Koha is one of the world's best-known open-source integrated library systems (ILS), used by libraries of different types and sizes around the world. Because Koha is a continuously developing open-source platform, librarians can benefit from regularly exploring its features rather than using only the basic circulation and cataloguing functions.
The current Koha 26.05 series introduced new features and numerous enhancements and bug fixes, making it worthwhile for librarians to keep an eye on the latest documentation and release notes.
In this first article of Library Technology Tips & Tricks, here are 10 practical Koha tips that can make everyday library work easier and more efficient.
1. Learn the Keyboard Shortcuts for Faster Circulation
If you frequently work at the circulation desk, keyboard shortcuts can save considerable time.
In the Koha staff interface, commonly used circulation shortcuts include:
- Alt + Q – Search catalog
- Alt + U – Check out
- Alt + R – Check in
- Alt + W – Renew
Instead of repeatedly navigating through menus with the mouse, circulation staff can use these shortcuts to move quickly between common tasks.
Practical tip
Train circulation staff to use two or three shortcuts initially. Once they become familiar with them, introduce additional shortcuts.
Small improvements repeated hundreds of times can make a noticeable difference in a busy library.
2. Use Advanced Search Instead of Searching Only by Title
Many librarians use Koha's main search box but may not fully exploit its search capabilities.
Koha provides advanced searching facilities that can help narrow results using different search criteria. The OPAC also provides links to features such as Advanced search, Authority search, Lists and the cart.
Instead of searching for:
Artificial Intelligence
you can refine your search using appropriate fields, libraries, item types, publication information and other available criteria.
Practical tip
When a search produces hundreds of results, don't keep scrolling. Refine the search.
Good searching is often faster than browsing.
3. Use the Cart and Lists When Collecting Records
Koha provides both a cart and lists for collecting bibliographic records.
The cart is temporary and is intended for records you want to collect during the current session. A list provides a more permanent way of saving selected records.
This can be useful when you are:
- Preparing a reading list
- Selecting books for an exhibition
- Identifying books for a particular subject
- Preparing information for a department
- Collecting records for further review
Practical tip
Instead of opening records repeatedly, add relevant records to a list and work with them together.
This simple habit can make collection development and user-support work much more organized.
4. Don't Ignore Authority Records
Authority control is sometimes treated as a purely cataloguing function, but it has an important impact on discovery and consistency.
Koha supports authority searching, and the OPAC can expose authority search when the relevant system preference is enabled. Authority results can also show how many bibliographic records use a particular authority record.
Why this matters
Without proper authority control, variations in names and subjects can make it harder for users to discover related resources.
For example, consistency in personal names, corporate bodies and subject headings can improve catalogue quality.
Practical tip
If your library has a large catalogue, periodically review authority-related issues instead of treating authority control as a one-time cataloguing activity.
5. Explore Koha Reports — They Are More Powerful Than They Look
One of the most useful areas of Koha is the Reports module.
Koha reports can be used to gather information such as:
- Circulation statistics
- Member lists
- Shelving lists
- Collection information
- Usage information
- Other database-driven information
Koha also allows authorized staff to create custom reports using the guided report wizard or SQL queries.
Practical tip
Don't create a new report every time you need the same information.
If you frequently require a particular report, save it and document what it does. Create a small internal "Library Reports Handbook" containing your most useful reports.
Important
Be careful with reports containing patron or other sensitive information. Koha's documentation specifically advises caution about making reports public when they contain sensitive patron data.
6. Try the New Record Audit Feature in Koha 26.05
This is one of the particularly interesting additions in the Koha 26.05 series.
Koha 26.05 introduced an Audit button on the bibliographic record detail page. It can check for various record and item problems, including missing or invalid item types, missing home or holding libraries, and invalid authorized values.
Why this is useful
Over time, catalogues can accumulate incomplete or inconsistent records.
A record audit provides an additional way to identify problems that might otherwise remain unnoticed.
Practical tip
After upgrading to a version that supports this feature, test the Audit function on a sample of records and see whether it identifies problems in your catalogue.
Note: The exact availability and interface depend on your Koha version and configuration.
7. Keep an Eye on Release Notes
Koha is not a static application.
New versions contain new features, enhancements, bug fixes and security fixes. For example, Koha 26.05.00 contained 2 new features, 214 enhancements and 365 bug fixes.
Subsequent 26.05 maintenance releases have also addressed bugs and security issues.
Practical tip
Don't wait for your system administrator or vendor to tell you everything that has changed.
