FAQ content

Tickets & Passes: Add, link and manage physical passes

In this article

Physical passes are tickets for free or discounted admission to institutions that your patrons can book online. They will pick them up at a library location, use the pass to enter the gallery, museum, zoo, etc., and then return the pass to the library so it can be checked in. Physical passes connect to the Equipment module using categories and items that are set up there.


Set up a pass category in Equipment

Before adding physical passes to an institution, you must first have one or more categories in the Equipment module in each library location where passes are available for patrons to pick up. This is where you will configure the physical pass booking limits. You can create new categories that are pass specific, or you can use an existing equipment category, as long as it meets the category requirements needed for booking physical passes.


To add a new category for passes:

  1. Go to Admin > Spaces & Equipment.
  2. Under the Locations tab, find the location where you'd like to add an equipment category for passes.
    1. If Equipment items are already set up in this location, click the item link.
    2. If Equipment has not been set up yet for this location, click the Edit () icon in the Action column and then select the tab, Equipment & Categories.
Example of navigating to a location's equipment
  1. Click on the Add New Category button.
Screenshot highlighting the Add New Category button
  1. Add a Category Name.
  2. Click the Save & Continue button.
    1. This will take you to the Edit Category page so you can configure the booking limits for your new category.
Example of adding a new category

General category options

  1. Category Name: This is the name of the category as it appears throughout LibCal.
  2. Access: When booking passes on the public passes catalog, all categories are public regardless of the option chosen here. (If desired, an institution can be set to private or admin only to restrict passes.) However, the settings here do take effect within the equipment booking pages:
    • Public: This category will be displayed on your location's equipment booking page. Use this option if you'd like passes to be bookable through the equipment catalog.
    • Private: This category can be viewed only by those who know its URL. Use this option if you'd like your passes to not be bookable through your public equipment catalog. It will still appear in the passes catalog if the institution is public.
    • Admin Only: This category will not be accessible via your public booking page. Bookings cannot be made via URL by the public within the Equipment module, but they can still make bookings in the passes catalog if the institution is public.
  3. Friendly URL: Giving your category a friendly URL can make it easier to link directly to its booking page within the equipment catalog.
  4. Terms & Conditions: if the passes in this category have their own terms & conditions, add them here.
    • Note: An institution's terms & conditions, as set in the Institution's settings, will not be displayed for physical passes.
    • If your category is institution-specific, you could include those terms here.
    • If your category includes physical passes from multiple institutions, you can instead use the terms & conditions option at the item level for the applicable passes.
  5. Custom Booking Form Questions: If you have a custom booking form you'd like to use for items in this category, you can select it here. The questions from the selected form will be combined with those from your location's booking form.
    • Note: If you created a booking form for an institution, that applies only to the digital passes.
  6. Mediation: You can choose whether or not to mediate new booking requests. When active, designated staff must first approve a booking request before it can be confirmed.
  7. Who can Mediate Bookings: When mediation is active for the category, you can select which users can mediate bookings just for this category.
    • The users you select here will receive email notifications when bookings are pending approval.
    • Users you select here will not be able to mediate bookings in other categories, unless you have selected them as mediators in your location's settings.
    • If this is left empty, then any regular or admin user can mediate room bookings for this location. No users will receive email notifications when bookings are pending approval.
  8. LibAuth Group Rule: If you have activated LibAuth in your location's settings and your authentication method supports group permissions (such as CAS or SAML), you can select a group permission to apply to this category.
  9. Fine Template: if you wish to charge overdue fines, select the fine template you wish to apply to items in this category. Otherwise, select No fines applied/inactive if you don't want to charge fines.
  10. Click the Save button after making your changes.
General category settings

Booking limit options

Booking limits govern how patrons can reserve physical passes: how long, how often, how far in advance, etc. These options are set at the category-level, so passes in different categories can have different rules. The settings below can be changed at any time without affecting future bookings—already existing bookings won't be canceled or changed due to any updates made here. Many booking limits can even be updated in bulk across categories.

Keep in mind that these limits apply only to bookings made on the public side. LibCal users can override these limits when creating bookings on the admin side.

