Autorenewal

Overview

Autorenewal is an opt-in feature that automatically renews eligible items on their due date without patron intervention. The autorenewal process runs on the morning of the due date to maximize the original loan period.

Autorenewal settings are configured per circulation modifier and permission group. Not every circulation modifier needs to have autorenewal enabled.

How It Works

Rules Configuration

  • Rules are organized by circulation modifier and permission group

  • A spreadsheet with color-coded tabs is provided:

    • Red tabs - Current rules (reference only)

    • Green tabs - New rules you can modify

  • Configurable settings include:

    • Loan periods

    • Total number of renewals

    • Number of autorenewals

Renewal Types

  • All renewals can be automatic, manual, or mixed (e.g., 1 auto + 1 manual)

  • If a patron performs an early manual renewal, it counts toward their total

  • Autorenewal attempts occur on the due date unless a prior manual renewal exhausted the total

Blocks That Prevent Autorenewal

  • Hold placed on the item

  • Patron fines exceed library threshold

  • Expired patron account

  • Maximum renewals already reached

  • No autorenewals remaining

  • Other standard renewal blocks

Consortial Behavior

Items checked out at your library follow your circulation rules, including autorenewal settings, regardless of which library owns the item.

You can expose "Autorenewal?" and "Autorenewal Remaining" columns in the Items Out grid via the column picker to see autorenewal status and remaining autorenewals.

Notices

Email Notifications

When an autorenewal attempt occurs, patrons receive an email notification that includes:

  • Successful renewals - New due date for each renewed item

  • Failed renewals - Original due date and reason for failure:

    • "Needed for holds"

    • "Max renewals reached"

    • "No autorenewals remaining"

    • "Patron fines exceed privileges"

    • Other applicable reasons

Notification Options

  • Email delivery only (no SMS/text messaging available)

  • Templates are fully customizable per library

  • Notifications can be disabled if desired

  • Notifications begin on the first due date after autorenewal implementation

SMS/text notifications are not available for autorenewal at this time. We’ll inform libraries if this becomes available.

For a complete notification reference, see Notices.

Implementation Procedure

  1. Planning and Rules Review

    • Bibliomation sends a spreadsheet with your current circulation rules

    • Red tabs show current rules for reference

    • Green tabs are editable for your new autorenewal rules

  2. Configure Your Rules

    • Edit the green tabs to set:

      • Loan periods

      • Total renewals allowed

      • Number of autorenewals

    • Not all circulation modifiers need autorenewal

  3. Submit Rules

    • Save and return the completed spreadsheet to Bibliomation

  4. Confirmation

    • Bibliomation confirms when rules are implemented in the system

  5. Email Template Review

    • Bibliomation provides base email template for autorenewal notices

    • Review and request any customizations

    • Confirm notice email address for your library

  6. Go Live

    • Autorenewal applies to items checked out after implementation

    • First notices sent on the earliest due date after activation

Changes to circulation rules, including autorenewal settings, are not retroactive. They apply only to items checked out after the rules are updated in the system.

Timing Considerations

Autorenewal occurs on the item’s due date by default. This can be adjusted to occur 1-2 days earlier upon request, but will result in fewer days before the next due date.

FAQs

  1. Can email notices be customized for our library?

    Yes. Bibliomation will work with you to customize the email template content, subject line, and sender information.

  2. Can patrons receive text message notifications for autorenewal?

    No. SMS/text messaging is not supported for autorenewal at this time. Email is the only available notification method.

  3. Will items checked out before autorenewal implementation be eligible?

    No. Autorenewal rules are not retroactive. Only items checked out after your rules are implemented will be eligible for autorenewal.

  4. Where can staff see autorenewal details in the patron record?

    Use the Items Out column picker to add "Autorenewal?" (shows yes/no) and "Autorenewal Remaining" (shows count) columns.

  5. Can we have different autorenewal settings for different patron groups?

    Yes. Autorenewal rules are configured by both circulation modifier and permission group, allowing granular control.

  6. What happens if a patron manually renews before the due date?

    The manual renewal counts toward their total renewals. If they’ve used all renewals manually, no autorenewal will occur.

  7. Can autorenewal be disabled after implementation?

    Yes. Contact Bibliomation to disable autorenewal or modify your rules at any time.

  8. Do autorenewal attempts show in the patron’s account history?

    Yes. Successful autorenewals appear in the circulation history just like manual renewals.

Best Practices

  • Review your circulation policies before implementing autorenewal

  • Consider starting with a subset of circulation modifiers

  • Communicate the new feature to patrons before implementation

  • Train staff on the new columns available in Items Out

  • Monitor the first few weeks for any unexpected behavior

Related Documentation