This document reviews Patron Portal as of December 2022. For prior versions, please visit here.

Patron Portal is the self-service, customer interface allowing patrons to:

  • Create and edit reservations.
  • Renew current checkouts, view completed checkouts and canceled reservations.
  • View assigned and checked out resources.
  • View assigned Projects (requires Greenlighting App)
  • Access Checkout Center information, Certified Types, Group Membership and Invoice details.

Navigation Menu

Use the navigation bar to easily move through the application.

  • Home defaults to Upcoming Reservation, and can view Current Checkouts, Assigned Resources, and History
  • Reserve start a new Reservation or view the active allocation when editing or renewing
  • Projects view active Projects and only visible with Greenlighting
  • Access displays Certified Resource Types with the Certification Module and Group Membership
  • Centers provides Checkout Centers details and allows users to browse all authorized Centers
  • Billing displays all open and past invoices with the Billing Module
  • Help opens this documentation page

Home

Home screen defaults to Upcoming Reservations and provides allocation activity across all patron authorized Checkout Centers.

In mobile, click the view icon to open secondary menu to Current Checkouts, Assigned Resources, and History of completed and canceled Reservations across all authorized Checkout Centers.

Click the reservation to open details. 

 

Reserve

Reserve will start a reservation, or when editing a reservation or renewing checkout, the Reserve screen will display the active allocation to allow for users to navigate away and back to the allocation.

If starting a new reservation and the Checkout Center has a Message of the Day. See How to Create Reservation below.

If the Checkout Center prevents patrons with late checkouts, hold, signature on file, and/or open or over due invoices from making a reservation, patron will be greeted with an Alert message that those issues must be addressed before they can make a reservation. However, patron can browse the Checkout Center’s Catalogue by selecting the Centers menu option.

How to Create Reservation

Start reservations anywhere in Patron Portal and there are two ways: Reserve menu or New Reservation  ( icon in mobile).  Both ways follow the same process detailed below. To create a new reservation:

  1. Select Reserve or New Reservation  (icon in mobile).
  2. Select Checkout Center.
  3. Adjust the Start and End Times.
  4. Enter all required fields indicated by alert icon.
    • May include: Project, Group, Delivery Location, Class/Event Title, Required Custom Properties
    • For December 2022 & March 2023, click Show More to view optional fields.
    • May include: Project, Group, Delivery Location, Class/Event Title, Custom Properties, Allocation Notes
  5. Save the field by clicking the checkmark icon or save all below.
  6. To browse Catalog, click the Contents header or icon to browse.
    • For December 2022 & March 2023, click action  icon and select Add Items.
  7. Click through the Resource Types. To add one of this Type, click the Add icon. To add item, click the cart   icon.
    • Add options will appear based on the Checkout Center settings.
  8. Once item has been added, quantity in cart will update. In Catalog, the following icons may be available:
    • Navigate back to the top Catalog menu
    •   Search by keyword and view Resource Type list
    •   View bookmarked Resource Types
    •  Bookmark Resource Type for easy access
    • Scroll through the carouse
    • View attachments
    •  View availability of Resources
    • View Resource information (only available by Resource ID)
    • View Calendar available in the Dec 2023 Release for centers allowing individual resource reservations. Patrons can adjust the calendar view to month , week , or day .

9. Click to close Catalog and navigate back to the New Reservation screen.

10. Optional: Click  the ellipse    menu on the top left to open the secondary menu:

    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. See below for details.

11. Optional: To add attachments, click the icon in the Settings header

      • For December 2022 & March 2023, click action icon then Manage Attachment.

12. Address error/warning. Messages may appear if reservation violates policies, missing required information, or items unavailable. Errors must be addressed to save reservation.

        •  Unavailable items are indicated with an alert icon along with a Check for Replacement button. Resolve errors by selecting this option, remove item, or adjust start/end times. For those with the RRT, available Fallback Types will be suggested if Checkout Center has added Fallback Types.
        • To remove an item, select the remove  icon.
        • Users will be notified of unsaved edits or missing required information.

13. Ready to Save banner appears, click the disk icon to save reservation.

          • For December 2022 & March 2023, click action icon and Save Reservation. Save Reservation will save all reservation properties and contents.

