Creating staff working accounts

Permissions: LocalAdmin

Staff working accounts are set up using the same Patron Registration form as patron accounts. The primary difference between staff and patron accounts is the level of permission. For example, patron accounts (this includes the StaffCard profile type) cannot log in to the web client.

When creating a new staff working account for a new employee, you need to be logged in as a Local Administrator; otherwise, the appropriate profile types will not be visible in the Main Permission Profile Group dropdown.

Filling out the fields #

For staff working accounts, we recommend filling out some of the fields a little differently than a regular patron account.

Barcode/User name #

Use shortnames and alphabetic usernames. Don’t include punctuation or special characters other than a dash in the barcode field. Something that is easily remembered is always helpful!

Examples include:

• thorn-jdoe
• mrnrv-janed
• jsnvl-janedoe

We highly recommend including your library’s shortname to help distinguish from other accounts.

Date of birth #

You can enter either the hire date or the date the account was created. Make sure you uncheck the Juvenile button if it is automatically applied based on the entered year.

Contact information #

Use the library/staffer’s professional contact information for the Daytime phone, Email address, and addresses. It is highly recommended to include an email address so staff are notified when the account is due to expire.

Main (profile) permission group #

Select an appropriate permission group from the Staff section of the drop down. Until they’ve been trained, it’s recommended to start staff out as a Circ3.

Adding a working location #

After you create a staff working account, you will need to double check to make sure a working location has been added to the account. Otherwise, they will not be able to log in.

Access the new staff working account and go to the Other menu tab. Click on User Permission Editor.

Under Working Location, check mark the branch(es) the staff person should be able to work at.

Scroll down to the bottom of the screen (Tip: press the End button on your keyboard) and click Save.

Secondary profiles (additional permission groups) #

Secondary permission profiles may be added to a working account to allow staff to work across profile types.  As an example, a circulation manager might be granted secondary Cat2 permissions in order to assist with copy cataloging.  To add a secondary profile, click on the Secondary Groups button next to the Main (Profile) Permission Group entry in the user account editor.

Choose a profile from the Group dropdown and click Add.

Once a secondary profile is added, you may also delete it by clicking on Delete.  Finalize the secondary profile settings by clicking on Apply Changes.

Click on Save in the account editor to save the changes to the account.

Special Permissions and Multiple Working Locations #

If a staff person requires special permissions to do his/her job which are not available as part of the permission group s/he is currently placed in, it is possible to add specific permissions to an account.  As with library settings, individual staff permissions can be complex to implement, so we recommend contacting the HelpDesk for assistance.

The User Permissions editor may either be accessed in the Administration menu or under Other in the user account interface.

To add multiple working locations to an account, click in the available boxes.  

If you are eligible to grant a permission it will be active in the menu. Grant it by checking in the box to the left of the depth. Some permissions require depth to be assigned for correct functionality.  In Evergreen Indiana, we use exclusively Branch, System, and Consortium depths.

Scroll to the very bottom of the interface to finalize any changes by clicking on Save.

HINT: Pressing the End button on the keyboard will immediately take you to the bottom of the page to save.

Deactivation #

If a staff member leaves, the LocalAdmin should:

• Update the password on all shared working accounts.
• Update the password and expire the working accounts specific to that person.
• NOT delete or merge working accounts.  We retain these as a work history for reference and because of the large number of transactions associated with the average staff account.
• Transition their personal account to the proper type (Resident, Non-Resident, RB) if the StaffCard profile has been implemented at your library.