Limit Total Value of Items Checked Out by Membership Type

Organizations with high-value inventory or tiered memberships can now limit the total value of items that a user can have checked out at one time. This feature helps manage risk, enforce fair usage, and create differentiated access across membership levels.

Admins can:

• Choose which item value field(s) to use (Replacement Cost, Historical Cost, or Custom Value)
• Set a maximum value limit for each Membership Type
• Customize the order in which value fields are checked
• Override the limit when needed

Choose Which Value Fields to Use

You can set one or more fields to use when calculating the maximum value. By default no fields are selected. This allows you to configure the option then turn it on when you're ready.

To control which values count toward the limit, go to:

Settings > Loans & Reservations > Loans

In the Limit Total Value of Checked Out Items section, you’ll see:

•  Replacement Cost
• Historical Cost
• Custom Value

You can enable one or more, and reorder them by dragging. The system will use the first field with a value set on the item. If the first is empty, it will fall back to the next enabled option. If no fields are set on the item, the value will not count against the total.

 Set Limits by Membership Type

You can set the maximum total value of items a user can have checked out at once based on their membership.

To set this:

1. Go to Settings > Customers > Membership Types
2. Edit the desired membership
3. Set the Limit Total Value of Checked Out Items

This value is checked for items being checked out on both Build Order and the admin check out. It is also used for each upcoming reservation.

Add Values to Items

You can define values for each item using:

• Replacement Cost
• Historical Cost
• Custom Value (renamable using the translation system; e.g., to "Points")

These values can be:

• Set individually in the item edit form
• Applied in bulk using Item Default Values by Item Type

Items with no value for any of the enabled fields are treated as 0 when calculating totals. This means there will be no limit to the items without a value set.

What Users See

Users see the total value of items in their reservation cart. If the cart total exceeds their allowed value:

• A warning will appear
• They will be prevented from submitting the reservation

What Admins See

Admins preparing reservations or checking out items will be alerted if adding an item would exceed the user’s value limit.

• A pop-up warning appears at checkout if the new total exceeds the limit
• Admins can override the warning to complete the checkout

Preparing Reservations

Check Out

Override at Check Out

Common Use Cases

• Risk mitigation: Cap lending value to avoid risk of loss/theft of many valuable items
  • Coming soon: combine with reputation system to help members esablish trust before being able to borrow more valuable items
• Point systems: Use Custom Value as “points” and enforce fairness of
• Tiered memberships: Premium members can borrow more valuable items

FAQs

Q: What if an item has no value set?
A: It counts as 0.

Q: Can I use more than one value type?
A: Yes. The system checks enabled fields in the order you set and uses the first available value.

Q: Can admins override the limit?
A: Yes. Admins see a warning but can proceed.

Q: Can I rename “Custom Value”?
A: Yes. Use your site’s translation settings at Settigs > Organization > Language

Q: Does this block overlapping reservations and checkouts?
A: No. Users can return items when picking up new ones. The system allows this but warns if limits are exceeded when admins check items out to users.

Q: Is this feature available now?
A: Yes.