Managing Inactive Patrons, Account Deletion and Year-Level Rollover

Use Patron Management Settings to review how ePlatform handles inactive patrons, permanent account deletion, and year-level rollover.

These settings can affect multiple patron accounts. Before applying changes, review the number of affected patrons and confirm that the settings match your organisation’s account-management and data-retention policies.

Before you begin

Review your current patron records before changing any lifecycle settings. In the Admin area, go to Patrons and check:

which patrons are currently active or disabled;
whether current students and staff appear in the patron list;
whether roles and year levels are accurate;
whether former students or staff still have accounts; and
whether recently imported or synchronised accounts contain the expected information.

If you use year level or age-based content restrictions, pay particular attention to each patron’s year level and date-of-birth information.

Open Patron Management Settings

Admin area → Patron Management Settings

From this page, review the settings for:

Setting	What to review
Inactive patrons	When inactive patron accounts are disabled.
Account deletion	When disabled patron records are permanently deleted.
Year-level rollover	The month used for year-level rollover.
Patron logs	Records of patrons who have been disabled or deleted.

Manage inactive patrons

The inactive-patron setting determines when inactive patron accounts are disabled.

Before changing this setting:

Go to Admin area → Patrons.
Confirm that current students and staff have up-to-date accounts.
Return to Admin area → Patron Management Settings.
Review the inactive-patron setting.
Check the displayed number of patrons that will be affected.
Make sure active students and staff are not included unexpectedly.

If the number of affected patrons does not look correct, review the patron records before applying the setting.

Manage permanent account deletion

Account disabling and permanent deletion are separate stages. The deletion setting determines when disabled patron records are permanently deleted.

Before applying or changing this setting:

review the displayed number of affected patron records;
confirm that the records belong to patrons who should no longer have accounts;
check your organisation’s data-retention requirements; and
review the disabled and deleted patron logs.

If you are uncertain whether particular patron records should be permanently deleted, confirm your organisation’s requirements before proceeding.

Review year-level rollover

The year-level rollover setting includes the month used for rollover. Review this setting before the beginning of a new school year.

Before the rollover month:

Go to Admin area → Patrons.
Check that current patrons have the correct year-level information.
Identify former students or staff whose accounts need attention.
Go to Admin area → Patron Management Settings and review the month selected for year-level rollover.
Review the displayed number of affected patrons.

After the rollover, return to Admin area → Patrons and check a selection of patron records from different year levels.

Review affected patrons

Patron Management Settings displays the number of patrons affected by the configured rules. Always review this number before applying changes.

If the number is higher or lower than expected:

check the current patron list in Admin area → Patrons;
review account statuses, roles, and year levels;
confirm that your latest patron import or synchronisation is complete; and
correct the patron data before returning to Patron Management Settings.

Review disabled and deleted patron logs

Use the disabled and deleted patron logs in Admin area → Patron Management Settings to review patron account activity associated with these settings.

Check these logs when reviewing past account changes or investigating why a patron no longer appears as an active account.

Manual and automated accounts

Manually managed accounts

To correct or update multiple manually managed patron accounts, go to:

Admin area → Patrons → Import / Update Patrons

Review your patron data carefully before importing it, particularly account status, role, year level, and date-of-birth information.

Accounts managed through SSO or another integration

If patron accounts are created or updated through SSO or another automated integration, confirm that the information in the connected source system is current.

Ask your IT team to review the relevant account data and mappings before changing patron lifecycle settings in ePlatform.

Before applying changes

Complete this final check:

The patron list includes your current students and staff.
Account roles and year levels are accurate.
The displayed number of affected patrons is expected.
The deletion setting matches your organisation’s data-retention policy.
The selected rollover month is appropriate for your school year.
Your patron import or connected source system is up to date.

Need help?

If the affected-patron count does not look correct, or you are unsure which settings to use, contact support@eplatform.co.

Please include:

your school or library name;
the setting you are reviewing;
the number of affected patrons displayed; and
a screenshot of the relevant Patron Management Settings page.

Do not include patron passwords or other sensitive sign-in information.

Importing and Updating Patrons

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