Reservations

Learn how to view upcoming and past reservations as well as how to export reservations in MuseumKey and LendingKey.

Upcoming

The Reservations screen provides a searchable and sortable list of all upcoming reservations listed in chronological order, which can be filtered by branch, date, or checked in/out status. To access the Upcoming reservations screen from Key Central:

  1. From the top navigation, click Reservations > Upcoming. Combined reservations for both museums and things displays,
  2. You can also view Upcoming reservations by type:
    • Click Reservations > Upcoming: Museums.
    • Click Reservations > Upcoming: Things.

By default, 50 reservations are shown. Select a number from the Show entries drop-down list to change the number of reservations you see per page.

 Note: 

Filter results

If you want to filter results, you can:

  • Click Filter and apply one or more of the following features:
    • Branch - Select a branch from the drop-down list. By default, all available branches are included in the results.
    • Date - Select a date from the drop-down list. Reservations with either this pickup date or return date will be displayed. By default, all available dates are included in the results.
    • Status - Select one of the following statuses from the drop-down list:
      • Both (default)
      • Checked In
      • Checked Out
    • Overdue - Select Yes or No from the drop-down list. By default, all reservations are included in the results. 
  • Use the Search Reservation text field to search by name, email, phone, library account number, branch, museum, or date to filter results.
  • You can sort upcoming reservations by museum, name, or date.

Check out or check in

A reservation can be marked as checked out or checked in. If ILS circulation integration is enabled, it will also trigger a checkout in the ILS. The button will change to either checked out or checked in, depending on the action taken.

 Note: 

  • The check out button will be disabled if there aren’t any available items to check out.
  • Museums or thing items marked as 'Disabled' will be hidden from the Reservation Checkout selection dropdown.
  • All reservations checked back in are automatically moved from Upcoming to Past reservations. In Past Reservations, these reservations can be moved back to Upcoming if needed.

Cancel, Modify, and History

The Cancel, Modify, and History options are accessible by clicking the three dots on the right side of the reservations list. This opens a menu allowing you to select one of the following options:

  • Cancel - A reservation can be cancelled from the system, which will open the days back up on the public calendar and automatically move from this Upcoming Reservations screen to Past Reservations.
  • Modify - Reservation information can be modified, including name, card number, phone, email, pickup date, due date, museum/thing and staff note.

     Note: Modifying the dates of a reservation could result in a scheduling conflict.

  • History - View the history of the reservation, including when it was created, checked out, and checked in. When reservations are cancelled, the time, date, and whether the action was performed by staff or patron are now logged in the reservation history.

     Note: This screen can be printed to serve as a transaction receipt.

Past

The Past & Cancelled Reservations screen provides a searchable and sortable list of all upcoming reservations listed in chronological order, which can be filtered by branch, date, or checked in/out status. This list will also note if the reservation was Picked Up, Not Picked Up (depending on if it was ever marked as checked out), or Cancelled. To access the Past & Cancelled Reservations screen from Key Central, click Reservations > Past from the top navigation.

Expired reservations which have automatically moved from Upcoming Reservations to Past Reservations can be moved back and modified by selecting Move to Upcoming.

By default, 50 reservations are shown. Select a number from the Show entries drop-down list to change the number of reservations you see per page.

Filter results

If you want to filter results, you can:

  • Click Filter and apply one or more of the following features:
    • Branch - Select a branch from the drop-down list. By default, all available branches are included in the results.
    • Year - Select a year from the drop-down list. By default, the current year is selected.
  • Use the Search Reservation text field to search by name, email, phone, library account number, branch, museum, or date to filter results.
  • You can sort past reservations by museum, name, or date.

Export

The Export screen provides a list of user information, including name, barcode, phone and email, for all upcoming and past reservations. This list can be exported as an Excel or CSV file. To access the Export screen from Key Central, click Reservations > Export from the top navigation.

You can also search or sort the reservations by:

Create

While logged into Key Central, you can create reservations without providing a patron PIN and override any limits. For example, when logged in, you can exceed the number of allowed reservations, exceed fines, and allow reservations for blocked profile types/card prefixes.