Make it a habit to check:
Koha Community → News → Release Notes → What's New
The official Koha documentation is continuously updated and is the best starting point for understanding current functionality.
8. Use Holds and the Holds Queue Effectively
If your library provides a reservation/hold service, Koha can help staff manage items waiting to be pulled from the shelves.
The Holds Queue report can show holds waiting to be fulfilled and provides filtering options such as library, item type, collection and shelving location.
Practical tip
Don't rely only on individual staff members checking for reservations manually.
Establish a regular workflow:
Holds placed → Holds queue generated → Items pulled → Items processed → Users notified
A well-designed holds workflow can improve both staff efficiency and user satisfaction.
9. Review Your System Preferences Periodically
Koha has a large number of system preferences controlling how different parts of the system behave.
One common mistake is to configure Koha once and then never revisit the settings.
But your library changes over time.
For example:
- New user categories may be introduced
- New item types may be created
- Branches may change
- Circulation rules may change
- New services may be introduced
- OPAC requirements may evolve
- New Koha features may become available
Practical tip
Schedule a Koha configuration review once or twice a year.
Create a simple checklist covering:
- Circulation
- OPAC
- Cataloguing
- Patrons
- Authorities
- Serials
- Acquisitions
- Reports
- Notices
- Security
- System preferences
This can prevent old configurations from becoming permanent simply because "that is how we have always done it."
10. Make the Koha Manual Part of Your Daily Toolkit
Perhaps the most important tip is surprisingly simple:
Use the official Koha Manual.
The Koha Community maintains a continuously updated manual covering installation, administration, cataloguing, circulation, acquisitions, OPAC, patrons, reports, searching, serials, tools and other modules.
It is particularly useful when you encounter a feature you have never used before.
Practical tip
When you face a Koha problem, don't immediately search random forum posts.
Try this sequence:
1.
Identify your Koha version
↓
2. Check the official manual
↓
3. Search the official release notes
↓
4. Check the Koha community resources
↓
5. Then look for community discussions or vendor-specific guidance
This approach reduces the possibility of following instructions intended for a different Koha version.
Bonus Tip: Maintain Your Own Koha "Tips & Tricks" File
Every library develops its own Koha knowledge.
Your staff may discover:
- Useful reports
- Important system preferences
- SQL queries
- OPAC customizations
- Troubleshooting solutions
- Notice configurations
- Cataloguing shortcuts
- Common errors and their solutions
Instead of keeping this knowledge only in someone's memory, maintain a shared Koha Tips & Tricks document.
For every useful discovery, record:
Problem → Solution → Steps → Koha version → Date tested → Staff responsible
This becomes a valuable internal knowledge resource, particularly when staff responsibilities change.
Final Thoughts
Koha is much more than a system for issuing and returning books.
Its searching, cataloguing, circulation, reports, authority control, OPAC, lists, holds and other tools can support many aspects of modern library management. The continuing development of Koha also means that librarians should periodically revisit features they may have overlooked.
The most effective way to learn Koha is not necessarily to learn every feature at once.
Instead:
Find one useful feature → try it → apply it in your library → document it → teach it to your colleagues.
That approach can gradually transform Koha from a system you simply use into a system you use intelligently.
Quick Reference: 10 Tips
|
No. |
Koha Tip |
|
1 |
Learn circulation keyboard shortcuts |
|
2 |
Use advanced searching |
|
3 |
Use Lists and the Cart |
|
4 |
Explore authority records |
|
5 |
Make better use of Reports |
|
6 |
Try the 26.05 Record Audit feature |
|
7 |
Follow Koha release notes |
|
8 |
Use the Holds Queue effectively |
|
9 |
Review system preferences periodically |
|
10 |
Keep the official Koha Manual handy |
Frequently Asked Questions
Is Koha still actively developed?
Yes. Koha continues to receive new releases, enhancements, bug fixes and security fixes. Koha 26.05 was released in May 2026, followed by maintenance releases.
Do all these features work in every Koha version?
No. Koha's functionality can vary by version and local configuration. Always check the documentation corresponding to your installation before changing settings or implementing a feature.
Where can I find the official Koha documentation?
The Koha Community maintains the official online documentation and manuals.
Can librarians create their own Koha reports?
Authorized staff can create reports through the guided report wizard or SQL, depending on their permissions.
Official Resources
- Koha Community: https://koha-community.org/
- Koha Documentation: https://koha-community.org/documentation/
- Koha Manual: https://koha-community.org/manual/latest/en/html/
- Koha Release Information: https://koha-community.org/news/
