How to Add a Pop Up Note to a Patron's Account

A pop-up note is used to alert library staff to important information about a patron when their record is accessed in Alma.

Use a pop-up note when staff need to see time-sensitive or high-importance information before completing circulation actions such as checkout, renewal, or fines processing.

Examples include:

• “Verify photo ID before checkout”
• “Account under review- contact supervisor”
• “Special borrowing permissions apply”

Note: 

• Pop-up notes are staff-facing alerts, not enforcement tools.
• They do not block borrowing and do not replace patron blocks.
• Notes should be clear, factual, and professional, as they may be visible to patrons if marked user viewable.

Required Roles

• Fulfillment Operator
• Circulation Desk Manager

1: Locate the Patron Record Navigate to Fulfillment > Checkout/Checkin> Manage Patron Services>. Search for and select the patron’s record

2. Click on the Patron's Name to open the User Details side panel

3. Click on the <Notes> tab

Note: The dog ear on the User Details tab indicates pre-existing information. In this example, the patron already has at least one Note attached to their account. A patron account can include several Notes. 

4. Configure the Note Settings

• Select <Add Note>

• Enter the desired information in the <Note> and use the <Type> drop-down menu to select a locally approved option that will help identify the nature of the note. 

• Check <Pop up note> This ensures the note appears when the patron record is accessed
• Optional: Check <User viewable> Only select this if the patron should see the note in Primo VE
  • Most university libraries reserve User viewable pop-up notes for informational messages, not internal staff guidance

5: Save the Note

• Click <Add and Close>
• Click <Save> on the User Details screen
• The pop-up note is now active.

6. What Staff Will See

• When the patron’s record is accessed in Alma, the pop-up note appears automatically
• Staff must acknowledge the note before continuing

What Does the External Option Mean in a Patron Pop-Up Note?

• When you add a note to a patron record in Alma, the External checkbox controls who the note is intended for, not how Alma enforces it.
• In simple terms: External = the note is meant for people outside your library staff. Most pop-up notes are internal

Frequently Asked Questions

Does a pop-up note stop checkout?

• No. It only alerts staff. Use a patron block to prevent borrowing.

Can multiple pop-up notes exist on one patron record?

• Yes. All active pop-up notes will display.

Can pop-up notes expire automatically?

• No. They must be edited or deleted manually.

Can I edit or remove a pop-up note later?

• Yes. Use the row action menu (⋯) next to the note and select <Edit> or <Delete>, then <Save>.

Will the note appear in Primo VE within the patron's My Library Account?

• Only if <User viewable> is selected.