Koha Initial Configuration After Installation: Complete Guide

Installing Koha gives you the basic software, database, staff interface, and OPAC. However, a new installation is not ready for daily library work. You must first configure Koha according to your library’s structure, membership types, collections, and circulation policies.

The Koha initial configuration after installation includes adding library details, reviewing system preferences, creating patron categories, defining item types, setting circulation rules, assigning staff permissions, and preparing the OPAC.

The order of these steps matters. For example, you need patron categories and item types before you can create detailed circulation rules. Completing the setup in the correct order can prevent borrowing, cataloguing, and reporting problems later.

If Koha has not been installed yet, follow our manual Koha installation on Ubuntu guide. You can also compare it with the automated Koha installation script method.

Quick Answer

After installing Koha, complete the initial configuration in this order:

1. Confirm that the staff interface and OPAC are working.
2. Create a backup of the new installation.
3. Add your library or branch information.
4. Review important Koha system preferences.
5. Create patron categories.
6. Create item types.
7. Add staff accounts and assign permissions.
8. Configure circulation and fine rules.
9. Review cataloguing and MARC settings.
10. Configure OPAC options.
11. Set up email and notices.
12. Test everything with sample data.

Do not import your full catalogue or begin live circulation immediately. First, create sample patrons and records to test checkouts, returns, renewals, holds, fines, notices, and OPAC access.

What Should You Configure After Installing Koha?

A new Koha installation contains many default settings. Some of them may work for your library, but others must be changed.

The exact configuration will depend on:

• The type of library
• The number of branches
• The categories of members
• The materials held by the library
• Loan periods and renewal policies
• Fine and overdue rules
• The classification system
• Staff responsibilities
• OPAC services
• Email and notice requirements

A school library may have categories such as students and teachers. A university library may need separate categories for undergraduate students, postgraduate students, researchers, faculty members, and external users.

You should prepare these policies before entering them into Koha. This will make the configuration process faster and reduce mistakes.

Readers who are new to the software can first review our complete beginner’s guide to the Koha Library Management System.

Step 1: Check the Koha Installation

Before changing any settings, confirm that the installation works correctly.

Open both Koha interfaces:

• Staff interface
• OPAC or public catalogue

Sign in to the staff interface using the administrator account created during onboarding.

Check the following:

• The staff dashboard opens correctly.
• The OPAC loads without an error.
• The database connection is working.
• Apache and MariaDB are running.
• Plack is active if it was enabled.
• The server has enough available storage.
• HTTPS is working if it has been configured.
• The administrator password is secure.

If the installation is producing errors, correct them before adding library data. The Koha troubleshooting guide for beginners can help you investigate common problems.

Step 2: Create a Backup

Create a backup before making major configuration changes. This gives you a clean recovery point if something goes wrong.

For an instance named library, run:

sudo koha-dump library

Check the backup folder:

sudo ls -lh /var/spool/koha/library/

A normal Koha backup includes the database and a configuration archive. Store another copy outside the Koha server because a local backup will not help if the server’s disk fails.

For a detailed explanation, read our Koha backup and restoration guide.

Backup first: Create a verified backup before importing records, changing MARC frameworks, or making major circulation changes.

Step 3: Add Library and Branch Information

Your first main task is to add the library or branches that will use Koha.

From the staff interface, go to:

Administration → Libraries

Add the details of your main library. Depending on your Koha version, the available fields may include:

• Library name
• Library code
• Address
• City and postal code
• Phone number
• Email address
• Website
• Public notes
• Pickup location settings

Choose a short and meaningful library code. A code such as MAIN, SCI, or LAW is easier to understand than a random group of characters.

For example:

Koha uses libraries and branches for circulation, item ownership, transfers, holds, statistics, and reports.

Library, Location, and Collection Are Different

These terms should not be treated as the same setting.

• A library is a branch or service point.
• A shelving location shows where an item is placed inside a library.
• A collection code groups items into a named collection.

For example:

Keeping these values separate makes reports and catalogue searches more accurate.

Step 4: Review Koha System Preferences

System preferences control how Koha behaves. They affect circulation, cataloguing, patron accounts, staff functions, searching, notices, and the OPAC.

Go to:

Administration → Global system preferences

Do not change every preference at once. Start with the settings that directly affect your library.

Set the Date and Time Format

Review preferences related to:

• Date format
• Time format
• Calendar
• Time zone
• Language

Choose formats that staff members and patrons can understand easily.

Review Circulation Preferences

Circulation preferences affect checkouts, returns, renewals, holds, and overdue items.

