Help & documentation

Moving your library to ToyHive

The whole migration, end to end: the export, what comes across, what needs a hand afterwards, matching your toys, and the cutover re-import right before you go live.

How your library runs (settings overview)

The read-only digest of your settings as day-to-day behaviour — where its numbers come from, and what the "worth checking" warnings mean.

Roles, members & volunteers

How people, memberships, roles and screening fit together — and the difference between a member and a volunteer.

Working with Children Checks

What ToyHive records about WWCCs and Blue Cards, what "sighted" means, why your state’s online check is the only word on whether a check is current, and Victoria’s WWC Connect changes.

Holds & reservations

How the hold queue works — notifications, the pickup window, and how renewals interact with reservations.

Click and collect

Families order toys that are on the shelf for a day you are open; volunteers pack the bag from the pick list; the desk hands it over in one go.

Member toy reviews

How borrower reviews work — who can review, anonymity, publish-first moderation (hide/report), and where ratings appear.

Toy recommendations

How the member "recommended for you" shelves and the staff acquisition/retirement advisor work — and the privacy lines around them.

Loans, due dates & renewals

Borrowing end to end — how due dates are set, renewals and their limits, overdues, and returns.

Unverified sign-ups & people who never turn up

What "unverified" means, what happens to a sign-up that never comes in (retired, not deleted), why nobody who paid is ever retired, and how to reinstate a family who turns up late.

Memberships & renewals

Membership types as templates, how a household’s membership starts/expires/renews, fees, the volunteer rate, and organisation memberships.

Gift memberships

Selling a membership as a gift online or at the desk, what the buyer gets, how the recipient redeems it, and expiry, refunds and unredeemed value.

Wallet member cards (Apple & Google)

Letting members carry their member card in Apple Wallet or Google Wallet — what is on it, how members add it, and what happens to the date after a renewal.

Fees & payments

The kinds of fees, fee rules, recording payments and balances, waiving vs refunding, and your ToyHive subscription.

Bonds (how they’re held & returned)

What membership and party-hire bonds are, when each is returned, and how the refund works (ledger credit vs money movement).

Rostering & sessions

Sessions, signing up to the roster, the shift-time permission bundles, and session leaders.

Catalogue & reporting an issue

The shared catalogue, provenance badges, correcting a library-only or shared record, reviewing what the catalogue team changed on toys you hold, suggesting a correction to a toy you don’t hold, and reporting/flagging issues.

Library-only and shared-catalogue toys

The two states a toy record can be in, what each one does (side by side), how to link or contribute a toy, and how editing differs.

Piece lists & counting

Which piece list a copy counts against, what the two lists on a linked toy mean, the total-mismatch badge, and adopting the catalogue’s list (or undoing it).

Editing the shared catalogue

What belongs in a shared toy record, and when to leave a toy library-only instead.

Toy bundles

Combining several products into one loanable item — building a bundle, and how its photos, pieces and safety facts combine.

Toy tags & borrowing limits

Labelling toys along several axes at once (Outdoor, Large, Baby…), and capping how many of a tag a household can borrow.

Printing labels & sponsors

Label types and sizes, the always-on safety warnings, the optional extras (logo, manual QR, sponsor line, tag icons), and setting up sponsors.

Scheduled maintenance

Keeping the collection serviced — battery checks, test & tag, where the schedule comes from, working the board, blocking overdue copies, and automatic repair tickets.

Activity log

How to filter the activity feed and inspect before/after details when investigating a change.

The guided tour

The short first-use tour of the app — when it appears, why some steps are hidden, and how to replay it.

Grants & acquittals

Tracking an awarded grant, attributing spend (invoices, toys, and spend lines), the acquittal screen and pack, deadline reminders, and who can use it.

Community catalogue moderators

What the catalogue team can see and do, the conflict-of-interest rule, the fact they never see private library data, and how someone becomes one.

Social posts & the Share studio

Generate ready-to-post captions and branded images from your library data, connect your Facebook Page, review the posts ToyHive drafts for you, and report on how they did — with sponsor and grant acknowledgments kept automatically.

Party hire & hire rates

The member, non-member and commercial rates, how each price is worked out, hiring to people who aren’t members, and the pay-before-collection rule.

Spare parts between libraries

Keeping the surviving pieces of a retired copy, finding a library that has the piece you are missing, asking for one, and where to buy a replacement when nobody does.

Show your closures on Google Maps

Connecting your Google Business Profile so closures become “Holiday hours: Closed” on Maps — linking locations, the weekly-hours requirement, who wins a conflict, pausing and unlinking, and the one-off Bing step.