Need to check out multiple items to a single patron quickly? Koha’s batch checkout feature makes it easy to process classroom sets, bulk loans, and multiple items simultaneously without scanning each one individually.

When to Use Batch Checkout

Batch checkout is ideal for:

  • Classroom sets - Teachers borrowing multiple copies
  • Book bundles - Themed reading sets
  • Research materials - Multiple items for a project
  • Event supplies - Equipment and material kits
  • Interlibrary loan - Batch of items for another library

Prerequisites

Before using batch checkout, ensure:

  • ✓ You have circulation permissions in Koha
  • ✓ The patron account is active and in good standing
  • ✓ You have a list of barcodes (or can scan them)
  • ✓ Items are available for checkout

Method 1: Standard Batch Checkout

Step 1: Access the Patron Account

  1. Log in to Koha staff interface
  2. Search for the patron (by name, card number, or barcode)
  3. Open their account
  4. Navigate to the Checkout tab

Step 2: Enter Barcodes

You have two options:

Option A: Manual Entry

  • In the barcode field, enter first item barcode
  • Press Enter
  • Enter next barcode
  • Repeat for all items

Option B: Barcode Scanner

  • Use a barcode scanner to scan each item
  • Scanner automatically submits each barcode
  • Continue until all items are scanned

Option C: Batch Mode

  • Some Koha configurations support multi-line input
  • Enter all barcodes separated by line breaks
  • Submit all at once

Step 3: Review and Confirm

  1. Review the items list
  2. Check due dates are correct
  3. Note any alerts or restrictions
  4. Print receipt if needed

Method 2: Offline Circulation (for Bulk Processing)

For very large batches or network outages:

Setup

  1. Go to Tools → Offline circulation
  2. Download the offline circulation client
  3. Load patron and item data

Process

  1. Open offline circulation tool
  2. Select patron
  3. Scan or enter all barcodes
  4. Save transactions locally

Upload

  1. When online, go to Tools → Upload offline circulation file
  2. Upload your saved transactions
  3. Koha processes all checkouts at once

Method 3: API-Based Batch Checkout

For advanced users with programming knowledge:

# Example using Koha REST API
curl -X POST "https://your-koha-instance/api/v1/checkouts" \
  -H "Authorization: Bearer YOUR_API_TOKEN" \
  -H "Content-Type: application/json" \
  -d '{
    "patron_id": 123,
    "item_ids": [456, 789, 1011, 1213]
  }'

Best Practices

Preparation

  1. Create barcode lists in advance for common sets
  2. Verify availability before patron arrives
  3. Check holds - ensure items aren’t needed elsewhere
  4. Review circulation rules for batch checkout limits

During Checkout

  1. Scan systematically - work through list methodically
  2. Watch for alerts - resolve issues immediately
  3. Count items - verify total matches expectation
  4. Print receipt - provide detailed list to patron

After Checkout

  1. Document set - note in patron account if it’s a set
  2. Set reminders - for due dates of classroom sets
  3. Communication - send confirmation email with due dates

Handling Special Cases

Different Due Dates

If items in the batch have different loan periods:

  1. Sort by due date first
  2. Checkout in groups with same periods
  3. Print separate receipts for clarity

Items with Holds

If an item has a hold:

  1. Koha will alert you during checkout
  2. Skip the item or override if authorized
  3. Place hold on alternative copy if available

Damaged or Missing Items

If you discover issues during batch checkout:

  1. Mark item status immediately
  2. Substitute with alternative copy
  3. Note in patron account for transparency

Classroom Set Management

Special considerations for educational settings:

Setup

  1. Create collection codes for sets (e.g., “CLASS-SET-01”)
  2. Use item notes to indicate set membership
  3. Set extended loan periods for teachers

Tracking

  1. Create reports for outstanding sets
  2. Schedule reminders before due dates
  3. Plan retrieval at semester/term end

Renewals

# Renew entire set at once
- Find patron account
- Select all items from set
- Click "Renew selected items"

Troubleshooting

“Item Not Available” Error

Causes:

  • Item already checked out
  • Item has hold for another patron
  • Item marked as damaged or lost

Solutions:

  • Check item status in catalog
  • Verify barcode is correct
  • Contact circulation supervisor for override

Checkout Limit Reached

Causes:

  • Patron category has checkout limits
  • Patron has too many items

Solutions:

  • Review patron category settings
  • Increase limit if authorized
  • Ask patron to return items first

Duplicate Barcode Scanned

Causes:

  • Accidentally scanned same item twice
  • Duplicate barcodes in system

Solutions:

  • Verify item physically
  • Check recent checkouts list
  • Report duplicate barcodes to cataloging

Creating Checkout Presets

For frequently borrowed sets:

Option 1: Lists

  1. Go to Lists → New list
  2. Add all set items to list
  3. Name list descriptively
  4. During checkout, load list and process

Option 2: Item Groups

  1. Use item groups feature (Koha 21.05+)
  2. Create group for classroom set
  3. Check out by group instead of individual items

Option 3: Saved Searches

  1. Create search for collection code
  2. Save search with descriptive name
  3. Load search results for quick access

Reports for Batch Checkout Tracking

Create custom reports to monitor:

-- Outstanding classroom sets
SELECT 
  borrowers.cardnumber,
  borrowers.surname,
  borrowers.firstname,
  COUNT(issues.issue_id) as total_items,
  items.ccode as collection_code,
  issues.date_due
FROM issues
JOIN items USING (itemnumber)
JOIN borrowers USING (borrowernumber)
WHERE items.ccode LIKE 'CLASS%'
GROUP BY borrowers.cardnumber, items.ccode
ORDER BY issues.date_due

Training Staff

Ensure all circulation staff know how to:

  • ✓ Access batch checkout features
  • ✓ Scan efficiently without errors
  • ✓ Handle checkout alerts
  • ✓ Print detailed receipts
  • ✓ Document special circumstances
  • ✓ Contact support when needed

Need Help?

Our circulation experts can assist with:

  • Custom batch checkout workflows
  • Classroom set management
  • Staff training sessions
  • Circulation rule configuration
  • Custom report development

Contact our support team for assistance.

Time Savings: Batch checkout can process 50+ items in under 2 minutes, compared to 10-15 minutes for individual checkouts. This efficiency is crucial during busy periods like start of semester.