Schedule Repeats

Checkout Center setting must allow for repeats, and Contents must be added to schedule repeats.

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

To Edit Reservation:

  1. Navigate to the Home   to view Upcoming Reservations.
  2. Click Reservation to open details.
  3. Click  the ellipse    menu on the top left.
    • For December 2022 & March 2023, click action icon.
  4. Select Edit CK-##.
  5. Edit reservations options may include:
    • Change Start and/or End Times
    • Add items or remove items
    • Add additional information
  6. Ready to Save banner appears, click the disk icon to save reservation.
    • For December 2022 & March 2023, click action icon and Save Reservation.
  7. Save Reservation will save all reservation properties and contents.

Please note:  Reservations can only be edited if Checkout Centers policies allow, and the Start Time must be outside of the Minimum Reservation Lead Time policy.  Additionally, if Patron Portal Reservations require approval, only those that have not yet been approved and outside of the Minimum Reservation Lead Time Policy can be edited. When Patron Portal Reservations Require Approval, Reservations with Pending Approval status can be canceled or edited. Reservations that have an Approved status can only be canceled and not edited in the Patron Portal.

Cancel Reservation

To cancel Reservation:

  1. Navigate to the Home   to view Upcoming Reservations.
  2. Click Reservation to open details.
  3. Click  the ellipse    menu on the top left.
    • For December 2022 & March 2023, click action icon.
  4. Select Cancel CK-##.
  5. Confirm cancellation and select Yes in the cancel reservation modal.

Renew Checkout

To renew Checkout:

  1. Navigate to Home   .
  2. Click the view icon in mobile then select Current Checkouts.
  3. Click the Checkout to open details.
  4. Click  the ellipse    menu on the top left.
    • For December 2022 & March 2023, click action icon.
  5. Select Renew CK-##.
  6. Editing Checkout screen will display the current Renewal Limit and Max Checkout Reserve limit available and any warnings to address.
  7. Adjust the End Time.
  8. Ready to Save banner appears, click the disk icon to save reservation.
    • For December 2022 & March 2023, click action icon and Save Reservation.
  9. Save Renewal will save all allocation properties and contents.

Renewals may be allowed depending on the Center’s policy settings. If Allow Self Service Renewals, Patrons can renew reservations provided they are within the Renewal Grace Period and Renewal Count Limit set in the Checkout Center Allocations tab.

Copy Checkout or Reservation

To copy an allocation:

  1. Navigate to Home   .
  2. Find the allocation in Upcoming Reservations, or click the view icon for Current Checkouts or History.
  3. Click the allocation to open details.
  4. Click the cart icon and Copy CK-##.
  5. New Reservation screen will appear with the items from the copy allocation in the Contents section.
  6. Adjust the Start and End Times, add additional items, and provide optional and required information
  7. Ready to Save banner appears, click action icon and Save Renewal. Save Renewal will save all allocation properties and contents.

Copying completed checkouts from your History will add the original Resources to a new Reservation.

Projects

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

  1. Greenlit: Approved Project. Patron can make a reservation to the Project.
  2. Yellowlit: Partial-Approved Project. Patron can make a reservation to the Project, but only an authorized operator can pickup a reservation with a Yellowlit project.
  3. Unapproved: Unapproved Project. Patron cannot make a reservation to the Project.

 

Access

View Certified Resource Types and the Checkout Centers that provide those items (requires Certifications Module). Users can also view their Groups and Section Memberships if enabled from WebCheckout’s Global settings. If any Center has Show Groups disabled, My Groups will not appear. Additionally, if the instance does not have Certification Module, Access menu will not be available.

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 tickets to the Checkout Center. Ticket Summary and Description are required fields. Attachments can be added and are Protected. Ticket will show the Patron as the Reporting Patron.

Patrons have access to open and patron authorized Centers only.

From the Centers view, users can start a reservation by clicking New Reservation  ( icon in mobile) or Reserve menu and follow process

Billing

Billing menu will include a counter of all open invoices, and the Billing page displays all current and past invoices. Click invoice to view details.