Important areas may include:

• Renewal behaviour
• Checkout confirmation messages
• Due-date calculation
• Holds and reservations
• Item-transfer rules
• Fine calculation
• Offline circulation
• Automatic check-in options

Detailed loan limits and periods are normally defined under Circulation and fines rules, not only through system preferences.

Review Patron Preferences

Patron preferences control how user accounts work.

Review options related to:

• Privacy
• Login rules
• Password requirements
• Membership expiry
• Patron messaging
• Self-registration
• Account changes through the OPAC

Allowing self-registration may be useful for some libraries, but applications should be reviewed before new users receive borrowing privileges.

Review Search Preferences

Search preferences affect how records appear in the staff interface and OPAC.

Check options related to:

• Search result display
• Default sorting
• Item availability
• Facets
• Search history
• Authority searching
• Search engine configuration

Make one change at a time and test the result.

Technical note: Preference names and menu positions can change between Koha releases. Use the manual for your installed version when working with an unfamiliar setting.

Step 5: Create Patron Categories

Patron categories define the main groups of people who use the library.

Go to:

Administration → Patron categories

Possible categories include:

• Undergraduate students
• Postgraduate students
• Teachers
• Faculty members
• Researchers
• Library staff
• External members
• Children
• Institutional users

A university library might use the following structure:

For each patron category, review:

• Category type
• Enrollment or membership period
• Minimum and maximum age, if required
• Enrollment fee
• Overdue notice requirements
• Lost-card fee
• Privacy settings
• Messaging options

Patron categories identify groups of users, but their loan periods and checkout limits are generally controlled through circulation rules.

Do not create many categories unless they serve a real purpose. If two groups have the same membership and borrowing conditions, they may not require separate categories.

Step 6: Create Item Types

Item types describe the materials held by your library.

Go to:

Administration → Item types

Common item types include:

• Books
• Textbooks
• Reference books
• Journals
• Magazines
• Newspapers
• DVDs
• Theses
• E-books
• Maps
• Equipment

An example item-type structure is:

Item types are important because Koha uses them in circulation rules, reports, statistics, and catalogue displays.

Avoid creating item types for physical locations. For example, “First Floor” should normally be a shelving location, not an item type.

Planning tip: Decide item types before importing a large catalogue. Changing thousands of imported items later can take considerable time.

Step 7: Create Staff Accounts and Assign Permissions

Do not allow all staff members to share one administrator account. Create a separate patron account for each employee who needs access to Koha.

Go to:

Patrons → New patron

Select a suitable staff patron category and complete the account details.

After saving the account, open:

More → Set permissions

The exact wording may vary slightly by Koha version.

Common staff roles include:

Give each person only the permissions needed for their work.

For example, a circulation assistant may need permission to:

• View patron accounts
• Check out items
• Return items
• Renew loans
• Place holds

That person may not need access to:

• Global system preferences
• MARC framework editing
• Database reports
• Staff permission management

Limited permissions reduce accidental changes and improve security.

Step 8: Configure Circulation and Fine Rules

Circulation rules determine how Koha handles borrowing.

Go to:

Administration → Circulation and fines rules

A circulation rule can depend on three main values:

• Library
• Patron category
• Item type

You can define:

• Maximum number of checkouts
• Loan period
• Units in days or hours
• Renewal limit
• Renewal period
• Holds allowed
• Fine amount
• Fine charging interval
• Grace period
• Overdue restrictions
• Lost-item charges
• Rental charges, where applicable

For example:

These are examples only. Your library should use its approved policies.

Start With General Rules

If several branches follow the same policies, begin with a general rule and add branch-specific exceptions only when necessary.

Too many overlapping rules can become difficult to manage. Koha applies the most specific matching rule, so an unexpected branch, category, or item-type rule may override a broader one.

Test Every Important Rule

Create sample patrons from different categories and test:

• Checkout limits
• Loan periods
• Due dates
• Renewals
• Holds
• Overdue restrictions
• Fines
• Non-circulating items

Common mistake: A rule may look correct on the administration screen but produce an unexpected result during checkout. Always test it with a real sample transaction.

Step 9: Configure the Library Calendar

The Koha calendar tells the system when a library is closed.

Go to:

Tools → Calendar

Add:

• Weekly closing days
• Public holidays
• Semester breaks
• Special closures
• One-time holidays

The calendar can affect due dates, renewals, overdue calculations, and fine calculations. Its exact effect depends on your circulation rules and related system preferences.

If your library has several branches, check whether each branch follows the same calendar.

Step 10: Review Cataloguing Settings

Catalogue configuration affects how bibliographic and item records are created, displayed, imported, and searched.

