Suppliers page

MiBaseNZ’s Suppliers page is not related to anything, it has just been created as a way for toy libraries to record all the suppliers they use for toy purchasing as well as any discounts they can receive and who to contact for these discounts.
It is great for volunteers or helping future committee members when there has been a change or people leave.

Go to Toy -> Suppliers

Suppliers page

Your suppliers will be listed in a table which is quite self-explanatory, see below example.

Suppliers List

To edit the details of a supplier, click the blue Edit button alongside it.

To remove a supplier, click the orange Delete button alongside it.

To add a new supplier, click the turquoise Add New button at the top right of the page.

Adding a new supplier

Fill in as much of the details as you can.
The discount field must only have a number, no symbol. It  is measured by percentage so the symbol is automatically added when the details are saved. Refer to the Discount column in the above table.

Click Add New.

You will see the Success message appear underneath. An Error message may appear if there is a problem.

When you click OK you will be taken back to the Toy Supplier page.

Toy Conditions – create, edit or delete

MiBaseNZ’s Condition page allows your library to create a list of conditions for your toys which is very handy when stocktaking and updating the quality of the toys. It also allows you to keep tabs on the toys by seeing what can be replaced or what may need improvement which could mean, for example, combining toys if too many parts are missing.

To create your list, go to Toy -> Condition

Toy - Condition

On the left, you can see the list of toy condition types and on top, you can add a new condition.

On the right, is a pie chart to provide you with a visual representation of the number of toys in each toy condition category. If you hover your mouse/arrow over each section of the chart, you can see the number of toys for each condition type.

Toy conditions page

You will see the Success message appear underneath.

Success message

To edit a toy condition, click the blue Edit button alongside it.

To remove a toy condition, click the orange Delete button alongside it.
If you delete a condition and there are toys still recorded under that type, the chart on the right will still record the condition and number of toys until you move them to another condition category. Once that’s done the chart will update. To change the condition type for a toy you can either go to Edit a toy page or the Stocktake page.

Deleting a toy category

If you would like to delete a toy category that you have just added, it is as simple as clicking the orange Delete button alongside it.

However, if there are toys listed in the category you will need to move these toys before deleting. MiBaseNZ will not allow this category to be deleted until the toys have been moved. This Error box will appear.

Unable to delete toy category alert box

If the toys are Active, they will need to be moved to a different toy category.
If the toys are Not Active, they will need to be moved to the NOT: ALL INACTIVE toys category.

Each toy will need to individually be changed. If there are a large number of toys, you can Open a ticket and ask for help.

To change the toy category, click Toys List in the second menu. Type in the table header Cat the toy category of the toys you need to change.

Toys List

Click the blue Edit button alongside the toy.
In the dropdown menu Category, select which category you would like to move the toy to.

Toy category dropdown menu

Click Save Toy.

Once all toys have been changed, you will need to return to the Toys Categories page where you will see in the list the Number of Toys in both columns will be 0. See the below example:

Toy category

You can now click the orange Delete button to remove the toy category and you will see the green Success message at the top of the page.

toy category - success message

For more information about the Toy Category page follow the article The importance of toy categories

Sub-Categories – create, edit or delete

If your toy library has a rather long list of toy categories, then you should start thinking about adding Sub-Categories.

Sub-Categories reduce clutter on your websites, which prevents people from being overwhelmed by a long list of choices. Having too long a list also makes it harder for viewing particularly if a person is using their mobile phone.

To create a sub-category, go to Toy -> Sub Categories

Sub-categories
Sub-categories

You will see a list of toy sub-categories if any.

Toy Sub-category page

To remove a sub-category, simply click the orange Delete button alongside it.
To edit a sub-category, simply click the blue Edit button alongside it.
Note: you cannot change the SubCategory (the abbreviation of the description). If you have made a mistake, you will need to delete the category and start again.

To add a new toy sub-category use the form on top of the page.

  • Sub-Category: No more than three characters. Make sure it aligns with the description, for example, DUP=Duplo, so it is easy to understand.
  • Category Description: must be specific to the toys

Once you have added in the fields click Save.

You will see the Success message appear underneath. An Error message may appear if there is a problem.

To select the sub-category for a toy you will need to go to the toy’s editing page, Read this article Editing a Toy for further information.

Note: sub-categories can be used in more than one category
For example:
Puzzles – Magnetic
Construction – Magnetic

 

When members view toys in the Toy List on the Member Website, they will see at the top of the page the sub-category dropdown menu.

Once they have selected the category and sub-category, click Submit. A list of their choices will appear.
To see the full list again, click Reset.

LOTE (Language Other Than English) – add or delete

To assist you when setting up a new member, MiBaseNZ has created a LOTE page where you can add or delete languages and nationalities.

This will also provide you with an informative guide of what languages your members speak which can be helpful when making decisions with your toy purchases.

Go to Member -> LOTE

On the left, you can see the list of nationalities/languages.

On the right, is a pie chart to provide you with a visual representation of your members’ nationalities/languages. If you hover your mouse/arrow over each section of the chart, you can see the number of members of that nationality/language.

To remove a nationality/language, click the Delete button alongside it.

To add a new nationality/language, type your preference in the box and click Add a New LOTE. It will automatically be added to the list.

When Adding a new member, their nationality/language can be selected from the dropdown menu.

