Toys/Resources (Individual Page)
A guide of the features of the toy look up page
- Edit Toy
- Deleting a Toy
- Add/edit list of pieces
- Missing Pieces
- Loan History/Reservation History
- Holds
- Adding or Deleting an Alert (Toy)
- Toy Page - Overview
Edit Toy
This page has a range of options which can be turned off or on via your Toy Library Settings Page.
The configuration for most of these settings come from the fields under the "Toys" tab, unless noted otherwise.
Toy library ID - see more on Toy Library ID here.
Feature toy - makes the toy visible in the Feature Toys page (if you have feature toys turned on in toy library settings).
Locations
SeTLS comes preloaded with the following locations
- I (In Library)
- M (Missing) - this means missing a critical piece and is the location toys are sent to when a piece is reported missing and the "this piece is important" option selected. More on missing pieces here.
- D (Deleted)
- O (On Loan) - this location cannot be edited manually, toys must be loaned or returned to change to or from On Loan.
Additional locations: If Click and Collect, or Quarantine modes are turned on, this will generate additional locations.
Custom locations can be added through the Toy Locations page.
Bag label text - this is publicly viewable when looking up a toy online. Some toy libraries use this for describing the toy, adding care instructions, etc.
Item alerts - these are only visible to admin or login levels that have "view alerts" enabled. A full list of current alerts can be found at Toys/private comments.
Deleting a Toy
Toys are deleted through the Edit Toy page.
Change "Item Status" to "Deleted" - the toy will now no longer come up as a suggestion in the Toy select search bar, or be shown in your Current Toys List, but can still be found under "Deleted Toys" or "All Toys".
Deleted toys will still show in a member's borrowing history and contribute to certain statistic tables. Deleted toys can be moved back into other locations including In Library, although if the Toy ID has been reused a new one will need to be allocated before it will save.
Add/edit list of pieces
Adding
To add new pieces, simply fill in the quantities and names of the pieces, and make sure to press the green "Add pieces" button at the bottom of the page to save.
Columns
If your toy has a large amount of pieces, it may be easier to read (and print better on your bag label) if you split your pieces list into two columns. This can be done using the "Update second column starts at" box and entering the order number of the piece you'd like to be at the top of the second column. To reset back to 1 column, simply leave blank and press update.
Deleting
Soft delete means the piece line will be removed from the list (and won't show either on the toy or bag label), but can be "undeleted" from the soft deleted pieces tab. If you have a missing piece, soft delete will be the only option for that piece line, as a true delete completely wipes the data.
Missing Pieces
How, when and why of recording missing pieces
Missing Pieces - Toy Records
Through the toy page you can see a record of the missing pieces, current and past, for the toy, and whom they are allocated to.
Through this page you can only Replace missing pieces. To return found missing pieces, please follow this process.
The example toy below has a variety of missing piece scenarios
1. Member has lost a piece, but no replacement or charge has been allocated.
2. Member has lost a piece, been charged, and the piece is still missing.
3. Member has lost a piece, then returned it (no charge allocated).
4. Member has lost a piece, it has been replaced with a spare but no charge allocated.
5. Member has lost a piece, been charged, then returned the piece and had the charge reversed.
6. Piece has been lost "in toy library" (or essentially anywhere other than the most recent borrower).
Reporting Missing Pieces
To report a missing piece, there two options - either allocate it to a previous borrower, or designated it as "unknown" (previously labelled as Lost in Toy Library).
Select the option appropriate for the scenario using the links on the left hand side of the screen.
Nominate which pieces are missing (not how many remain). Choose which member you would like to allocate the missing piece to. If the toy has been borrowed by the same member multiple times, each borrowing period will be listed individually.
Click on the Report as missing button.
You should now see the following screen.
Decide whether the toy can be returned to shelf, or the piece can be replaced by a spare that you hold, or if the item is unplayable until the missing piece is returned (e.g. a jigsaw missing a piece).
From this screen you can also go the member's page to send them an email about missing pieces.
If the toy is unplayable in its current state, choosing Update Toy record will change the status to M (Missing an important piece, so in storage), as seen below.
