Patron Portal

This document reviews Patron Portal as of June 2024. For prior versions visit here.

Create a New Reservation

Reservations can be started anywhere in Patron Portal. Both ways follow the same process detailed below. To create a new reservation:

1. Press the new reservation button in the Header or New Reservation (icon in mobile) menu option.
2. Select the Checkout Center for the reservation.

You are now viewing the New Reservation screen.

The screen in broken into two sections, the Reservation Details and the Contents.

Optional: You can click the ellipse menu on the top left to open the secondary menu:

1. 1. Message of the Day: Prompt the Center’s MOTD
   2. Center Calendar: View today and the next 6 days business hours
   3. View Timeline: View the schedules of the items added to the reservation
   4. Manage Repeats: Schedule repeat reservations. [More]

Reservation Details

1. First adjust the Times for your reservation as needed.
2. Enter all required fields indicated by alert icon.
   • Click Show More to view optional fields.
   • May include: Project, Group, Delivery Location, Class/Event Title, Custom Properties, Allocation Notes
3. Save the details by clicking the checkmark icon or save all at the bottom of the section.

Attachments

Some Centers may request or require that you provide attachments for your reservation, or they may add attachments for your review. If enabled, these are managed by using the paperclip icon next to the Reservation summary.

Contents

The Contents section lists the Items in the reservation or checkout. Items are added to the Reservation by using the Resource Catalog. If you don’t have any items in the Reservation yet you will be directed to the catalog.

Items will be listed by type and grouped based on the state of the item.

The list of items in the Contents may be filtered (for display only) by adding text in the Filter Contents field.

You may always reopen the Catalog by pressing the Browse Catalog button beside the filter field.

The Resource Catalog

The resource catalog breaks resources up by types and subtypes. When viewing a type you will see its subtypes (if any) as well as the resources of that type.

Bookmarks for specific types can be added for your convenience by clicking the Star icon next to a type name . These bookmarks will be available to you every time you enter that checkout center’s Catalog.

The search button helps you to search for specific items and types. For your convenience, the number of items in your reservation is always available in the Catalog header.

Adding Items

Individual items may be added to your reservation by clicking either thebutton to add one of the type, or the to add a specific item. The number of items of the type on your reservation will be visible on the type detail. In the image below, the first item of the type has already been added to the reservation.

A few other important options.

• To view availability of Resources
• To view Resource information (only available by Resource ID)
• To view Resource Calendar for centers allowing individual resource reservations. Patrons can adjust the calendar view to month , week , or day .

Validation

Reservations with errors cannot be submitted. If you see the following message, there are errors left to address.

Messages may appear if the reservation violates policies or one or more items are unavailable.

Unavailable items are indicated with an alert icon button.

Resolve errors by removing the item, adjusting the start/end times, or clicking the icon for a set of options.

If you have not entered all the required details, but there are no other errors, you will see the following message.

Removing Items

Items may be removed from your reservation by clicking the X button next to the item.

If you are removing an already saved reservation item, removal can be undone before submitting. If you just added the item to the reservation, removal happens immediately.

Finishing Up

When the reservation is ready to be saved you will see the following at the bottom of the screen

Click Submit Reservation and confirm to save. Failing to Submit will result in lost work.

Requests

Some Checkout Centers allow Patron to Request items instead of Reserving them. Requests are not guaranteed and are a way to add items that otherwise could not be reserved due to availability or permissions.

Requests are represented with an outstretched hand icon.

• Add Request:
• Remove Request:

Scheduling Repeating Reservations

When Checkout Center policy allows for repeats and resources are added to Contents, repeats may be scheduled. Press the Manage Repeats button.

1. Select On and then the start Date or
2. Select Every and select day of week within a start and end date range.
3. Click Add then close the modal.

Edit an Existing Reservation:

When Checkout Center policy allows, Reservations may be edited providing the Start Time is sufficiently before the configured Minimum Reservation Lead Time.

Edit reservations options may include changing the Start and/or End Times, adding and removing items, and adding additional information.

To Edit a Reservation:

1. Navigate to the Home .
2. Find the Reservation in Upcoming Reservations.
3. Click the Reservation to open details.
4. To edit the Reservation..
   1. In mobile, click the cart icon and Edit CK-##.
   2. On the desktop select Edit CK-## from the menu on the left.
5. See Create a New Reservation for details on completing and saving your edits.

Please note: If Patron Portal Reservations require approval, only those that have not yet been approved and which meet the Minimum Reservation Lead Time Policy can be edited. Reservations that have an Approved status can only be canceled and not edited in the Patron Portal.

Cancel a Reservation

To cancel Reservation:

1. Navigate to the Home .
2. Find the Reservation in Upcoming Reservations.
3. Click the Reservation to open details.
4. To cancel the Reservation..
   1. In mobile, click the cart icon and Cancel CK-##.
   2. On the desktop select Cancel CK-## from the menu on the left.
5. Confirm cancellation by selecting Yes in the cancel reservation modal.

Renew a Current Checkout

When Checkout Center policy allows, renewals may be allowed in Patron Portal. If allowed, Patrons can renew reservations provided they are within a set the Renewal Grace Period and that they do not renew a reservation beyond the Renewal Count Limit.

To renew Checkout:

1. Navigate to Home .
2. Find the allocation in Current Checkouts.
3. Click the Checkout to open details.
4. To create the copy…
   1. In mobile, click the cart icon and Renew CK-##.
   2. On the desktop select Renew CK-## from the menu on the left.
5. Editing Checkout screen will display the current Renewal Limit and Max Checkout Reserve limit available and any warnings to address.
6. Adjust the End Time and save your changes.

Copy an Existing Reservation or Checkout

To copy an allocation:

1. Navigate to Home .
2. Find the allocation in Upcoming Reservations, Current Checkouts or History.
3. Click the allocation to open details.
4. To create the copy…
   1. In mobile, click the cart icon and Copy CK-##.
   2. On the desktop select Copy CK-## from the menu on the left.
5. A new Reservation screen will appear with the items from the copy allocation in the Contents section.
6. See Create a New Reservation for details on completing and saving your copy.

Home

The home screen shows your Upcoming Reservations, Current Checkouts, Assigned Resources, and History of completed and canceled Reservations across all authorized Checkout Centers.

Click a reservation to open details.

Projects

For those with Projects enabled, view active, assigned Projects along with Project Status. Project Status provides finer control to manage project related reservations. Project Status is managed in Greenlighting and include:

1. Greenlit: A fully approved Project. Patrons can make reservations for the Project and are authorized to pick those reservations up.
2. Yellowlit: A partially approved Project. Patrons can make a reservation for the Project, but are not yet authorized to pick those reservations up.
3. Unapproved: Patrons are not yet allowed to make reservations for the Project.

Access

Users can also view their Groups and Section Memberships if enabled from WebCheckout’s Global settings. View Certified Resource Types and the Checkout Centers that provide those items (requires Certifications Module).

Centers

Select the Centers icon to view hours of operations, contact information, view Catalog, and important reservation information such as the Message of the Day. Once in the Checkout Center, select the view icon for additional information such as:

• Message of the Day: Important announcements and updates from the Checkout Center.
• Reservation Information: Review specific policies or reservation requirements.
  
• Report a Problem: Submit a trouble ticket to the Checkout Center. Ticket Summary and Description are required fields. Attachments can be added and are Protected. Ticket will record the Patron as the Reporting Patron.

Patrons have access to open and patron authorized Centers only.

Billing

The Billing menu will display a count of all open invoices, and the Billing page displays all current and past invoices. Click on an invoice to view details.