Duty Information — Mt Evelyn

1Session Setup

All equipment is found inside the Toy Library, which is accessed from within the hall. Laptops and paperwork are inside the locked member cupboard.

1. Lights are located in the hall's cleaning/storage room, on the right wall as you walk in.
2. Set up the Returns and Borrowing tables as shown in the photos below.
3. Place the Toy Library sign out on the footpath as shown in the photo below.

2Session Floorplan

3Using the Laptops

The laptops are kept in the black laptop bags. There is one for borrowing and one for returning.

1. Open the laptop and plug the power into the wall.
2. Plug the modem into power.
3. Wi-Fi should connect automatically.
4. Open a browser window.
5. The home page is set to the screen for borrowing and returning toys.
6. It should already be logged in to SETLS, but if it isn't, use the login below.

4Running the Session

1. When members come in to return toys, return the items in SETLS by:
   • searching their surname in the search box in the top left corner
   • this will show the list of toys they have
   • click the blue "return" button on all appropriate items

   While doing this, another volunteer can count the pieces of each toy to check none are missing, and check that the toy is clean before it goes back on the shelf.

2. The member takes the toys into the toy library, returns them to the appropriate area, and selects toys if borrowing.
3. To loan new toys in SETLS: in the member's profile, type the numbers displayed on the toy into the "Loan a Toy" box (you can ignore the letter at the front).
4. The borrowing member should count the pieces of each toy being borrowed.

New Members / Payments

If anyone asks to join the toy library, please show them around and then direct them to our website to join up. This will ensure that they can pay with PayPal or Credit Card. We do not have cash payment facilities.

Once payment has gone through, you should be able to find the new member in SETLS and they can start borrowing immediately.

Cleaning

If anything needs a clean, products are available on-site. Mops, ladders, tools, and other supplies can also be found in the Storeroom. Feel free to tidy as you go — if you spot any toys that look worn or damaged, set them aside and we'll check and refresh them later.

5Session Pack-up

1. Pack away the laptops and return them to the member cupboard. Ensure the cupboard is locked when finished.
2. Put away the tables and chairs (the returns table stays in its place).
3. Turn off all light switches and heaters/AC if used.
4. Ensure that the toy library door and hall doors are locked when leaving.

6Using the Square EFT Terminal

Taking a sale

1. Choose a pre-added item (such as "membership", or "missing pieces") from the Library or Favourites menu. Menu items include concession discounts pre-filled (please confirm their concession card) — or alternatively, just enter a $ value via "Keypad" (please double-check the value is correct).
2. Press "Review Sale"; when you're sure it's correct, press "charge $xx" and get the customer to tap their card.
3. Verify that the payment has been processed from the on-screen display. If it has not finalised, please ask the customer to provide an alternate card.
4. Receipt: if possible, please email the receipt. When prompted, select "email receipt" and get the customer to add their email address.

Recording the payment in SETLS

1. Look up the member (the same way that you would loan to them).
2. On the left-hand side, there is a "Money Form" box:
   • ensure that the type is "charge and receive";
   • put in the amount charged — it will be an EFT transaction if you have used the EFT machine;
   • select the type of fee being charged (e.g. a membership will be "membership fee", etc);
   • write a short description of the charge, e.g. "X toy membership".
3. Submit. This will show in the member's balance/transactions page.

7Duty Roles

Lead volunteer / key collector is responsible for the collection and return of keys and the overall running of the duty session. Ideally, newer members will use the computer system and complete the borrowing/returning of toys, making use of this guide when needed to learn the most.

If you've been a member for two terms or more, we ask that you volunteer to take on the Lead volunteer / key collector role for your third duty — we really need to share this role around, so please learn, learn, learn!

8Frequently Asked Questions

What do I do if somebody comes in and wants to sign up for a toy library membership?

Show them around the toy library. Once they're ready to sign up, they'll need to go to yarrarangestoylibraries.com.au/memberships, choose their membership option, and pay. Once they've shown proof of payment, you should be able to find them in SETLS and they can start borrowing.

What do I do if somebody returns a toy with a missing piece?

1. Navigate to the toy in SETLS — either via the member's page, or by searching the toy's number.
2. On the left of the page, under "Report missing pieces:", click "By member".
3. On the next page, make sure the correct member is selected from the dropdown, choose which piece(s) are missing, and click "Report as missing".

We don't charge fees until a member reaches 5+ missing pieces.

What do I do during quiet times?

• Tidy shelves, clean toys, and vacuum the floor — there's a tub of cleaning materials in the cupboard.
• Go through the "Found Pieces" box (in the cupboard) and return pieces to their matching toys:
  1. Find the number on the piece.
  2. Go to the Toys tab in SETLS and search for that number.
  3. Check that the toy is "in library".
  4. If it is, use its location and photo to find the toy and return the missing piece.

If the online system is not working, what do I do?

1. Refer to this guide and double-check the instructions.
2. Contact Erica on 0468 639 165.
3. If there's anything that needs to be communicated back to the committee, email toys@yarrarangestoylibraries.com.au.

9Contact & help

Urgent enquiries during your session can be directed to: