NC Cardinal Support and Staff Education Home → Administration Manual for Libraries → Managing Evergreen Staff Login Access Accounts → Creating a New Login Access Account
1.4. Creating a New Login Access Account
In order to create a login access account, a System Login Access Manager will need to have a System Administrator account. No one else in the library system (other than a director and/or designated SLAM) should be assigned to the System Administrator permission group.
System Administrators (SLAMs) are able to create/edit Volunteer, Circulator, Circ Lead, and Branch Admin. Any edits to existing accounts with Item Cat, Bib Cat, or System Admin permissions will need to be made by the NC Cardinal team. You can submit a help ticket to request such a change. If you are creating an account for a new staff member who needs one of these permission groups, you can assign the account to the Circulator permission group (or Circ Lead/Branch Admin, if higher permissions are needed) and then put in a help ticket requesting assignment to a System Administrator or cataloging permission group (either before or after passing assessments). Temporary cataloging permission group assignments are made according to the NC Cardinal Cataloging Policy.
Individually assigned login access accounts should never be shared between staff members or reassigned from one staff member to a different staff member, as each staff member is individually responsible for the appropriate usage of their individually assigned login access account. Sharing these accounts between staff members or using them for more than one staff member muddies the record of accountability. A brand new account must be created for each new (or reassigned) staff member when they are assigned to a job position that requires an individually assigned login access account (cataloging or administration permission groups).
Create a new individual login access account for staff in patron registration, as usual, except that the Barcode and OPAC/Staff Client User Name (both matching) should be the first initial and last name of the staff member (using middle initial or numbers, if necessary to avoid conflict with an existing staff login account).
A strong, non-obvious password should be created and recorded to give to the staff member and maintained in a secure location by the System Login Manager for reference and to make future changes as needed.
The first and last name of the staff member should be listed in the appropriate fields. The middle name field should list your library system name and "Staff Login" to indicate a login access account.
The staff member's actual birth date and identification should not be listed. You can list a DOB of 01/01/1900 to indicate this is not a personal user account. Use Other for the Identification field.
The staff member's work email address is required. NC Cardinal staff will utilize to communicate, as needed.
Daytime phone should be the staff member's work number.
For Home Library, select the branch where the staff member most often works.
Main (Profile) Permission Group The options for circulation/administration duties that System Login Access Managers can assign are Volunteer, Circulator, Circulation Lead (inherits Circulator permissions), and Branch Admin (inherits Circulator and Circ Lead permissions). Only one permission group should be assigned based on the level of access the staff member is trained and/or approved for by the library director.
The Privilege Expiration Date should not be extended beyond 3-5 years.
Mailing address can be the library branch address where the staff member most often works.
Save the new account.
Assign Working Locations
After creating the new login access account, the System Login Access Manager will need to assign working locations, so that staff can perform functions such as checking in and out, sending and receiving in transit, etc. to other branches in the library system. Open the newly created login access account by typing the username into the F1 checkout field or the patron search screen, then go to Other at the far right of the account tabs and select User Permission Editor from the dropdown menu. (If you do not see Working Locations listed, make sure you are currently logged into Evergreen with a System Admin login.)
Every branch within your library system should be selected for each login access account you create by checking the WorkOU box next to each of your system's branches. This allows staff to perform functions that may affect branches within your system, even if they do not work at those branches. Do not select branches from other systems in the consortium. Be sure to save working locations selected by scrolling all the way to the bottom of the permissions list and clicking on the Save button at the bottom left. You will see a pop-up message stating that the user was successfully modified.
You may only edit the working locations in this screen. Please do NOT attempt to edit any of the permissions listed, which are allocated based on the permission group(s) assigned to the account and may not be altered individually. Please contact NC Cardinal staff if you have questions or need further assistance.
It may be helpful to do a test login with the account before notifying the staff member to which it will be assigned, just to confirm a successful login and no problems with the password. Depending on library settings for your system the password may be tied to the phone number and can change once the phone number has been entered lower down the registration screen. To check,
go to the Other tab and choose Test Password to make sure it was
saved correctly.