New member page

This function can also be seen in the Join Now page of your public website. Members who join online will be able to choose from the dropdown menu.

Join Now page

Payment Types – add or delete

MiBaseNZ has created the Payment Type page to check, add and delete different types of payments that your toy library specifically uses.

Go to Member -> Payment Type Here you can see a list of the different payment types.
To remove a payment type, click the orange Delete button alongside it.
If you would like to add a new payment type, click Add New. Type in the payment and click the pink Add a New Payment Type button underneath. You will see the Success message appear. An Error message may appear if there is a problem. When you click OK you will be taken back to the Payment Type List page. Once you have finished adding all payment types, you are ready to Add Payment Options.

Ethnicity – add or delete

This function was created by MiBaseNZ due to requests by toy libraries wanting to collect more information on the demographic makeup of their members. This information can be useful, for example, when deciding what toys to purchase or when applying for targeted funding. Once the different ethnic groups have been created, and the information is added, the figures are automatically collated in an easy to read pie chart.

Ethnicities are added when a new member signs up with your toy library as a walk-in or they use the online “Join Now” option on your public website. For existing members, this information can be added by editing their details page.

 

View the Ethnicity List

To view the list and add or delete options, go to Member -> Ethnicity

Ethnicity page

On the left, you can see the list of ethnicities.

On the right, is a pie chart to provide you with a visual representation of your members’ ethnicities. If you hover your mouse/arrow over each section of the chart, you can see the number of members in each ethnic group.

Ethnicity Page

 

Add or Remove an Ethnicity

To remove an ethnicity, click the Delete button alongside it.

To add a new ethnicity, type your preference in the box and click Add a New. It will automatically be added to the list.

Add a new Ethnicity

You can also download the list to PDF and/or Excel by clicking the Export to PDF or Export to Excel buttons.

Export buttons

 

Recording Ethnicities

As mentioned in the beginning, once the Ethnicity page has been set up, the information can be gathered in 3 ways.

  1. When Adding a new member, their ethnicity can be selected from the dropdown menu.New Member page
  2. When a member joins online using the Join Now page of your public website they can choose from the dropdown menu.Join Now page
  3. Updating existing members by editing their Member Detail Page….Member Detail page
    ……and selecting from the dropdown menu.Updating members details

Sources – add or delete

How did your members find out about your toy library? To provide you with an answer, MiBaseNZ has created the Source page where you can add or delete different discovery methods. This will assist you when setting up a new member.

Go to Member -> Source

On the left, you can see the list of sources.

On the right, is a pie chart to provide you with a visual representation of how your members discovered your toy library. If you hover your mouse/arrow over each section of the chart, you can see how many members discovered your toy library through that source.

To remove a source, click the orange Delete button alongside it.

To add a new source, type your preference in the Discovery Method box and click Add a New Discovery.

You will see the Success message appear underneath. An Error message may appear if there is a problem.


When Adding a new member, the source can be selected from the dropdown menu found under the heading “Other Info”.

Adding a new member

This function can also be seen in the Join Now page of your public website. Members who join online will be able to choose from the dropdown menu “How did you find us?”.

Join now page - selecting source

Suburbs – create, delete or edit

To assist you when setting up a new member, MiBaseNZ has created the Suburbs page where you can create, delete or edit the suburbs and their postcodes within your area.

Go to Member -> Suburbs

 

 

On the left, you can see the list of suburbs and postcodes.

On the right, is a pie chart to provide you with a visual representation of the number of members within each of the suburbs listed. If you hover your mouse/arrow over each section of the chart, you can see the number of members you have in each suburb.

To remove a suburb, click the orange Delete button alongside it.

To edit the postcode, type in the yellow input box and press Enter.

To add a new suburb and postcode, click Add New.

 

Type in the suburb and postcode and click the Add a New Suburb underneath.

You will see the Success message appear underneath. An Error message may appear if there is a problem.

 

When you click OK you will be taken back to the Suburbs List page.

Now you are ready to Add cities and Add new members.

Roster Preferences – add or delete

If you require your members to help you in the library, you will need to setup duty preferences for the members to choose from. MiBaseNZ has created the Roster Preference page where you can add or delete a preference suitable to your library’s needs. This will also assist you when setting up a new member.

Go to Member -> Roster Pref

Fill in the required fields seen below and click “Add a New Roster Group”.

  • Roster Group:
    – roster
    – normal duty
    – roster coordinator – usually for a committee member
    – cleaning – this is good for once or twice a year when a library does a special cleaning session and needs more helpers
    – student – if your library uses any
    Most libraries just use ‘roster’
  • Roster Hours – type in the time you would like the duty to run for eg. 10.00 am- 12.00 pm.
  • Roster Day – choose the day from the dropdown box
  • Hours – type in how many hours the session will go for. The number of hours depends on how busy your library is
  • Volunteers – type in the maximum number of volunteers you would like to help for that session
  • Location – type in a location if you have more than one.
    Adding a location is nice particularly if a library has moved. When the member receives a roster reminder email, the location will be on there

If your library is open for two sessions in one day, you will just need to create two separate roster preferences.

Your new roster preference will be added to the list below.

If you would like to remove a roster preference, click the “Delete” button alongside it.

View the video here:

(This video has two sets of instructions in it. The first will show you how to setup the roster preferences, the second, how to setup a duty roster)

 

Now you can generate your roster in the Duty Roster page