Using Library Groups in Koha

Using Library Groups in Koha

Since Koha version 18.05, libraries have been able to define hierarchical groups. This will allow for grouping of libraries based on a special library branch or geographical region, for example. Staff can now set this functionality up in Administration and define search groups and patron visibility limits for each group

Set Up

  1. Click on Administration and navigate to Basic Parameters - Library groups.
  2. Click on + Add group
  3. This will populate a window where you will add the following:
    1. Title
    2. Description
    3. Features
      1. Check the box "Limit patron data access by group" - Hide patron's info for librarians outside of this group.
      2. Check the box "Use for OPAC search groups" - Search by Groups from the OPAC.
      3. Check the box "Use for staff search groups" - Search by Groups from the Staff Client.
      4. Check the box "Is local hold group" - Allow local holds from a group of libraries.

  1. Next, you will add a subgroup.
    1. Title
    2. Description
  2. From the subgroup add libraries, click the +Add Library dropdown menu to select your libraries

You can add multiple subgroups depending on your library set up by selecting the actions dropdown +add-subgroup from your root group

Staff Permissions

There is a new system preference that ties into Library Groups.

Under (borrowers) Add, modify and view patron information

(view_borrower_infos_from_any_libraries) View patron infos from any libraries. If not set the logged in user could only access patron infos from its own library or group of libraries.

Independent Branches

If independent Branches is turned on, the groups functionality for "Limit patron data access by group" will not work. Independent Branches takes precedence.

Local Holds in Library Groups

  1. Login to Koha.
  2. Click on Administration › Library groups.
  3. After you have defined your library groups (Using Library Groups in Koha).
  4. Check the box for Is Local hold group for the group(s) you want to be defined.
  5. Click update.

Defining Circulation and Fines Rules

Remember ‘Standard rules for all libraries’ if you want to apply these rules to all branches or select a specific location from the library dropdown.
  1. Click on Administration › Circulation and fine rules.
  2. Select ALL Libraries or select the branch for specific rules.
  3. If you want to set a default maximum number of checkouts, hold and return policy, scroll down to Default checkout, hold and return policy.
    1. Under Hold policy, click on from local hold group
    2. click save
  4. If you only want patrons from libraries in the same item's home library hold groups may put an item on hold, to Scroll down to Default holds policy by item type.
    1. Under Hold policy, click on from local hold group
    2. click add

Default checkout, hold and return policy


Default holds policy by item type



Local Holds Group Scenario

In the screenshot below you will see Patron: Tyco Bass (88) can't place a hold on the item from the East Branch. We have a group defined for local holds at West and North Branch. Tyco is from the North Branch so the options allow for holds only from West and North (group defined).

Limit Editing of Items Within a Library Group

Libraries can indicate if the editing of items should be limited to the libraries within a group.


Staff Permissions

There are two important staff permissions that come into play with this feature.

Edit items (not including items restricted by library group) (edit_items)

This would be for staff that you would like to restrict the editing of items outside of their library group.

Edit any item including items that would otherwise be restricted (edit_any_item)

This permission would be used for staff that would be allowed to edit items that usually are restricted.

Editing of Items

Once this is set up, a staff member within a library group that is restricting editing of items outside of their group, and that has the permission to edit items (not including items restricted by library group) (edit_items), will only be able to edit only items within that group.

In our Monday Minutes, we showed a record that had multiple items attached to it but the items were separated due to the system preference, SeparateHoldings
SeparateHoldingsBranch. Here is a screenshot of this same example without the holdings separated by branch:


For this staff member logged in, they can only edit the West Branch item.

Selecting the Item

There is a system preference called, StaffItemDetailSelection, which allows staff to pick multiple items on a record and make batch edits/deletes. At this time, there is a bug that conflicts when using Limit Editing of Items within a Library Group.


At this time, these checkboxes will not appear at all for those logged in staff members with permission, edit items (not including items restricted by library group) (edit_items).


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