Manage Reputation

Overview

Once Reputation is configured, admins can monitor user history, review events, manually adjust reputation, and see how limits are enforced during reservations and transactions.

View a user’s reputation

To view a user’s reputation, view the user by searching for them or clicking on their username on any page, then open the Reputation tab.

From there, admins can:

• Review Positive and Negative events
• Search or filter the history
• Manually add Positive events
• Manually add Negative events
• Override the user’s current level
• Add notes explaining why a change was made
• Delete or restore previous reputation events

This tab is the main place to review and manage a user’s reputation record.

Step by step: View a user’s reputation history

1. View the user by searching for them or clicking on their username on any page.
2. Select the Reputation tab.
3. Review the event history.
4. Use search or filters as needed.

Step by step: Manually add a Positive or Negative event

Use this when you need to correct or record something outside the default workflow.

Examples:

• Staff forgot to check in an item on time
• A return should count as bad because the item came back damaged
• You want to reward a user for a special case

Steps:

1. View the user.
2. Go to the Reputation tab.
3. Choose Add Positive or Add Negative.
4. Enter a note explaining the reason.
5. Save.

Step by step: Manually promote or demote a user

Use this when you need to directly change a user’s level.

Examples:

• Correcting a mistake
• Granting an exception
• Rewarding a trusted volunteer
• Reversing a change that should not have happened

Steps:

1. View the user.
2. Go to the Reputation tab.
3. Choose Override Level.
4. Select the level you want to apply.
5. Enter a note explaining why.
6. Save.

Step by step: Delete or restore a reputation event

Use this when an event was created incorrectly or needs to be reinstated.

Steps:

1. View the user.
2. Go to the Reputation tab.
3. Find the event in the history.
4. Delete or restore it as needed.
5. Confirm the change.

How Reputation appears during transactions

On Transaction Receipts

After items are checked in, the Transaction Receipt shows whether the transaction generated a:

• Positive event
• Negative event

If the transaction causes a level change, the page also shows an alert at the top indicating that the user was Promoted or Demoted.

Overriding a a positive or negative after check-in

Late returns count as Negative events automatically.

If a transaction should count as bad for another reason, such as damage, an admin can manually mark the transaction as bad on the Transaction Receipt after items are checked in.

How limits appear in carts and order-building

Reputation-based value limits are shown in:

• The Reservation Cart
• Build Order
• The Admin Check-In/Out Cart

The display uses a format such as:

Max Value (1 / 5)

This means the user is currently at 1 out of a maximum allowed value of 5.

Trusted users may also display a Trusted badge next to their name or membership, and in some places a Lock icon.

On the admin cart, hovering over the badge shows how many Positive and Negative events the user has had since their last transition.

Important behavior for reservations

When the system checks a reservation against a user’s value limit, it currently looks only at the value of that reservation.

It does not currently also include:

• Items the user already has checked out
• Overlapping reservations

This is to support workflows where users return items at pickup time. A future update is planned to warn when a user will be over the limit unless they return items.

Important behavior for overdue users

Users with overdue items cannot be promoted

Even if a user has enough Positive events for promotion, they will not be promoted while they still have an overdue item.

Trusted users may be treated as pre-demoted

If a Trusted user has enough existing Negative events that an overdue item will push them over the demotion threshold once returned, the system treats them as already demoted for limit enforcement.

This means stricter limits may apply before the overdue item is formally checked in.

Admin best practices

• Add notes whenever you manually add events or override a level
• Review the Reputation tab before making exceptions
• Use Custom Value if only certain items should count toward the limit
• Make sure staff understand that late returns are automatic, but damage-based Negative events must be marked manually after check-in
• Test your configuration in a test environment before enabling it broadly