How do I Process Holds in my Picklist & Unclaimed Holds?

Answer

Picklist (Daily Task)

Run the Picklist report at the beginning of each shift. It shows items from your library collection placed on hold by patrons across TRAC. These items need to be pulled from the shelves, checked-in, and either:

  • Placed in the outgoing blue bins for van run, or
  • Placed on your holds shelf if the hold is for your library patron.

NEVER cancel a hold, regardless of how long that hold has existed, with one exception below, if an item is missing and the last item that exists in the system. As per the TRAC Operational Guidelines and the Alberta Government’s Resource Sharing Operational Policy for Public Libraries, collection items showing in the TRACpac* must be available to other libraries in Alberta, with specific exceptions outlined in the policies.

*As per the Allotment requirements, all items purchased through the Allotment must show in TRACpac.

How to Run the Picklist:

  • In LEAP, click on Utilities (top-right corner):
  • Select Picklist Processing:

Printing the Picklist:

  • Print the list or use a tablet to take the list with you:

Located Items

  • Locate the items on the shelves.
  • In LEAP, as you find items, check the box next to each one.
    • If they all are in good condition to be lent, click Located.
    • If some items are NOT in good condition to be lent, check the boxes beside those items and click Deny. Select the reason from the dropdown menu.

“Deny” Options:

  • Not available
  • Access Restricted to Print Disabled
  •  Author not found
  •  Barcode not found
  •  Format not found
  •  INN-Reach request denied
  •  ISBN not found
  •  Item was lost
  •  LCCN not found
  •  No items available
  •  Non-circulating
  •  Not available
  •  Not found as cited
  •  Not Holdable
  •  Not owned
  •  Publication year not found
  •  Title not found

Items Not Located:

  • For items that are missing or temporarily unable to circulate, select Ask Me Later to reroute the hold (to another library’s item), this will only be available for bib records with multiple items.
  • If the hold cannot be rerouted because it is the last copy in the system:
  • Open the item record by clicking on the item barcode in the list:
  • Edit the item circulation status or add the required edits.
  • Close the Item Record.
  • Next, open the request in the Picklist by clicking on the item in the list (not the barcode):
  • Click ACTIONS > Deny the holds request.
  • Select the reason from the drop-down menu (seen above).

Processing Located Items:

  • Open the Check-In Window:
  •  Scan each item found into the barcode area.
  • If the Transfer for hold pop-up appears, click Yes.
    • Print the In-Transit for Hold slip (using the star printer) and place it in the item so the details show at the top
  • The item status will now show as Transferred        
    • Place these items in the blue bin for van run. All hold items are sent to the NLLS HQ for processing.

DO NOT check items out from the Picklist. The item circulation status MUST BE Transferred with the In-Transit Slip attached to the item if it is being sent on van run.

Patron Holds

  • If the Fill hold request pop-up appears, click Yes:
  • Print the HOLD SLIP (using the star printer) and place it in the item so the details show at the top.
  • The item status will now show as Being Held.
    • Place these items on your holds shelf for your patrons to pick up. When the patron comes to pick up the items up in person, check the items out to the patron following the When/How To Check Out Items document.

Unclaimed Holds (Daily Task)

Run the Unclaimed Holds report daily to identify items patrons have not picked up in time. These items should be returned to circulation to fill other pending holds.

How to Process Unclaimed Holds:

  • While in the Picklist, click the Unclaimed menu at the top:
  • Locate the listed items on the holds shelf.
  • Open the Check-In Window and scan the items:
    • Place the transit slip into each item.
    • Put the item into the outgoing blue bin, or re-shelve the item if it is from the library.
    • Checking items in will remove them from both the Picklist and the Unclaimed Holds reports.
    • Once finished, click Close twice.

Links & Files



Answered By: Jessie Morris
Last Updated: Oct 27, 2025
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