Check in and check out hold requests

Requested item returned to the pick up branch

To process a returned item that has a hold on it for another customer at your branch:

1. Check in the item.  A notification appears that the item is on hold.
2. Click Yes to proceed with check in. Another alert window appears with request information (item number and title, customer information, and hold request date). 
3. Click Yes to continue. The hold status is changed to 0 - Received. Once the system generates and sends the customer a notification, the status is changed to B -Message sent. The date and the message method is updated in the hold request details.
4. If configured, a hold slip is printed. For configuration details, see Service desk profiles.
5. Place the request slip in the item and put the item on the hold shelf. Once the slip is printed, you are returned to the check-in window. The customer number displays in the comment field.

 Note: It is possible to set up a delay for the email notification. Contact your system administrator for more information. 

Requested item returned to a different branch, transported

When an item is returned and is requested for hold at another location, the system will display an alert that the item should be placed on transport for one of the following reasons:

• The customer has opted to pick up the item at a different branch that belongs to the hold request network
• The item was placed on hold at a different branch and belongs to the hold request network
• There is no hold request for the item, but the customers are allowed to return items to a different branch. The item must be returned to the owner.
• Another copy of hold request title has come in. The transport item is sent back to the owner or a different branch if there are other hold requests.

An alert appears when the item is checked in, notifying you that the item must be placed on transport. Click OK to continue. A transport slip is printed.

 Note: A requested item must be checked in before it is placed on transport.

Hold request placed online for an item that is available

Depending on your configuration, customers can place holds via the internet. Items with the status B - In and U - Checked out can be reserved. If the customer reserves a title with a copy available at their pick up branch, the available item will be placed on the holds shelf list.

Once the item is retrieved from the library and checked in, it is placed on the hold shelf for the customer to pick up. 

 Note: The item must be checked in before it is placed on the hold shelf to trigger a notification to the customer and change the hold status to M - Message sent.

Hold requests for new items

Items that are linked elsewhere

Requested items that are linked in a branch that is not your own are given the status T(N) - Transport with sub-status New.

These items must be checked in and placed on transport to the branch to fulfill the hold request. Once the item is checked in at the requesting branch, it is placed on the hold shelf.

Items that are linked in your branch

When items are linked at the branch where the request was made, the system will display the number of hold requests for the title in the top portion of the linking screen. Once the item is linked, the item status changes to B In. Check in the item and place it on the hold shelf.

Check out the requested item to the customer

After a requested item is checked in at the pick up branch and placed on the holds shelf, a notification is sent to the customer.

To check out a held item:

1. Scan the library card of the customer who requested the hold. A message appears on their account to notify that requested item(s) are available, "Item available for pick up."
2. Click OK.
3. Go to Customer > Holds or press Alt+I to view the customer's hold requests. Hold requests with status O - Received and B - Message sent are displayed in red.
4. Retrieve the available items from the hold shelf.
5. Scan the item barcode(s) to check out the items. Once the item is checked out, the Notes column will still show that there is a hold request. 

    Note: If you try to check out a reserved item to someone other than the customer who placed the request, an alert will display. Select how you would like to proceed:

   • Lend and process

   • Lend and do NOT process

   • Do not lend

6. Click OK. 

When the customer returns the item, it is checked back in. If it belongs to a different branch, an alert displays that it must be put on transport. When the item returns to its home branch, it is checked in and changed to status B - In.

RSVLEEN system option

The system can be configured to override the ability to check out a requested item to another customer at the service desk. If someone who did not request the item tries to check out the item, a message appears to notify that the item cannot be checked out. See System options for more information.