Admin/Custom views
Options available for Admin and custom Login Levels
- How to Loan Toys
- Automatic Emails
- Holds
- Login History
- Profile
- Previous Loans
- Membership History
- Missing Pieces
- Transaction History & Taking Payments
- Username/Password
- Volunteer History
How to Loan Toys
Loaning Toys
When successful, a flash message appears at the top of the screen confirming the loan and the loan is displayed in a 'current loans' table below the 'Loan a toy' box. If rental fees are enabled in toy library settings, it will also include this in the message.
Date due back is based on the loan period set in the member's Member Type, unless otherwise listed in the toy itself. If the "Allow return date to be edited on current loans?" in toy library settings is turned on, you will have option to edit the return date on each individual toy, or on all toys using the "Update all loans" button on the right hand side of screen.
Variations
If a toy is registered as being "On Loan", you will get the pop up below and the option to return the toy and immediately loan it to the member.
If a toy has a hold on it, the toy will not be able to be loaned by anyone other than the next member in the queue.
If the toy is in a location other than "In Library" or "On Loan", you will not be able to loan. Go to the toy page and change location to allow it to be loaned.
Automatic Emails
Adding images to emails
Currently SeTLS is not able to support embedded images in emails. Here is a handy work-around so you can include images (such as logos) in your outgoing emails to members.
Information and screenshots kindly provided by Bronwyn from Toy Libraries Australia.
Holds
Member's Page - Holds
Login Level option: Manage Member Holds
This page shows a members current and previous holds, and their place in the queue if there are multiple members requesting the same item. More details on Holds are found here.
Toys can also be placed on hold here using the 'Place hold' box if the ID of the toy is known.
Manage Member Holds view
Full admin view
Receipt
Hold receipt generates a pdf of the members current holds and their status/location at the time that the report was generated.
Login History
Login history tracks all the different times a user has logged in (both the primary user and the alternative user - the email indicates which). SeTLS is designed to leave a user logged in, so multiple locations can be logged in at once (ie a member may be logged in on their phone, and their home computer at the same time, and even different browsers within that same computer).
Security note:
If you suspect an admin account has been compromised (ie a committee member has had their phone stolen, there has been a break in at your toy library and your devices do not require a password to unlock), use the "REMOTE LOGOUT ALL" button as soon as possible. This will log the user out from all locations, however, if the device has saved passwords, the outsider may be able to log back in again quickly. For more on steps for securing your database please follow this guide.
Profile
Previous Loans
Displays all borrowing history, including toys that have since been deleted.
If children's details are recorded, any children born whilst a member will also be shown in here.
Membership History
Including renewing, unlocking, and how to edit/delete a membership history.
Locking and Unlocking
Locking
Locking a member removes them from your current members list, and also prevents them from being able to login or borrow.
To lock a member, navigate to their Membership History tab.
At the bottom there is a option to "Lock Membership" with a date field. This is automatically pre-filled with the member's expiry date, even if this is some time in the future.
Once a member is locked you will have a red "DE-IDENTIFY MEMBER" banner appear across the top, for scenarios where identifying details of a member need to be removed. Clicking this banner will wipe all identifying details of the member - this is not reversible.
Unlocking
Unlocking presumes you are re-adding a former member who has returned, not resuming a current membership that was paused for whatever reason. To resume a current membership, please visit the Membership History page.
When you view a locked member there will be an "unlock member" option at the top of the page with a drop down menu for membership kinds. Select the relevant membership kind and press the Unlock Member button.
This will start the new membership from today's date, issue the relevant charge, and resend the welcome email (if welcome emails on sign up are enabled). If you want to back-date the membership to start earlier, more can be found on this under the Membership History page.
Membership History Table
Membership History Table
This table displays all the membership histories for the member, including volunteering requirements and if they were met.
If you need to edit a member history, such as if a member signs up for the wrong type of membership and wishes to change it, you can do so via the "edit" button at the right of the table. This will allow you to change the membership kind, and the start and end date. It will not change the charge however, you will need to do this through the Transaction History tab. If you want to edit the volunteer requirements, this is through the Volunteer History tab.
Deleting membership histories
If you wish to delete a membership history entirely (such as if you've accidentally hit the button twice, or its easier to wipe the wrong membership and re-enter entirely), click on the "Need to delete a membership history?" text below the table. This will take you to a table of all membership histories, so you will need to remember the member's name and/or member number.
Search for the member (by name or ID) and it will display all membership histories for that member, with the option to edit or delete. Deleting here is irreversible, so be very careful.
