Self Registration & Card Renewal

 

Self Registration

In this section, learn about:

  • ILS-based self registration
  • Link to a URL for self registration
  • Quipu eCARD
  • Quipu eRENEW
  • Card Renewal Options

  

Aspen Discovery provides libraries with the option to allow online registration for library cards. While some libraries may restrict access until users can come into the library to verify their identity, many others allow instant access to their online resources at the very least.

  

ILS-Based Self Registration

Self Registration - ILS Availability

For ILS-based registration, currently Aspen can integrate directly with Carl.X, Horizon, Koha, Millenium, Polaris and Symphony.

Aspen can also work with Sierra via a process called screen scraping.

For Polaris, we do not currently look for the required fields in Polaris because their API doesn't have a way for us to do this at the moment. Here is their current documentation on the fields we're able to access via their API when creating a patron via self-rgistration.

 

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Enable ILS Based Self Registration

Go to Aspen Administration > Primary Configuration > Library SystemsILS/Account Integration > Self Registration

Enable self registration by selecting ILS Based Self Registration and click Save.

Self Registration - Set Up for CARL.X

To set up ILS Self Registration in Aspen, follow these steps.

  1. First you will need your CARL.X Institution Code. You will find this in CARL.X in the Institution Maintenance > General tab. You are looking for the information in the Code box. This might be an abbreviation for your library.
  2. Go to Aspen Administration > Primary Configuration > Library Systems > click into the Library System or Do a Batch Update > ILS/Account Integration > Self Registration > Institution Code. Enter your code.
  3. Go to Aspen Administration > ILS Integration > Self Registration Forms, then click Add New.
  4. Fill out the fields to configure self registration to work with your ILS settings and preferences.

Note that the Self Registration Expiration date is a set date for all self registered users and does not update based on when users register. 

  1. Once saved, navigate to {AspenCatalogURL}/MyAccount/SelfReg to view and test the form.

 

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Self Registration - Setup for Symphony

To set up self registration in Aspen when using the Symphony ILS, follow these instructions.

 

Self Registration Form Setup

For Symphony libraries, new self registration form configuration options are available in Aspen Administration > ILS Integration > Self Registration Forms

  1. Click Add New.
  2. Enter a Name for the form.
  3. In the Terms of Service Form, select a corresponding Terms of Service Form from the dropdown if you plan to use one. The default is None. See below for more information on the Terms of Service Form.
  4. In the Fields section, click Add New to add individual form fields. You will be able to select from the assortment of fields available for use.
    • Important: The 'Home Library' field must be included in your form. If your library has a single location and you are not allowing patrons to select locations outside of your library system, the Home Library dropdown menu will not display and users submitting the form will automatically be created with your library's location as their home library.
  5. Enter in the Display Name for each field. This is the label that displays to users in the form.
  6. Select the Field Type - Text or Date.
  7. In the Section column, decide if that field should fall into the Library, Identity, Contact Information or Address section. These groups these fields together in these corresponding sections. Note: Only Home Library can be used for the Library Section. You must select Sections other than the Library Section or those fields will not show on the form.
  8. Select whether a field is Required.
  9. Add a Note if anything about the form field needs to be clarified. The Note will display below the field as a tooltip. 

  1. Continue setup underneath the form fields:
  • Prompt for SMS Notices: Check this to request SMS Notification information from the user.
  • Prompt for Parent Information: Check to enable parent information if the person registering is a juvenile
  • Turn Off Duplicate Checking: Check to disable checking for duplicate user accounts in the ILS upon submitting the self reg form
    • Duplicate checking is based on first name, last name, and date of birth (all three fields must be a match)
  • City/State Field: Select the type of City / State Field you use from these options: CITY/STATE field, CITY and STATE fields or CITY/STATE field - comma seperated
  • Self Registration Profile: Enter in the profile name name for newly registered users.
  • Self Registration Barcode Prefix: Coming Soon
  • Self Registration Barcode Suffix Length: Coming Soon
  1. Finally, select the Library Systems that this self registration form should apply to.
  2. Save your changes.

 


Self Registration TOS (Terms of Service)

 

A Terms of Service outlines anything that a user is agreeing to by signing up for a library card. This is an optional step.

To set up a Terms of Service statement:

  1. Go to Aspen Administration > ILS Integration > Self Registration TOS > Click Add New.
  2. Give your page a Name.
  3. Add information in the Terms of Service box. This will appear as a link at the bottom of the form. When clicked, a pop-up will display your message.

If users try to submit the form without checking the box to agree to your Terms of Service, they will see the information in the TOS Redirect box.

