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Reservations

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Learn how to view upcoming and past reservations as well as how to export reservations.

Upcoming

The Reservations screen provides a searchable and sortable list of all upcoming reservations listed in chronological order, which can be filtered by branch, date, or checked in/out status. To access the Reservations screen from the Staff Console, click Reservations > Upcoming.

By default, 50 reservations are shown. Select a number from the Show entries drop-down list to change the number of reservations you see per page.

 Note: 

  • If a library has multiple branches, a patron will be able to choose a different branch to pick up the museum/thing rather than only defaulting to which branch the item belongs to. On the Reservations screen, the pickup location will be displayed, as well as the branch the item belongs to. This option must be enabled during setup. 
  • If a reservation is not marked as checked out, it will be automatically moved from the Upcoming Reservations screen to Past Reservations.

Filter results

If you want to filter results you can:

  • Click Filter and apply one or more of the following features:
    • Branch - Select a branch from the drop-down list. By default, all available branches are included in the results.
    • Date - Select a date from the drop-down list. Reservations with either this pickup date or return date will be displayed. By default, all available dates are included in the results.
    • Status - Select one of the following statuses from the drop-down list:
      • Both (default)
      • Checked In
      • Checked Out
    • Overdue - Select Yes or No from the drop-down list. By default, all reservations are included in the results. 
  • Use the Search Reservation text field to search by name, email, phone, library account number, branch, museum, or date to filter results.
  • You can sort upcoming reservations by museum, name, or date.

Check out or check in

A reservation can be marked as checked out or checked in. If ILS circulation integration is enabled, it will also trigger a checkout in the ILS. The button will change to either checked out or checked in, depending upon the action taken.

 Note:  The check out button will be disabled if there aren’t any available items to check out.

Cancel, Modify, and History

The Cancel, Modify, and History options are accessible by clicking the three dots on the right side of the reservations list. This opens a menu allowing you to select one of the following options:

  • Cancel - A reservation can be cancelled from the system, which will open the days back up on the public calendar and automatically move from this Upcoming Reservations screen to Past Reservations.
  • Modify - Reservation information can be modified, including name, card number, phone, email, pickup date, due date, museum/thing and staff note.   Note: Modifying the dates of a reservation could result in a scheduling conflict.
  • History - View the history of the reservation, including when it was created, checked out, and checked in.  Note: This screen can be printed to serve as a transaction receipt.

Past

The Past & Cancelled Reservations screen provides a searchable and sortable list of all upcoming reservations listed in chronological order, which can be filtered by branch, date, or checked in/out status. This list will also note if the reservation was Picked Up, Not Picked Up (depending on if it was ever marked as checked out), or Cancelled. To access the Past & Cancelled Reservations screen from the Staff Console, click Reservations > Past.

Expired reservations which have automatically moved from Upcoming Reservations to Past Reservations can be moved back and modified by selecting Move to Upcoming.

By default, 50 reservations are shown. Select a number from the Show entries drop-down list to change the number of reservations you see per page.

Filter results

If you want to filter results you can:

  • Click Filter and apply one or more of the following features:
    • Branch - Select a branch from the drop-down list. By default, all available branches are included in the results.
    • Date - Select a date from the drop-down list. By default, all available dates are included in the results.
    • Status - Select one of the following statuses from the drop-down list:
      • Both (default)
      • Checked In
      • Checked Out
  • Use the Search Reservation text field to search by name, email, phone, library account number, branch, museum, or date to filter results.
  • You can sort past reservations by museum, name, or date.

Export

The Export screen provides a list of user information, including name, barcode, phone and email, for all upcoming and past reservations. This list can be exported as a CSV or Excel file. To access the Export screen from the Staff Console, click Reservations > Export.

  • Click Copy to copy the reservations to the clipboard.
  • Click CSV to export the reservations as a CSV file.
  • Click Excel to export the reservations as an Excel file.

You can also search or sort the reservations by:

  • Branch
  • Museum/Thing
  • Name
  • Barcode
  • Email
  • Phone
  • Pickup Date
  • Due Date

Create

While logged into Key Central, you can create reservations without providing a patron PIN and override any limits. (For example, when logged in you can exceed the number of allowed reservations, exceed fines, and allow reservations for blocked profile types/card prefixes).