Note: sometimes a member can be created with no membership histories due to invalid values in their sign up details. If this occurs, you will not be able to renew or lock the member - please contact admin@setls.com.au for help resolving this issue.
Renewing Memberships
This page generously contributed by the Townsville Toy Library committee.
Membership Renewal
Once a membership is within 4 weeks of expiry an alert will be shown at the top of the borrow/return screen (the alert will be orange if it hasn’t expired but will in less than 4 weeks, it will be red if the membership has expired). This alert is also shown to the member at their login level, but will not have the renew membership form.
If a member wishes to renew before the 4 weeks, it can be done through their Membership history link - the renew membership form is always available there.
To renew a member’s membership
1. In Member Type, choose the correct membership level.
2. Click Renew Membership. If the member has not completed the required volunteer commitments for their Member type, you will be asked to confirm. Note: if you experience any lag or issues on this form, do not refresh or repeatedly click the button - each click sends through the command to create a new membership history, and you may accidentally give your member 5 copies of the same membership! Report any issues to admin@setls.com.au
4. A new membership history will be created with the new date start and date end, the members account will be updated, and the fee from the member kind will be charged to the account.
Missing Pieces
Missing Piece History
This is the history of all missing pieces allocated to this member over time, including if they have been returned or replaced.
For the full workflow on how to return missing pieces, please visit this page.
"Giving up" on a missing piece will charge the associated member the amount set in the toy library settings page, and will multiply for multiple missing pieces ie if this member were to give up on both of the pieces currently missing, they would be charged 2 x (amount set in toy library settings).
Transaction History & Taking Payments
Transaction History
Transaction history lists all transactions for the member and allows you to create manual transactions for payments that are not automated.
Balance (whether owing, or owed) is at the top.
"Pay via" is set in favourite transaction types in toy library settings. Tick the box in the relevant row to allocate payment to that line item and then click the transaction type at the head of the table to create a payment.
Receipts can be generated for either today's transactions, or selected transactions, if "Uses money receipt" is turned on. Payment reminder email format is set in Automatic Emails.
Note: transactions have the option to be deleted but this is in the front end only - financial records are kept in the database and are available on request (to guard against anything questionable).
Charging and Receiving Payments
All manual charges and payments are created through the Transaction history page.
Some charges (annual fee, reservation fee, etc.) are automatic and will populate with the appropriate Fee type description. When charges are allocated through the Create Transaction Form, the description will need to be entered (if relevant).
Click on Create Transaction:
Then fill in the data required for the transaction - in this case, a member has broken a toy and needs to pay a replacement cost.
You can see on the Transaction screen, the Broken Toy fee has now been charged against the account.
When the member pays the fee, tick the box on the left hand side of the Broken Toy row, and choose whichever payment method has been made (in this example, cash).
The payment is confirmed in the green bar above the chart, and a new transaction has been created in the chart showing the payment and its method.
Username/Password
"Username/Password" allows you to issue or reset login details for first person listed in the membership.
"Alternative username/password" is the same functionality for the second person listed in the membership.
If login details have not been sent before (such as if "Email member on sign up" is not enabled, or email was not entered when the membership was first created), you will need to do this step manually by clicking either of the "Generate" buttons in the bottom boxes.
Setting passwords for other users is not recommended as it is a security risk. This box is best used for resetting your own account, or letting a member set their own password when they are at the toy library and you can verify their identity.
IMPORTANT: If a member's email is changed, you will need to resend the login details. For example, if a member incorrectly entered their email as marrysmith@setls.com.au, when you change it in the members Profile to marysmith@setls.com.au, you will need to come to this tab and resend either the short or welcome email - even if Mary goes to login with "marysmith@setls.com.au" and uses the reset password button, it will not have registered the new email and therefore cannot send the updated password.
Volunteer History
This page displays the members volunteering history and nominations. You can also nominate upcoming volunteering sessions here, or through the calendar.
Non-standard tasks can also be allocated by creating a description (ie repairing costumes, putting up posters, etc) and nominating.
Confirming the nomination will allocate a credit for that row, and indicates the roster/task has been completed.
"Send email" sends the Missed Volunteer Duty email, set in Automatic Emails.
Volunteer history is also shown in the bottom right box on the member's page at all times, with colours indicating status:
Red - no shifts nominated or completed
Orange - some shifts nominated and/or completed
Green - volunteer requirements met (applies in the case of non-volunteering type memberships as well).
This same information is also present in the member's Membership History table.
Volunteer requirements are set through Member Kinds.