How this information displays at the bottom of the form:

When users click on the hyperlinked Terms of Service link, the Terms of Service pop up will display:

 


Enable in Library Systems

Navigate to Aspen Administration > Primary Configuration > Library Systems > ILS/Account Integration > Self Registration:

  • Enable Self Registration: Make sure "ILS Based Self Registration" is selected.
  • Valid Self Registration Location
    • No Restrictions - show all Locations on the server (use for non-Koha ILS)
    • All Library Locations - all Locations related to the Library System of the form
    • All Self Registration Locations - show all Locations on the server marked Valid Self Registration Location?
    • Self Registration Locations for the library - This is for Koha and pulling from the validSelfRegistrationBranch System Preference
  • Self Registration Password Notes: Fill this in if there is any specific information about the PIN/Password conventions (ex: Passwords must be between 4 and 6 characters)
  • Prompt for a Birth Date: Check if a birth date is needed when registering.
  • Use All Caps When Submitting Self Registration: Check if you want the form to submit the information to your ILS in all caps.
  • Valid States for Self Registration: Enter in states that are valid for Self Registration (ex: FL, GA). If you have multiple states, you can seperate by pipes - ex: FL|GA
  • Valid Zip/Postal Codes for Self Registration (regular expression): For no restrictions, leave these fields blank. If you would like to specify states and/or zip codes, make sure that each state and zip code are separated only with vertical pipes with no spaces| For example: 89001|89017. If patrons enter in a state and/or zip code other than what is specified here, they will not be able to submit their registration form.
  • Self Registration URL: Leave blank if using the default Self Registration URL which is /MyAccount/SelfReg
  • Self Registration Form Message: Add any information you would like to show at the top of your form.
  • Self Registration Success Message: Add any information you would like to show to patrons after they submit their form (ex: Next steps on getting a card, Welcome to the library, etc.)
  • Self Registration Template: Select from the dropdown from which Self Registration template you would like to use on this Library System.

 

 

Note: Prior to the 23.10 release, the following options were available for Symphony libraries in these settings. In the 23.10 release these capabilities have been moved to Aspen Administration > ILS Integration > Self Registration Forms:

  • Self Registration requires Phone Number - Check to require phone number on the self registration form
  • Self Registration requires Email - Check to require email on the self registration form
  • Prompt for Parent Information - Check to enable parent information if the person registering is a juvenile
  • Prompt For SMS Notices - Check to show SMS information to show on the self registration form

 


Set the Starting Value for Card Numbers

The final step to complete before you'll be able to test your self registration forms is setting the starting value. This tells Symphony what number to use for card number creation via the self registration form.

Symphony libraries typically pick a starting value that is significantly higher or lower than their current card numbers so there is no chance they will overlap. For example, a library with card numbers beginning in 2909201... selected '29416' as their starting value. When a user registers via Aspen, it will tell Symphony to create the card number of 29416, the next person will get 29417, and so on... incrementing the numbers up each time.

If your intention is to allow users immediate access to certain online resources after self registration, consider authentication needs. If a vendor is matching against a specific card number prefix or looking for a certain number of digits, you may need to contact the eContent vendors to update how they authenticate, or choose a starting number in alignment with the current authentication settings.


To set the starting value:

  1. Go to System Administration > Variables
  2. Edit the variable called self_registration_card_number
  3. In the Value field, enter in your chosen starting value, then Save. Aspen will use this number and auto increment with each self registration from this point forward.

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Where is the Self Registration URL?

Once enabled, the self registration link will appear on the login screen.

You can also directly access the self-registration form by appending /MyAccount/SelfReg to the end of your main catalog URL

Example: {yourlibrary.org}/MyAccount/SelfReg

Valid Self Registration Locations

 

To set up which Self Registration locations show up on the Self Registration form in the Home Library dropdown, go into Aspen Administration > Primary Configuration > Locations

Once you click into the location, scroll to ILS/Account Integration > Valid Self Registration Branch? 

 

The options are:

  • Valid for all libraries
  • Valid for this library only
  • Not Valid

To remove a location from the form, select Not valid. Once you save, the location will be removed from the form.

 

 

The Order of Locations in the Dropdown

Valid libraries in the Self Registration Home Library dropdown will display with the Location marked as the Main Branch first and then all other Locations alphabetically. 

To set the Main Library, go to Aspen Administration > Primary Configuration > Locations > click into that Location > check Is Main Branch?

 

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Password Notes

In  Aspen Administration > Primary Configuration > Library Systems ILS/Account Integration > Self Registration > Self Registration Password Notes you can specify password notes.

This is something that displays on the self registration form to let the patron know how to format their password.

An example message might be, “PIN must be a minimum of 6 digits.”