Important areas include:

• MARC flavour
• Bibliographic frameworks
• Authority types
• Matching rules
• Record overlay rules
• Z39.50/SRU servers
• Classification sources
• Item call-number settings
• Authorized values

Most English-language libraries use MARC21, while some regions use UNIMARC. The MARC flavour is normally selected during installation and should not be changed casually after records have been added.

Review MARC Frameworks

MARC frameworks decide which fields appear when cataloguers create records.

A framework may be created for:

• Books
• Serials
• Theses
• Audio-visual materials
• Electronic resources

Do not heavily edit the default framework without understanding MARC structure. Removing or misconfiguring an important field can affect cataloguing, searching, indexing, and item information.

Configure Classification Sources

Select the classification system used by your library, such as:

• Dewey Decimal Classification
• Library of Congress Classification
• Universal Decimal Classification
• A local classification system

The classification system helps produce consistent call numbers and shelf arrangements.

Configure Authorized Values

Authorized values provide controlled choices for fields such as:

• Shelving locations
• Collection codes
• Lost statuses
• Damaged statuses
• Withdrawal statuses
• Statistical categories

Controlled values improve consistency. For example, staff members should not enter “First Floor,” “1st Floor,” and “Floor One” as three different locations.

Step 11: Configure the OPAC

The OPAC is the public side of Koha. Patrons use it to search the catalogue, sign in, view loans, renew items, place holds, and manage their accounts.

Open:

Administration → Global system preferences → OPAC

Review settings for:

• Library name
• OPAC header and footer
• Search display
• Patron login
• Online renewals
• Holds and requests
• Purchase suggestions
• Reading history
• Privacy controls
• Self-registration
• Social sharing
• Cover images
• Library news and content

Only enable services that your library is prepared to manage.

For example, do not enable online holds until staff understand how to receive, process, and complete hold requests.

Add Basic Library Information

The OPAC should clearly display:

• Library name
• Opening hours
• Contact information
• Membership information
• Loan guidance
• Library policies
• Help information

Keep the layout simple, especially for first-time users and students.

Test the OPAC on Different Devices

Check the OPAC on:

• Desktop computers
• Laptops
• Tablets
• Mobile phones

Confirm that searches, account pages, buttons, menus, and forms remain easy to use.

Step 12: Configure Email and Notices

Koha can send several types of messages, including:

• Overdue notices
• Advance due-date notices
• Hold notifications
• Checkout receipts
• Return receipts
• Account-expiry notices
• Password-reset messages

Email delivery requires more than entering an address in the library settings. You may need to configure an SMTP server and ensure that scheduled tasks are running.

Follow our Koha email configuration tutorial to prepare outgoing email.

After setting it up, test messages with an account you control. Check both the inbox and spam folder.

Do not begin sending notices to real patrons until you have confirmed:

• The sender address is correct.
• The message contains the right library name.
• Dates and item details are accurate.
• Links point to the correct OPAC.
• The message is not being rejected as spam.

Step 13: Review Notices and Slips

Go to:

Tools → Notices and slips

Review templates for:

• Checkouts
• Returns
• Holds
• Overdues
• Membership expiry
• Advance notices
• Password recovery

Replace sample wording with clear information from your library.

A useful notice should explain:

• Why the message was sent
• Which item or account it concerns
• What action the patron should take
• When the action is required
• How to contact the library

Avoid adding confidential patron information that is not needed.

Step 14: Check Scheduled Tasks

Some Koha features depend on scheduled background jobs or cron tasks. These may include:

• Overdue notices
• Fine calculations
• Message processing
• Search indexing
• Automatic renewals
• Patron expiry
• Data cleanup
• Backups

If scheduled tasks are not running, the related feature may be configured correctly in Koha but still fail to work.

Check the server’s Koha cron configuration and monitor the relevant logs. Run manual tests before depending on automatic notices or fine calculations.

Step 15: Test the Complete Koha Workflow

Testing is the most important step before launch.

Create sample data instead of using real patron information. Clearly mark the test records so they can be removed later.

Test Patron Management

Create sample patrons from different categories and confirm that you can:

• Add a patron
• Edit patron details
• Set a password
• Assign staff permissions
• Apply restrictions
• Renew membership
• Sign in through the OPAC

Test Cataloguing

Create a sample bibliographic record and item. Check:

• MARC fields
• Title and author display
• Item barcode
• Item type
• Home library
• Holding library
• Shelving location
• Collection code
• Call number
• OPAC search results

Test Circulation

Use the sample patrons and items to test:

• Checkout
• Return
• Renewal
• Hold
• Transfer
• Overdue status
• Fine calculation
• Lost-item process
• Non-circulating material

Check the due date carefully. If it is incorrect, inspect the patron category, item type, branch, calendar, and circulation rule.