General

  1. Category Type: Select Daily Bookings. Physical passes must use the daily booking category type.
  2. Booking Containment: Select Bookings span from Opening to Closing time so that items are due back at closing on the due date. This is required for categories being used for physical passes.
  3. Hours Boundary: This option is not applicable when using the required booking containment.
  4. Booking Start times available every X mins: This option is not applicable for daily bookings that span from opening to closing time, as required for passes categories. You can leave this setting as is.
  5. Booking Maximum Duration: This is the maximum amount of each booking in days. The setting is not applicable when passes are booked through the passes catalog, but does take effect if passes can be booked through the equipment catalog.
  6. Booking Minimum Duration: This is the minimum amount of each booking in days. The setting is not applicable when passes are booked through the passes catalog, but does take effect if passes can be booked through the equipment catalog.
    • Leave this at 0 to allow bookings made through the equipment catalog to start and finish on the same day.
  7. Booking Default Duration: This is the default number of days for which a booking will be set. Bookings made through the passes catalog cannot be adjusted, so whatever is set here is how long the booking will be. If bookings can additionally be made through the equipment catalog, this will be the default but patrons can change the duration according to the minimum and maximum durations. 
  8. Booking Lead Time: This option determines how far in advance of the booking's start time a user must book a pass. 
  9. Padding Before and After Booking: This allows you to add gaps between bookings, which can be helpful if passes can be returned to any location and need time to travel back to their home library.
    • For example, if you select a padding of 2 days, an item due on Monday would not be available again until Thursday.
  10. User must cancel by: You can limit how far in advance a user can cancel a booking. For example, if you select "1 Day Prior," then users will only be able to cancel their booking up to 1 day before the start time.
  11. Duration Limit: If you'd like, you can limit the total amount of time someone can book passes per day, week, month, year, or at one time.
    • If you do not wish to set a limit, enter 0.
    • Please note that weeks start on Sunday for duration limits.
    • Per month limits are calculated by calendar month (resetting at the start of each month).
    • Per year limits are calculated by calendar year (resetting at the start of January).
    • You can choose to apply this limit to passes/items only in this category, in this one location, or system-wide.
  12. Frequency Limit: You can also limit the maximum number of passes that can be booked per day, week, month, year, or at one time.
    • If you do not wish to set a limit, simply enter 0.
    • Please note that weeks start on Sunday for frequency limits.
    • Per month limits are calculated by calendar month (resetting at the start of each month).
    • Per year limits are calculated by calendar year (resetting at the start of January).
    • You can choose to apply this limit to passes/items only in this category, in this one location, or system-wide.
  13. Back to Back Booking Limit: You can specify how many days must elapse between the end of one booking and the start of another.
    • For example, if you enter a value of 2 and a patron's booking ends on Wednesday, their next booking could start no earlier than Saturday.
    • If you do not wish to set a limit, enter 0.
    • You can choose to apply this limit to passes/items only in this category, in this one location, or system-wide.
  14. Click the Save button after making your changes.
the General settings panel

Availability Window Limit

  1. In the Window Limit field, enter how many days in the future users can browse availability times and book spaces.
    • For example, a value of 0 would limit bookings to the current day only, while a value of 1 would limit the booking window to the following day.
    • This only applies to the public booking pages. Staff users can override this limit when adding bookings under Spaces > Availability.
  2. In the Rollover Time field, enter the time of day you want new time slots to become available. In other words: what time of day do you want the window limit to roll over to the next date?
    • For example, if you enter a rollover time of 23:59, then at 23:59 (11:59 pm) each day, the window limit will move forward one day.
    • So imagine today is May 1 and you have a 3-day window limit: at 23:59 on May 1, the dates that patrons book will roll over from May 1 - 3 to May 2 - 4. 
  3. When finished making changes, click the Save button.
the Availability Window Limit panel

Additional category options and actions

The following options and actions for categories being used for physical passes match the process for regular equipment item categories. For guidance, jump to these sections of the FAQ, Equipment: Add and manage equipment booking categories:

Add physical passes to an institution

After a category for passes has been created, you can add passes or copy passes through the Equipment module and then link the passes to the correct institution. Or you can add them directly from the Tickets & Passes module, as shown below.

  1. Go to Admin > Tickets & Passes.
  2. On the Institutions tab, click the cog () button in the heading for the Institution where you want to add the pass.
  3. Click Add New Physical Pass.
Add new physical pass for an institution.
  1. Add a Ticket/Pass Name.
  2. Use the Location dropdown to select the location where the pass should be added.
  3. Use the Category dropdown to select the category where the pass should be added.
  4. Click Save & Continue.
The Add New Physical Pass modal.

