Add or Edit a Patron Record (See also:  Library Cards Fac.Staff.Alum.)

When we get Change of Address Routing Slips or Library Privilege Request Forms, we need to update this information in Voyager.  We also add new Patrons on orientation days when students come in with their new Antioch ID and barcode. This is how it’s done:

  1. Open Voyager.
  2. Click on the Patron button on the top toolbar.
  3. Type in their name to see if they already have a record.
  4. Either edit an existing Patron's record or add a new record.  

On this page:

  1. Adding a New Patron Record
  2. Editing an Existing Patron Record
  3. Adding a Patron's Personal Information
  4. Adding Fields to Existing Records
  5. Editing Barcode/Patron Information
  6. Adding Patron Email
  7. When Finished

I.  Adding a New Patron Record

  • Close the pop-up that is asking you to search for a Patron record.
  • Click on the Patron menu at the top of the screen.
  • Click on Add Patron, or simply use 'Ctrl+A.'
  • You should be prompted with a window where you edit the Patron’s personal information.

II.   Editing an Existing Patron Record

  • Type in the Patron's name in the Patron Search window
  • Click on the Patron menu on the top toolbar and click on Edit Patron, or simply use  'Ctrl+E.' You should be prompted with a window where you edit the Patron's personal information.
    NOTE: whenever editing a patron's record, check that ALL information is correct: make sure ID number, expiration and purge date, and full address are listed. Double check barcode and patron group information. EAch patron should only have one patron group listed, ex. student active, staff active, alumni active. Any patron group that is expired can be deleted AS LONG as the patron has another active patron group with a barcode listed.

III.  Adding a Patron's Personal Information

A form like the one shown below should appear. There are four tabs, each containing a number of fields to fill out, and some to be left blank. Press "Save" after you fill out each section.

  •  Name: Make sure you record the Patron’s first and last name, institution ID (7 DIGITS ONLY- NO LETTERS, the Patron Group is designated later in the process), the expiration date listed on their card (if provided) and the purge date which is the current date + 100 years.
  • Barcode: Select the correct Patron Group ("Employee" if the Patron is faculty or staff, "Student" if the Patron is a student, etc.), and scan or type the barcode off of their card if they have one. If a new Patron has a card without a barcode, supply him or her with one. They are located in the card catalog drawer marked: library cards. The 6 possible Patron Groups are:
    • Keene State
    • Students
    • Employee
    • Special Patron
    • ILL
    • Student no laptop loan
            (please ignore any other Patron Groups that night show up)

*Please make sure to scroll down the list of Patron Groups to locate the correct group. All of the groups do not initially appear on the list.

  • Address: Enter at least one line of the address plus the City, State, and Zip code of the Patron.
  • Phone: Enter the Patron’s phone number; remember to include the area code.


 IV.   Adding Fields to Existing Records Adding an additional address or phone number to a Patron record is performed in the same window as editing or creating new records, the  'Edit Patron Record' window (see picture on right). The open field at the right side of this window is a summary of the record. The four tabs are listed here in red, and three of them have the word "new" in brackets listed after them. Clicking on the red text with "new" will prompt you to add an additional set of information for that respective tab. This allows a single Patron to have several phone numbers or addresses.

V.   Editing Barcode / Patron Group

Generally when someone changes their status (from student to alumnus, for example), they already have a barcode on record. If they do, we:

  • find Patron's record on Voyager
  • go to "Edit Patron"
  • select the "barcode" tab
  • copy the existing barcode
  • select the appropriate status (usually "expired")
  • click on "barcodes " (the red link on the right hand side menu)
  • select the appropriate Patron group (Remember - in this drop down menu there are 11 possible groups - please use the scroll bar!)
  • paste in original barcode
  • For alumni: erase the expiration date and enter a purge date of 100 years from today's date. 


Important: Always be sure to double check that each field is accurate! Once you are satisfied with your handy work, click on the Save button, thus ending your quest to edit/add a Patron record!

VI. Adding Patron Email

ONLY ADD ALTERNATIVE Email addresses (meaning other than their Antioch e-mail) to records, so make sure you don't skip this step when adding somebody to voyager. Ask the Patron if they have a non-Antioch email address at which they can be contacted.

  • Double click on the red text that says "Addresses"
  • Use the pull down menu and select E-Mail
  • Type the email address into the text box labeled 'E-Mail'
  • Make sure to enter a date into the 'Effective' field

 VII.   When Finished:

Check off the box next to library on the Change of Address Routing Slip (if applicable). Completed forms go into the Antioch internal mail box. Library Privilege Request Forms get marked with a slash across them and go to the filing cabinet drawer marked "Front Desk Staff" in the folder marked "Library Privilege Request Forms-Done."