Museums

Learn how to add museums and configure settings for each museum added.

Add a museum

To add a museum, from the Staff Console:

  1. Click Museums.
  2. Click Add.
  3. Click *Create Your Own* to open the museum drop-down list. You can select a museum from the drop-down list or enter a museum name in the text field. An asterisk ( * ) denotes the museum record does not have integrated closing dates. Details can be set manually in accord with library policy.
     Note: This is an auto-suggest text field. Auto-suggestions for field-appropriate elements start with the first keystroke in the text field.
    Or
    If the museum you want to add is not in the drop-down list:
    1. Select *Create Your Own* from the drop-down list. Museum information and closing dates will need to be entered and maintained manually.
      Or
    2. Click Request a Museum to recommend a museum/venue that is not available in MuseumKey Sync. If the submission is valid, this museum/venue (information, logo, and closing dates) will be available to download and add within 24-48 hours.
  4. Click Create.

Delete a museum

To delete a museum, from the Staff Console:

  1. Click Museums.
  2. Click Settings for the museum record you want to delete.
  3. Scroll to the bottom of the screen and click Delete.

Configure museum settings

For each museum record, the following settings can be configured. To configure museum settings, from the Staff Console:

  1. Click Museums.
  2. Click Settings for the museum record you want to update.
  3. Configure the settings.
  4. Click Update to save your changes.
  5. (Optional) Repeat steps 2-4 for additional museums.
Field Description
Status Choose from two different statuses:
  • Active
  • Disabled - Hides the museum from the public interface
Name Name of the museum or venue.
Address The street address of the museum or venue.
City The city of the museum or venue.
State The state of the museum or venue.
Zip Code The zip code of the museum or venue.
Phone The primary telephone number for the museum or venue.
Website The primary website for the museum or venue.
Loan Period Default loan period applied to all museum passes added. This value can be changed per museum/thing. (i.e. If this value is set to 3, a reservation made on December 15 will be due back on December 17. December 13 and 14 will also be made unavailable to avoid a reservation conflict.)
Maximum Reservations within a Year

Designate the number of reservations allowed for this item within a rolling year. (i.e. If the field is set to 1, if a reservation exists for August 15, 2021, the next available date allowed for a reservation is August 16, 2022).  

If set to Disabled, limits will default to those defined in the Library > Settings.
Maximum Reservations within a Month

Designate the number of reservations allowed for this item within a rolling month. (i.e. If the field is set to 1, if a reservation exists for August 15, 2021, the next available date allowed for a reservation is September 16, 2021).

If set to Disabled, limits will default to those defined in the Library > Settings.
Can This Pass Be Returned? If set to No, the return/due date will be hidden for a reservation in the public/staff interfaces and all emails. 

 Note: The due date will still be calculated in the system based on the loan period, and the corresponding days will still be blocked on the public calendars.
Description Description of museum pass and what it entitles a patron to.
Expiration Date

Used to manage annual subscriptions to museum passes. All dates past the expiration date will be made unavailable on the public calendar.

If an expiration date is provided, an email will be sent to the email address provided in Library > Information notifying that the pass will be expiring one month prior to the expiration date. 
Type Choose from two different museum pass types:
  • Circulating
  • Printable - If chosen, two additional options are available:

     Note: Printable pass reservations can only be canceled by staff, in order to avoid abuse.

    • Printable Pass Number: Unique number that will appear on the printable pass (if the museum requires this).
    • Printable Pass Barcode: The number added in the Printable Pass Number can also be displayed on the printable pass as a  Code39, Codabar barcode, or a QR Code.

       Note: Upon support request, the patron barcode can be hidden from the printable pass layout.
Patron savings

The following Patron savings fields can be selected:

  • Admissions per pass - The number of visitors that the pass provides admission for.
  • Average admission cost - The normal cost per admission that a visitor would need to pay without a museum pass. For example, if a pass provides admission for 2 adults and 2 children, and admission is $20 for adults and $10 for children, the average admission cost entered is $15. 

If you provide how many admissions a museum pass entitles a patron to and the average retail cost for admission, you will be able to access the Patron savings report. 

Configure museum dates of operation

You can configure the museum dates of operation for each museum record. To configure museum dates of operation, from the Staff Console:

  1. Click Museums.
  2. Click Dates for the museum record you want to update.
  3. Configure the settings.
  4. Click Set Dates to save your changes.
  5. (Optional) Repeat steps 2-4 for additional museums.
Field Description
Open Museum pass available for pickup.
Closed Museum pass not available for pickup or due date (if Extend Due Date if Closed field set to Yes).
Not Due Museum pass available for pickup but not due date (if Extend Due Date if Closed field set to Yes).

Recommend museum closing dates

You can recommend any changes to the opening or closing dates for a museum. If the submission is valid, the dates will be updated globally within 24-48 hours.

  1. From the Dates screen, click submit a request.
  2. Enter the museum information.
    1. Name of Museum
    2. Link for Museum
    3. Closing Dates
  3. Click Recommend.

Configure museum items

You can add new items, update existing items, and delete items for each museum record.

Add museum items

To add a museum item, from the Staff Console:

  1. Click Museums.
  2. Click Items for the museum record you want to update.
  3. Click Add.
  4. Select which branch the item belongs to from the drop-down list.
  5. Enter an item number. If these items are cataloged, use the item ID barcode. Otherwise, use a sequential item number (i.e., Copy 1, Copy 2, etc.).
     Note: If ILS integration is enabled, then you must use an item ID barcode for all circulating passes.
  6. Click Add to save your changes.
  7. (Optional) Repeat steps 2-4 for additional museums.

Update existing museum items

To update an existing museum item, from the Staff Console:

  1. Click Museums.
  2. Click Items for the museum record you want to update.
  3. Click Update.
  4. Update the branch or item number.
  5. Click Update to save your changes.
  6. (Optional) Repeat steps 2-4 for additional museums.

Delete museum items

To delete a museum item, from the Staff Console:

  1. Click Museums.
  2. Click Items for the museum record you want to update.
  3. Click Delete.
  4. From the Delete Item dialog window, click Yes to confirm that you want to delete the item.
     Note: Reservations that require this item will not be removed.
  5. (Optional) Repeat steps 2-4 for additional museums.