Reservations

A reservation is a catalogue-title hold for a member. If an eligible copy is already available, Libcodesk immediately marks the reservation Ready for pickup and starts its collection deadline. If no copy is available, the member joins the first-come, first-served queue. The reservation does not permanently attach the member to whichever physical copy staff originally scanned.

The count beside the Reservations page title matches the total reservation records for the current filters. It refreshes with the table when reservation records change.

Staff can create a reservation from the dedicated Reserve mode in Scan Desk. Issue can also offer the same title-level reservation when an item cannot be issued.

Place A Reservation At The Desk

1. Open Circulation Manager > Circulation Desk and select Reserve.
2. Scan or search the member and verify the member card.
3. Scan or search any copy of the title. Scan Desk adds the catalogue title once even if you scan another copy of the same title.
4. Add any other titles the member wants to reserve.
5. Select Reserve title and confirm.
6. Review whether each reservation is Ready for pickup or Queued.

Libcodesk checks the member's active Membership Plan, membership status, reservation limit, Collection Access, required Facility Access, matching Borrowing Rule, and existing reservation/loan conflicts before creating the reservation. A member cannot use a reservation to bypass collection or facility restrictions.

If the same title is already issued to the selected member, no reservation is created; use Renew instead. A specific inline message explains every rejected reservation.

How The Queue Becomes Ready

A reservation with no eligible copy starts as Queued and has no pickup deadline. When a copy of that title becomes available, Libcodesk assigns it to the earliest eligible queued reservation and changes it to Ready for pickup. A reservation created while a copy is already available starts as Ready for pickup immediately.

At that point Libcodesk prepares the configured member notification and starts the pickup deadline using the effective Membership Plan or Borrowing Rule hold period. The held copy remains unavailable to ordinary issue while that Ready reservation is valid.

If the member does not collect the copy by the deadline, the reservation expires automatically. The copy is released and the next eligible queued reservation can become Ready. The member can see whether a hold is queued, ready, collected, cancelled by staff, or cancelled automatically because the collection period expired.

Fulfil A Ready Reservation

1. Open Circulation Manager > Reservations.
2. For a Ready for pickup reservation whose assigned copy is available, open the row action menu and select Issue.
3. Scan Desk opens in Issue mode with the reservation's member and copy already selected. Confirm both before continuing.
4. The ready reservation appears ready to issue in the queue, rather than as an existing loan. Complete Issue all.

The Issue action is hidden when the reservation is not Ready, the assigned copy is no longer available, or the member/item cannot pass the current issue policy. Resolve the displayed status or policy restriction instead of issuing a different record accidentally.

Before opening Scan Desk, Libcodesk refreshes the assigned copy. The current Ready for pickup reservation itself does not make an otherwise available copy unavailable; a different active reservation or loan still blocks issue.

The successful issue fulfils the reservation automatically and records both the issue and reservation status change in Circulation History. A copy held for another member is blocked from ordinary issue unless an authorized policy workflow explicitly resolves the reservation first.

Manage The Reservation Queue

Open Circulation Manager > Reservations to review live reservation rows. Search by member, title, accession, barcode, or reservation identifier. Use smart lists, status/material filters, library scope, database pagination, and the row action menu.

Each row should make the title, member, queue position, status, reservation time, Ready time, pickup deadline, assigned copy when applicable, and cancellation/expiry reason understandable. Select Cancel reservation only when the member no longer needs the title or an authorized staff decision requires it. The cancellation preserves who acted, when, and why in Circulation History.

Check A Member's Reservations At Scan Desk

After selecting a member in Scan Desk, open the Reservations tab beside Current Loans. Its count includes active or pending reservations only. Ready reservations show their assigned item, availability, and pickup expiry; queued reservations show their current queue position. Completed, expired, cancelled, and fulfilled reservations are excluded.

Reservation visibility has its own option in Circulation Settings > Member Scan > Display. Hiding current-loan details does not hide reservations, and hiding reservations does not hide current loans.

Notifications

Reservation-created, Ready-for-pickup, pickup-reminder, expiry, and cancellation messages follow Notification Management event rules and enabled channels. App notifications require Cloud setup. Local setup visibly marks that channel unavailable while allowing configured local email/SMS gateway behavior where supported.

A notification failure must not silently remove or fulfil a reservation. Staff can still see its operational status and delivery history and retry through the notification workflow when available.

Good Practices

• Keep hold periods in Membership Plans and use Borrowing Rules only for real exceptions.
• Confirm the active library before reserving; availability and queues are library-scoped.
• Check reservation warnings before renewing the current borrower's copy.
• Review Ready reservations and approaching pickup deadlines every day.
• Record a clear reason when staff cancel a reservation.
• Do not manually make a held copy available while a valid Ready reservation owns it.

Troubleshooting

Problem	What to check
Reserve title is disabled	Select a member, add at least one catalogue-linked title, and check that the reservation action is not already running.
Reservation is rejected	Check membership status, reservation limit, Collection/Facility Access, duplicate reservation, and Borrowing Rule restrictions.
Queue position looks wrong	Review earlier active reservations for the same canonical title and selected library. Cancelled and expired rows do not keep an active position.
Reservation did not become Ready after return	Verify the returned copy belongs to the canonical title, is eligible, and an earlier queued member still qualifies.
Pickup deadline is missing	Queued reservations have no deadline. A deadline begins only when the reservation becomes Ready for pickup.
Member did not receive a message	Check event rules, template, gateway/channel availability, member contact details, and Notification History.

Cloud setup and Local setup use the same visible reservation lifecycle but keep their queues, notifications, histories, and audit records separate.