How to Update Patron Records for the New School Year
by ePlatform Collection Management | Sep 22, 2025 | Categories : Americas Asia AU & NZ Articles Tips and Tricks UK & Europe
Estimated reading time: 7 minutes | Last updated: September 2025
The start of a new school year is always busy. Between welcoming new students, preparing classrooms, and planning lessons, it is easy to overlook library admin tasks. One small job can save hours of frustration later: updating your patron records.
Accurate patron records mean the right students have the right access from day one. No login issues, no wrong borrowing limits, and no confusion about who can see what.
In this guide, we will walk through why schools should update their patron records, what information to check, and how to do it quickly in ePlatform so your digital library runs smoothly all year.
Key Takeaways
- Updating patron records at the start of the year prevents login problems and access issues.
- The most important details to update are year levels, ages, restrictions, and staff accounts.
- Patron records should be updated at the beginning of each school year, and whenever students or staff join or leave.
- ePlatform makes the update process straightforward with tools designed for school libraries.
Table of Contents
- Why Schools Should Update Their Patron Records
- What Patron Information Should Be Updated?
- When Do Patron Records Need Updating?
- How to Update Patrons on ePlatform
- Updating Patrons with LMS or SSO
- FAQs About Updating Patrons
- Final Thoughts
Why Schools Should Update Their Patron Records
Starting the year with accurate patron records sets your eLibrary up for success. When student data is out of date, it often leads to frustration for both staff and students. A Year 7 student may still be restricted to Year 6 content, or a graduate might still have access when they should not. These small errors can quickly grow into bigger problems once classes begin.
Updated records ensure that every student can log in easily, borrow the right titles, and access age-appropriate content. It also helps staff keep borrowing limits fair and reporting accurate. Schools that make patron updates part of their yearly routine spend far less time troubleshooting later in the term.
What Patron Information Should Be Updated?
Not every detail in your system needs attention, but a few fields make the biggest difference to how smoothly your library runs. These are the areas to focus on each year:
Year levels or grades
As students move up a year, their borrowing limits and reading access need to move with them. Updating this field ensures they see the right content.
Age-based restrictions
Some titles are best suited for older readers. Updating ages helps keep younger students from accessing material that is not appropriate.
Patron status
Remove graduates or students who have left, and add new starters. This keeps your system current and avoids inactive accounts building up.
Staff accounts
Teachers and support staff often change roles. Make sure their access reflects their new responsibilities so they can support students effectively.
By focusing on these core details, you can keep your patron records clean and prevent most of the common issues that cause frustration during the year. Once you know what details to update, the next step is deciding when to make those changes.
When Do Patron Records Need Updating?
The best time to update patron records is right before the new school year begins. Making changes early means students can log in smoothly on their first day back, without delays or access problems.
That said, updating once a year is not always enough. Schools often see mid-year enrolments, transfers, or staff changes. Each of these is a good time to check records again and make sure everything is accurate.
A simple rule of thumb: update patron records at the start of the year, then review them whenever a student or staff member joins, leaves, or changes roles. By building updates into your regular routine, you will avoid larger fixes later on.
Once you know when updates should happen, the next step is learning how to carry them out in ePlatform.
How to Update Patrons on ePlatform
Only users with the Admin role can update patron records in ePlatform. If you are an admin, you can access the tool by going to Admin > Import/Update Patrons Tool in your portal menu.
The Import/Update Patrons Tool allows you to add new students, update existing records, or disable accounts in bulk through a file upload. Here’s how the process works:
Step 1: Export your current patrons
From the Patrons area (Admin > Patrons), you can export an Excel file (.xlsx) of your existing patrons. This gives you a complete snapshot of current data and provides the correct file format and column structure.
Step 2: Prepare your updated file
Patron updates are managed by uploading a spreadsheet. The Barcode (username) must be the first column and acts as the unique identifier. All other fields are optional but can be included if you need to update them.
Possible fields include: Barcode, Name, First Name, Last Name, Email, Gender, Category (for sub-campus or class), Year Level, Date of Birth, Role, Disabled, and Password. Ensure column headers are included in the first row. We recommend using .xlsx for best performance.
Step 3: Apply changes
- Adding new students or staff: Include their Barcode and any other details. New barcodes create new records automatically.
- Updating year levels: Adjust the Year Level column so students move up with the new school year.
- Disabling patrons: Add “Y” in the Disabled column to deactivate an account, or “N” to re-enable it.
- Bulk disable: You can choose to disable all non-admin patrons not listed in your file. This is useful for removing graduated students in one step.
Step 4: Upload your file
Return to the Import/Update Patrons Tool, select your updated file, and upload it. ePlatform will update existing records based on matching barcodes and create new records for barcodes it has not seen before.
Step 5: Test and confirm
Once the upload is complete, test a few student and staff accounts to make sure everything has processed correctly. Check year levels, borrowing limits, and content restrictions to confirm accuracy.
Following these steps ensures your patron records are accurate and ready for the new school year. With clean data, students can log in without issues and staff can manage borrowing smoothly from day one. If you run into issues during the upload, contact ePlatform support for help.
Updating Patrons with LMS or SSO
If your school uses a Library Management System (LMS) or Single Sign-On (SSO) integration with ePlatform, most patron updates happen automatically. When a student or staff member logs in through your LMS or SSO, their details are synced into ePlatform without any manual work required.
This means you do not need to upload patron files at the start of each year, as long as your source system is accurate. The key is making sure your LMS or SSO data is correct, since ePlatform will mirror what comes from that system.
If you are unsure how your integration is set up, check with your IT team or contact ePlatform support for guidance. Schools not using LMS or SSO should continue to update patrons manually using the Import/Update Patrons Tool.
FAQs About Updating Patrons
Do schools need to update patron records every year?
Yes. Updating at the start of each school year keeps access accurate and prevents login issues. You should also update records whenever new students or staff join or when someone leaves.
What happens if we don’t update patron records?
Students may face login problems, see the wrong borrowing limits, or access content that is not suited to their age. Staff reports may also become inaccurate.
Can updates be automated?
Yes, if your school uses a Library Management System (LMS) or Single Sign-On (SSO) with ePlatform, patron details are synced automatically whenever a student or staff member logs in. If your school is not connected through LMS or SSO, you will need to update patrons manually using the Import/Update Patrons Tool.
How long does it take to update patrons?
Most schools complete the process in less than an hour once the updated file is prepared. The bulk of the work is reviewing the data in advance.
Do we need to update if we use LMS/SSO?
No, if your school is integrated with an LMS or Single Sign-On (SSO), patron information is synced automatically when students or staff log in to ePlatform. You will not need to manually upload files each year, but it is important to make sure your LMS or SSO data is accurate, since ePlatform mirrors the information provided by your source system.
Final Thoughts
Updating patron records may not be the most exciting job on your to-do list, but it is one of the most important. A clean set of records means your students can start the year without login hassles and your staff can focus on supporting learning rather than fixing access issues.
By making updates part of your annual routine, and checking records when new students or staff arrive, you will keep your digital library running smoothly all year. A little time spent now saves a lot of time later.