 

 

You can control the minimum and maximum PIN length and whether PINs should be numeric only in Aspen Administration > Primary Configuration > Library Systems > ILS/Account Integration > PIN/Password

Use All Caps When Submitting Self Registration

To have the ILS Self Registration form submit in all caps (Koha ILS and Symphony ILS), enable the following settings:

Aspen Administration > Primary Configuration > Library Systems > ILS/Account Integration > User Profile > check Use All Caps When Updating Profile

and

Aspen Administration > Primary Configuration > Library Systems > ILS/Account Integration > Self Registration > check Use All Caps When Submitting Self Registration

The form will still display in whatever case the patron is typing in but the registered account will be in all caps. Depending on your ILS, this may help you distinguish between a self-registered patron and a patron registered in-person at the library.

 

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Valid States and Zip Codes

In Aspen Administration > Primary Configuration > Library Systems ILS/Account Integration:

Self Registration > Valid States for Self Registration and Self Registration > Valid Zip/Postal Codes for Self Registration (regular expression) you can specify valid states and zip codes patrons can use for the registration form.

For no restrictions, leave these fields blank.

If you would like to specify states and/or zip codes, make sure that each state and zip code are separated only with vertical pipes with no spaces|

For example: 89001|89017. If patrons enter in a state and/or zip code other than what is specified here, they will not be able to submit their registration form.

Minimum Age?

To set a minimum age to allow users to register via ILS Registration, go to Aspen Administration > Primary Configuration > Library Systems > click into the Library System > ILS/Account Integration > Self Registration > Minimum Age?

The default is 0 to allow all users to register.

You could update this to something like 13, if that is the minimum age for online registration.

Then, Aspen will use the Date of Birth on the Self Registration form and not allow submissions under that age.

 

 

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Setting Custom Messages

Go to Aspen Administration > Primary Configuration > Library Systems > click into your Library System > ILS/Account Integration:

Self Registration > Self Registration Form Message

The Self Registration Form Message will appear on the form itself, up at the top above the form fields.

Libraries could put any information about filling out the form, any important information about different membership levels, enrolling for a card, etc.

 

 

This message will show up at the top of the Self Registration form:

 

 


Self Registration > Self Registration Success Message

The Self Registration Success Message  will display after a user has successfully registered. You can use these fields to provide patrons with more information, such as what they will be able to access, whether they will need to contact the library, link to tutorials, promote collections and other library resources, etc.

 

 

The message will show up after the form is submitted:

 

Welcome Email Template - Koha and Symphony

Permissions

To access Email Templates, you will need one of these two permissions:

Administer All Email Templates - If you are a Full Admin at a consortia or a single library

Administer Library Email Templates - If you are an Admin at your Library System within a consortium

What are Email Templates?

 

Email templates can currently be used by Koha or Symphony libraries to send a Welcome email upon self registration of a new patron within Aspen.

 

Create a New Welcome Email

Note: ILS Based Self Registration must be enabled in your Library System(s) to use this functionality. Learn more about Self Registration.

Note: If using Koha, the System Preference autoMemberNum must be set to Do to trigger the email.

 

To create a new Welcome email, go to Aspen Administration > Email > Email Templates > Add New

 

Fill in the following fields:

Name: Name your email template (this is internal only)

Template Type: From the dropdown the only current option is Welcome.

Language:  Select the language translation you'd like this Welcome email associated with. If a library has a Spanish self registration form and an English self registration form, you might consider having an email template in each language. 

Subject: The subject line of your email.

Plain Body Text: The body of your email. Currently, this is a text-only field.

The welcome email is sent after a patron has successfully self-registered.

The following template variables are available:

  • library.displayName - The name of the active library where the patron registered
  • library.baseUrl - The URL to the aspen instance where the patron registered
  • library.email - The contact email of the library where the patron registered
  • user.firstname - The first name of the patron who registered
  • user.lastname - The last name of the patron who registered
  • user.ils_barcode - The barcode of the patron who registered

Template variables are case insensitive and should be enclosed within percent symbols. Example:

Welcome to %library.displayName%.

Libraries: The Library System that this email is associated with; by selecting libraries, this turns on/activates this email template.

 

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Redirect to Self Registration URL

Enable Self Registration URL

Find these settings in Aspen Administration > Primary Configuration > Library Systems > click into the library system > ILS/Account Integration.

If ILS-Based Self Registration is not an option with your ILS and/or if you use a custom form (exp: Google form, form on library website, etc.) to do Self Registration, enable this at:

Self Registration > Enable Self Registration > Redirect to Self Registration URL

Then, you’ll simply enter the URL in the Self Registration URL field in. That’s it!

When users click the Register for a new Library Card link from the sign-in screen, they’ll go directly to the URL you’ve specified.

Quipu eCARD

Aspen Discovery offers an integration with Quipu eCARD. Quipu eCARD offers library card registration for patrons as well as address verification. 

In Aspen, users can be directed to the eCARD form to sign up for a library card.

