (0). Staff can also delete the Password Reset field to force a password reset in Pika.
Pika recognizes this value and knows that the patron should be prompted to reset their password when they log in to Pika.
After patrons reset their passwords, Pika updates the value in that field to a date (e.g., 01/06/2023) so that staff can determine the last date the password was reset.
This field was never meant to house the password itself. Staff can have patrons set their password in the PIN field.
Note: This functionality is currently under active development and is subject to change.
Note: Your library might also include PCodes. Refer to the Create Lists - Patron Fixed Field Definitions documentation to learn more about the PCodes in a patron record. Most libraries that use the PCodes will have them filled in, so anyone creating a patron record will not need to guess what PCode to use during the record creation process.
Once the patron record has been filled out, you will be able to make corrections. Once you are finished, click the Save/Close icon.
Note: Any fields not filled out will be hidden but can be added later.
Click on the Insert icon to bring up the Insert a non-MARC field box. Choose the field you would like to add from the drop-down menu. Enter the information and click the OK button. This will add a new field to the patron account. Click the Save/Close button to save the changes.
Accidentally Creating a Patron-on-the-fly Record
When creating a new patron record in Sierra using the Check Out (Circulation Desk) function, if you scan the new barcode into Sierra without first making the patron record, the Patron On Fly - New Patron box may appear.
If you do not have permission to edit a patron record during checkout, you might see the Set Permissions pop-up, which asks for a login and password. This means you will need someone with the proper permission to override the system and create a patron-on-the-fly record.
The patron record will automatically include the PMESSAGE for ON THE FLY. If you did not mean to create a Patron record this way, you can click on the Cancel New Record Creation button.
Navigate to the 'Add a New Patron Record' link to initiate the process correctly.
Related Documentation
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Renew (No Patron) Function (Sierra) (Marmot Knowledge Base)
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Search for Patrons Records (Sierra) (Marmot Knowledge Base)
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Delete a Patron Record (Sierra) (Marmot Knowledge Base)
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Prepare Overdues Report (Sierra) (Marmot Knowledge Base)
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System Generated Review Files (Create Lists) (Marmot Knowledge Base)
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Fines Paid Function (Sierra) (Marmot Knowledge Base)
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Notices (Sierra) (Marmot Knowledge Base)
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In Transit Too Long Report and Create Lists Import Barcodes (Sierra) (Marmot Knowledge Base)
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User Generated Macros (Sierra) (Marmot Knowledge Base)
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Check Out (Circulation Desk) (Sierra) (Marmot Knowledge Base)
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Check-in (No Patron) (Sierra) (Marmot Knowledge Base)
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Creating a New Patron Record (Check Out (Circulation Desk) (Sierra) (Marmot Knowledge Base)
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Editing a Patron Record (Check Out (Circulation Desk)) (Sierra) (Marmot Knowledge Base)
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Offline Circulation Process (Sierra) (Marmot Knowledge Base)
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Check Out (Circulation Desk) Item on the Fly (Sierra) (Marmot Knowledge Base)