Patron Notes and Messages

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.
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Emailing Messages to Patrons

Staff can send free text emails or customized email notices to the patron directly from the patron's account. This is a feature added in the 24.05 Koha upgrade. To watch a video tutorial for this tool, watch Monday Mintues: 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 those staff members who should not be able to send patrons custom emails.

Free Text Email

The process to send a free text email to a patron:

  1. Within the patron's account, choose 'Add a Message'
  2. The options in Adding a Message now include "Email Patron"
  3. Once email is chosen, a customized notice will appear in the drop down (if set up), or the ability to send a free text message can be done
  4. Add a subject and the body of the text to be included in the email
  5. Click Save
  6. An email will be sent to the patron using their AutoPrimaryEmailAddress
  7. This sent notice will appear in the Patron's Notice tab
Leave a message

Customized Patron Messages

A library can create email templates that can be utilized within this process.

The process for creating email templates:
  1. Go to Tools > Notices and slips
  2. Create a new notice using the option > Patrons Custom Message
  3. A library can create their own customized email under the Email tab
  4. One example might be to copy the Patron Account Summary notice into the Patrons Custom Message, so this can be emailed on demand.
Patron email account summary
  1. Once this new custom message has been created in Notices and slips, go to the patron's account
  2. Choose to Add a Message
  3. Choose Email Patron
  4. The new notice will appear in the Patron Notice
  5. The Subject and Body text will be locked if using a predefined notice
Leave a message

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