Test the OPAC

From a patron account, test:

• Catalogue searching
• Search filters
• Item availability
• Account login
• Current loans
• Renewals
• Holds
• Fines and charges
• Personal details
• Password reset

Test Email

Trigger a test notice and confirm that it arrives with the correct:

• Sender
• Recipient
• Subject
• Library name
• Item information
• Date
• OPAC link

Troubleshooting tip: When a feature fails, repeat the test with one simple patron and one simple item. This makes it easier to find whether the problem comes from permissions, data, circulation rules, or system preferences.

Common Koha Configuration Mistakes

Making Changes Without a Plan

Changing settings randomly can produce conflicting rules.

Write down your patron categories, item types, branches, loan periods, fines, and staff roles before entering them into Koha.

Creating Too Many Patron Categories

A separate category is not necessary for every department or class if the users follow the same membership and borrowing rules.

Create categories based on meaningful policy differences.

Using Item Types as Locations

“Book” and “DVD” are item types. “First Floor” and “Reference Room” are locations.

Mixing these concepts leads to poor search results and confusing reports.

Giving Every Staff Member Full Permission

Super Librarian permission provides access to the entire system. It should be limited to trusted administrators.

Give other staff only the permissions required for their duties.

Creating Circulation Rules Without Testing

A small mistake can give patrons the wrong due date, renewal limit, or fine.

Test every major combination of patron category and item type.

Importing the Full Catalogue Too Early

Do not import thousands of records before checking MARC frameworks, item fields, matching rules, and authorized values.

Start with a small sample import and review the results.

Ignoring Backups

A backup is useful only when it is recent, stored safely, and can be restored.

Maintain off-server copies and test the restoration process.

Koha Initial Configuration Checklist

Use this checklist before launching Koha:

Security Recommendations After Koha Installation

Complete these security checks before opening Koha to users:

• Use strong, unique passwords.
• Do not share staff accounts.
• Limit Super Librarian access.
• Remove or disable unused staff accounts.
• Keep Ubuntu and Koha updated.
• Use HTTPS for the OPAC and staff interface.
• Restrict server access.
• Keep MariaDB closed to the public internet.
• Review staff permissions regularly.
• Store backups away from the main server.
• Avoid placing passwords in screenshots or documents.
• Monitor server and Koha logs.
• Test updates before applying them to a busy production system.

Security warning: Never publish the contents of koha-conf.xml. It contains sensitive database information.

Frequently Asked Questions

What should I do first after installing Koha?

First, confirm that the staff interface, OPAC, and administrator account work correctly. Then create a backup before changing the main configuration.

Is Koha ready to use immediately after installation?

No. Installation creates the software environment, but the library must still configure branches, patron categories, item types, circulation rules, staff permissions, cataloguing settings, notices, and OPAC options.

Which Koha settings are most important?

The most important initial settings are:

• Libraries and branches
• Patron categories
• Item types
• Circulation rules
• Staff permissions
• MARC frameworks
• Authorized values
• OPAC options
• Email and notices
• Backups

Should I add patron categories or circulation rules first?

Create patron categories and item types first. Circulation rules use these values to decide who can borrow an item and under which conditions.

Do patron categories control loan periods?

Not by themselves. Patron categories define groups of users. Loan periods and checkout limits are normally set in the circulation and fine rules by combining a patron category with an item type and, where needed, a library branch.

Should I import books before configuring Koha?

No. First review the MARC frameworks, item types, locations, collection codes, and matching rules. Test a small import before adding the complete catalogue.

Can Koha manage more than one library branch?

Yes. Koha can manage multiple libraries or branches in one installation. Each item can have home and holding library information, while circulation policies can be applied generally or to specific branches.

How do I create a Koha staff account?

Create the staff member as a patron, save the account, and then assign the required staff permissions. Do not give every employee full administrator access.

Why are my Koha due dates incorrect?

Check:

• The patron category
• The item type
• The selected library
• Circulation and fine rules
• The library calendar
• Related system preferences

A more specific circulation rule may be overriding a general rule.

How do I back up Koha?

For an instance named library, run:

sudo koha-dump library

Keep an additional copy outside the Koha server and test your restoration process.

Conclusion

Koha initial configuration after installation turns a fresh software setup into a working library system. The most reliable approach is to configure the system in stages: add the library, create patron categories and item types, assign staff permissions, define circulation rules, review cataloguing settings, and prepare the OPAC.

Testing should come before real data. Use sample patrons and items to check circulation, catalogue searches, account access, notices, fines, and renewals. Once these workflows produce the expected results, you can begin importing records and registering real members with greater confidence.

Continue learning with the Koha beginner’s guide, or use the Koha troubleshooting guide if you encounter a problem during setup.