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
