Get help with LibCal

In addition to making bookings via the public passes booking page, LibCal users can quickly book a pass for a patron from the Tickets & Passes > Overview tab. Bookings made through the admin interface will bypass the booking restriction limits for individual patrons. However, staff bookings cannot override the digital pass "allowed uses" limits, or book a digital pass when the institution is closed.

Add a digital pass booking

1. Go to Tickets & Passes from the command bar.
2. On the default Overview tab, select the Digital Booking link across from the desired institution.

3. Select the Date the patron will visit the institution.
4. Use the Pass dropdown to select the pass type.
   • If the message reads "No passes available on selected date," choose a different date.
5. Click Submit Date.

6. Complete the booking form information. If the default booking form is being used, this will include only the patron's Full Name, Email, and Account.
   • The Account field allows staff to input the account identifier for the patron.
     • This field is mapped to the LibAuth account identifier pulled in for public-side bookings.
     • This field will default to use the email address if it is left blank.
7. If you'd like to send an email notification to the patron, select the Send Confirmation Email to User checkbox.
8. If desired, click Optional: Complete Booking Form Questions to expand the panel and complete the questions.
   • Note: Questions that are required for patrons to complete are optional for staff.
9. Click the Add Booking button.

10. The booking details will display. Click Close to close the window.
    1. The booking details include a link to Download PDF. This is a great option if staff are booking on behalf of a patron in person; staff can print the digital pass to give to the patron.

Add a physical pass booking

1. Go to Tickets & Passes from the command bar.
2. On the default Overview tab, select Physical Booking across from the desired institution.

3. Select the Date the patron will pick up the pass from the library.
   • Note: Patrons can use the pass at the institution at any time during the booking period, as configured in conjunction with the End/Due Date.
4. Select the Location where the patron will pick up the pass.
   • The locations listed are those that have been set up in the Equipment bookings module.
5. Use the Item dropdown to select the specific pass.
   • If the message reads, "No items available on selected date," try a different Date or Location.
6. The End/Due Date is when the pass is due back at the library.
   • The auto-generated date reflects the default booking duration. Update as needed.
7. Click Submit Date.

8. Complete the booking form information. If the default booking form is being used, this will include only the patron's Full Name, Email, and Account.
   • The Account field allows staff to input the account identifier for the patron.
     • This field is mapped to the LibAuth account identifier pulled in for public-side bookings.
     • This field will default to use the email address if it is left blank.
9. If you'd like to send an email notification to the patron, select the Send Confirmation Email to User checkbox.
10. If desired, click Optional: Complete Booking Form Questions to expand the panel and complete the questions.
    • Note: Questions that are required for patrons to complete are optional for staff.
11. If billing charges have been set up for the item, you can override the default booking cost in the Cost Override field.
    • Enter a 0 in the field to not charge anything for the booking.
12. Optionally, you can add an internal note to this booking to record helpful details.
13. Click the Add Booking button.

14. The booking details appear. Click Close to close the window.
    1. For immediate bookings, use the link to Check out Now to check the pass out to the patron.
       • For future bookings, use the same process for checking out equipment items.