Configure pass settings

General tab

  1. Name: This is the name of the pass as it appears throughout LibCal.
  2. Location: This shows the location of the pass.
  3. Category: This shows the category of the pass.
    • If this is a Main Item Record, you can move the item (and its linked child records) to a different category. Simply select the new category from the dropdown menu.
  4. Set as Main item record: If your category contains identical passes, you can designate one as the main record and link the others to it. This can help you avoid adding the same instructions, descriptions, images, etc., for each of those items. Instead, all you need to do is add that info to the main item record.
    • This option has no effect on what patrons see when they book a pass from the passes catalog.
    • If you select Yes, this item will display in the public equipment catalog's search results. A user will be able to click on this pass to view the pass details, as well as its availability. The availability of every linked pass will also be displayed.
    • If you select No, you will be prompted to link this item to a Main Item Record. This item will not display separately in the equipment catalog. Rather, only its availability will display when viewing its main item record.
  5. Link item to Main Record: If this item is not a Main Item Record, select the main record you wish to link it to.
  6. Date Acquired: This allows you to record the date the pass was acquired.
    • This will not display to the public.
  7. Item Barcode: If your pass has a barcode number, you can record it here.
    • This will display in the public equipment catalog but not on the public booking pages for passes.
  8. Asset Number: If you have an internal asset number, control number, or another type of inventory number, you can record it here.
    • This will not display to the public.
  9. Serial Number: If you want to record a serial number, enter it here.
    • This will not display to the public.
  10. Value: This allows you to record the value of the pass when it was acquired.
    • This will not display to the public.
  11. Replacement Cost: This allows you to record the replacement cost for the item, which may include extra fees in addition to the actual value of the item.
    • This will not display to the public.
  12. When finished making changes, click the Save button. 
Example of general item settings

Details tab

The options on this tab will only be active if an item is a Main Item Record. Otherwise, items that are linked to a Main Item Record will inherit their details.

The following options can be customized:

  1. Fine Template: If you'd like specific items in your category to use a different fine template, you can select the fine template to use here.
  2. Booking Form: If you have a custom booking form you'd like to use for this item, you can select it here.
    • The questions from the selected form will be combined with those of your location and category's booking forms.
  3. LibAuth Group Rule: If you have enabled LibAuth in your location's settings and your authentication method supports group permissions (such as CAS or SAML), you can select a group permission to apply to this item.
  4. Image URL: You can upload an image of the item to display in the public equipment catalog. It will not display in the passes catalog. Click on the Show Image Manager button to upload or select an image from your Image Manager library.
  5. ‚ÄčModel: This allows you to note the model number of this pass.
    • This is displayed in the public equipment catalog but not the passes catalog.
  6. Description: This allows you to display a description of the pass in the public equipment catalog.
    • This does not show in the public booking page for passes.
  7. Terms & Conditions: If this item has its own terms & conditions which are different from your location or category's, you can add them here. When you add terms & conditions to a category, they will be displayed in addition to your location and category's terms & conditions.
    • These are shown in both catalogs.
  8. Item Instructions: This gives you a space to provide instructions for using the pass.
    • This is displayed in the public equipment catalog, but not the public booking page for passes.
  9. User Manual URL: This option is aimed at more conventional equipment items and allows you to link to an online copy of a user manual, if available. Just enter the full URL.
    • This is displayed in the public equipment catalog but not the public booking page for passes.
  10. User Manual Upload: Alternatively, you can upload a copy of the user manual that users can download. This can be helpful if you've scanned a manual to a PDF file.
    • This is displayed in the public equipment catalog but not the public booking page for passes.
  11. Check Out Procedure Note: This will display to staff when a pass is being checked out. This is a great way to remind staff of any special procedures they need to follow before checking out the item.
  12. Check In Procedure Note: This will display to staff when a pass is being checked in. Need to remind staff to disinfect a pass when it is returned? This is a great way to do it!
  13. When finished making changes, click the Save button.  
Pass details settings

Status tab

  1. Status: This allows you to set whether or not a pass is available to be booked.
    • Active: This pass is included in the catalog and can be booked.
    • Inactive: This pass is not listed in the catalog and cannot be booked. This can help you keep track of passes you are not currently circulating.
    • Lost/Broken: This pass is not listed in the catalog and cannot be booked. This can help you keep track of passes that have either not been returned, or can no longer be loaned due to damage.
  2. Damage Notes: This can help you keep track of any damages to the pass.
  3. Service History Notes: This can help you keep track of when this pass was serviced or repaired. 
Example of pass status settings

If you add passes through the Equipment module, you can link them to an institution at any time.

  1. Go to Admin > Tickets & Passes.
  2. On the Institutions tab, click the you can link them link from the introduction text.
The link in the page intro to link passes to an institution.
  1. Select the Location that contains the pass(es).
  2. Select the Category that contains the pass(es).
  3. Passes that have been added but not yet linked will be shown. Use the dropdowns under Link To Institution/Museum to select the relevant institution for each pass.
  4. Click Save.
Choose the Location and Category for a pass then select an Institution.

Manage an institution's physical passes

On the Admin > Tickets & Passes > Institutions tab, locate the institution. In its Physical Passes section you can:

  1. Use the search box to quickly find a pass by Name, Location, or Category
  2. Click a column heading to sort by that column.
  3. Click on the Edit () icon to edit a pass' details.
  4. Click on the Unlink () icon to remove the link to that institution.
    • It will no longer be available to book through the public booking page for passes, but can still be booked through the equipment catalog if the category is public.
  5. Click on the Delete () icon to delete a pass. This action also deletes it from the equipment module.
    • Note: This will permanently delete all bookings and stats related to this pass.
Example of options for managing digital passes