If you need to report a piece is has disappeared somewhere other than a member (e.g. toy library or other unknown scenario), the screen will show as seen below.
Returning Missing Pieces
How to return a missing piece, including if it has been "given up on" (fee charged).
Missing pieces are returned through the member's Missing Pieces page, located in the menu on the left side of their profile.
This example member has three scenarios in which a piece may be returned:
1. The piece has already been replaced.
Clicking return here will remove the missing piece flag from both the toy and member (but keep the record as a previous/past missing piece). As the piece was marked as replaced, there will be no adjustments made to the pieces list as no change was made when the piece was replaced. It is up to the organisation whether they wish to remove the replacement piece from the toy and put the original back in, or keep the original aside as another spare.
2. The piece has not been replaced.
Clicking return here will remove the missing piece flag from both the toy and member (but keep the record as a previous/past missing piece), and update the pieces list text. NOTE: If a missing piece was flagged as "very important" and the toy was put into the Missing (Pieces) location, returning the piece does not take the toy out of the Missing location. This will need to be done manually through the toy's Edit Toy page.
3. The piece has been charged for.
Returning a piece that has been given up on/charged for will log the returned date, and issue a credit to the member based on the amount set in toy library settings. If the piece had been replaced, no change will be made to the pieces list; if it was not replaced, it will amend the pieces list to return the piece (same as examples above).
Loan History/Reservation History
Loan History displays all previous loans. Note: "member not found" will display if member information has not been migrated across with the toy (for instance, if the member is expired and a toy library choses to only migrate current members across).
If a toy is reservable, current and previous reservations will also display, including those that have been cancelled. Reservations can be created through the member page, or the calendar view.
Holds
Holds is a function that must be turned on via the toy library settings page. Holds are turn based, based on when the item was requested.
If a toy is in the toy library when a hold is placed (if you have that setting turned on), or the toy is returned, the next person in the queue will be emailed to notify them. This email is found in the Automatic Emails tab and can be customised.
A member's Member Kind defines how many holds they can have at one time, but Admin can override this.
Member Login
Members can place holds by visiting a toy's page and clicking the "Place Hold" button. They can also review their current holds on their own page.
Admin Login & "Manage Member Holds"
Profiles with admin or custom privileges can place a hold for a member by going to the toy's Holds page and searching the member's name. Holds can also be placed through a member's page.
This page will display a list of all members with current or past holds on that toy, with a link to the hold page for that member. Holds can be loaned to the next member in the queue via this page, when it becomes available.
Full admin view
Manage Member Holds view
Full admin can find a list of all toys with current holds, or a list of members with multiple holds, in the Everyday tab. Manage Member Holds has all toys with current holds under the Extras tab.
Adding or Deleting an Alert (Toy)
Adding or deleting an alert for a toy
Adding an alert to a toy is an important way to communicate things about that toy e.g. damaged piece or a missing piece needs to be reunited with it from the missing pieces box.
1. To add an alert to a toy, open the toy information by either typing the toy number in the toy select box in the navigation bar across the top or clicking on the toy name (if you are in the loan a toy page).
2. That will take you to the toy information page (see below). In the green menu options on the left-hand side click on Edit toy.
3. This will take you to the editing item page. In the alerts box type the alert/message
4. Check the box where it says "Show as Pop Up?" so that the alert pops up when the toy is borrowed/returned.
5. Click the green Update toy
To see a full list of all alerts on toys (including those without "alert" selected), visit Toys/Private Comments.
Toy Page - Overview
The Toy Page
*** This page is currently under construction
Permanent fields:
- Toy ID and Name
- Category
- Location
- Manufacturer
- Supplier
- Purchase Price
- Replacement Price
- Rental Price
- ISBN
- Size
- Date Purchased
- Description
- Pieces
- Alerts
- Renewal Limit
- Text Warnings
- Picture Warnings
Optional fields:
- Picture
- Instructions
- Shelf Location
- Age Range
- Barcode
- Sponsor
- Feature Toy
- Attributes