Quipu Credentials

Contact Quipu

Reach out to Quipu and let them know about the integration. They may need to add your aspendiscovery.org (or custom) URL or IP Address added to their allow list. If you need to provide them your Aspen server IP address, you can find this information in Aspen admin > Primary Configuration > IP Addresses > find the IP address labeled "Aspen Server." They will also be able to provide you with the credentials you'll need to enter into Aspen settings.

For setup with your ILS, this will typically require a SIP connection. Reach out to your ILS support vendor for SIP credentials.

 

Add Credentials to Aspen

To add your credentials, go to Aspen Administration > Third Party Enrichment > Quipu Settings

Add your:

  • Server (this will be a Quipu URL, example: ecard-us.quipugroup.net)
  • Client ID
  • Check Has eCard and/or Has eRenew

 

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Enable Quipu eCARD

To turn on, go to Aspen Administration > Primary Configuration > Library Systems > ILS/Account Integration > Self Registration > Enable Self Registration - Select Quipu eCARD

In the Self Registration URL, put the Quipu eCARD public facing URL

ex: {YOURURL}/MyAccount/eCARD

 

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Customize Quipu Self Registration Form

The fields and what is required on the form are set up within Quipu and Aspen pulls them in. If you don't have top text set up in Quipu, you can add text in Aspen Administration > Primary Configuration > Library Systems > ILS/Account Integration > Self Registration >

You should do this in one or the other (Aspen or Quipu) and not both so that text is not duplicated.

How it displays on the form:

 

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Quipu Form in Other Languages

Quipu may provide script tags but Aspen does not need them if the language translations are added to your catalog. We pass the active language code to the script based on the 2 digit code and Quipu picks it up and uses it.

For example, if you have Spanish (es) loaded in your catalog then Aspen should automatically translate the Quipu form when the user is in the Spanish translation of Aspen.

Learn more about Languages & Translations in Aspen.

 

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Control Renewals by Patron Type

You can configure which patron types can renew their account online by going to Aspen Administration > Primary Configuration > Patron Types > either clicking into the patron type or doing a batch update of selected patron types > check Allow users to renew their account online for those that you want to allow.

Quipu eRENEW

Aspen Discovery offers an integration with Quipu eRENEW. Quipu eRENEW provides online library card renewal.

In Aspen, there is an option to display the Quipu eRENEW link when the patron's card has expired.

This can be configured to show only when the card is expired or 30 days before renewal.

Set Up eRENEW

Enable Card Renewal

Once the Quipu Settings are configured (see above under Quipu Credentials), then go to Aspen Administration > Primary Configuration > Library Systems > click into your library system > ILS/Account Integration > Card Renewal > Enable Card Renewal > select Quipu eRenewal from the dropdown.

Note: You won't see Quipu eRenewal option in the dropdown until you set up the Quipu integration in Aspen Administration > Third Party EnrichmentQuipu eCARD Settings

Determine Time Frame of Renewals

If Show Card Renewal when expiration is close is checked, this will allow the card renewal button to show in the patron account 30 days prior to card expiration.

If Show Card Renewal when expiration is close is unchecked, this will only show the card renewal button in the patron account after the card is expired.

eRENEW URL

When patrons click on the renew card button in their account, they will be automatically taken to {YOURASPENURL}/MyAccount/eRENEW

 

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User Experience

Once enabled, users will see information in their Account in the top left hand corner.

Aspen will display their card expiration date and a button will say Renew your card.

This button will take patrons to the Quipu eRENEW form within Aspen. The fields for this form are set up with Quipu.

Depending on your configuration with Quipu, there might be fixed fields like library card number and legal name that can't be change. Other fields will likely be pre-filled with patron account information and can be edited. 

 

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Add Card Renewal URL

Set Up Redirect to Card Renewal URL

Enable Card Renewal

If you are currently offering card renewal on your website or through an external platform, you can link to that URL in Aspen. This will allow patrons to quickly update their card right within their patron account. Even if you aren't digitally renewing cards, it might be nice to link patrons to a page with information on how they can renew their card.

To set this up, go to Aspen Administration > Primary Configuration > Library Systems > click into library system > ILS/Account Integration > Card Renewal > Enable Card Renewal > Select Redirect to Card Renewal URL from the dropdown.

Determine Time Frame of Renewals

If Show Card Renewal when expiration is close is checked, this will allow the card renewal button to show in the patron account 30 days prior to card expiration.

If Show Card Renewal when expiration is close is unchecked, this will only show the card renewal button in the patron account after the card is expired.

Add the Card Renewal URL

Next, add the URL you want Aspen to direct the user to in the Card Renewal URL field.

 

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User Experience

Once enabled, users will see information in their Account in the top left hand corner.

Aspen will display their card expiration date and a button will say Renew your card.

This button will redirect users to the URL of your choice.

 

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