Patron Notes and Messages

Notes and messages on patron accounts can be staff facing or patron facing. As of 24.05, custom emails can be generated from patron accounts.

Using and customizing notes and messages is documented in the Koha manual.

1. Internal notes and messages
   
2. OPAC notes and messages
   
3. Customizing notes and messages
1. This uses the authorized value BOR_NOTES
   

Permissions

A system preference linked to messages in Koha, AllowAllMessageDeletion, decides if the staff should be able to delete messages added from other libraries. Being able to add and delete messages is tied to the Add, Modify, and view patron information (edit_borrowers) permission in Koha.

Libraries Using Aspen with Koha

Additional configuration is needed to make OPAC notes and messages visible to patrons in Aspen. Instructions can be found in the Aspen Help Center Library Systems page. Scroll to ILS/Account Integration and click on the section titled Messages - Koha only.

Send a Welcome Email

Koha can automatically send an email to newly registered patrons. The system preference: AutoEmailNewUser : if set to “send” will email your new registered patrons a welcome email with their account details.

Notice

In the Tools > Notices and Slips section, the notice template is called Welcome Notice. The default email will send the newly registered borrower their borrower card number. This notice can be customized for your library to add more information if desired.

Emailing Messages to Patrons

In 24.05 and above, staff can send free text emails or customized email notices to patrons directly from the patron's account. For a video tutorial for this tool, watch Monday Minutes: Custom Patron Slips.

This is controlled by a new permission within the staff permission set called 'Send messages to patrons' (send_messages_to_borrowers), which is within the 'Add, modify and view patron information' section. Libraries should deselect this permission for staff members who should not be able to send custom emails to patrons.

Free Text Email

The manual describes how to send a one-time free text email to patrons.

Leave a message

Customized Patron Messages

Libraries can create email templates to use for custom messages. For instance, a library could copy the Patron Account Summary notice into a Custom Message so that it can be emailed on demand.

To create custom email templates:

1. Go to Tools > Notices and slips
   
2. Create a new notice using the option 'Patrons (custom message)'
3. Create a custom notice under the Email tab
   
1. As of 25.05, libraries can use Template Toolkit to automatically include branch information in custom patron messages' subject and body
2. Branch information will be pulled from the details in Administration > Libraries for the branch the staff member is logged in to when they send the message
   
   For example:
   

As of 25.05, custom patron messages must belong to 'all libraries'. If they belong to a specific library, they will not send.

To send your customized message:

1. In the patron's account, choose 'Add message'
   
2. For 'Add a message for', select the 'Email - email address of patron' option
   
3. Select your predefined notice in 'Patron notice'
   
1. Note that the message subject and body will be locked when using a predefined notice
   

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