Koha LMS and Aspen Discovery for public libraries
Last updated on: 19th March 2026| 30th January 2026 | Open Fifth | Aspen Discovery
Koha is an open source library management system (LMS) used by over 18,000 libraries globally across all sectors and Aspen Discovery is an open source patron engagement interface. In this webinar, Fiona Borthwick, account manager for our public and local authority libraries as well as an experienced former public librarian, showcases how these library software products have been used to reshape services in public libraries throughout the UK and overseas, individually and as a powerful combo. Find out how Koha could support your library’s service, simplify staff workflows, and how the discovery and engagement interface enhances patron access to your library’s resources, campaigns and events.
About Koha LMS
Koha is world’s most widely used open source LMS. As open source software, there are no licence-fees or vendor lock-in. Libraries can choose whether they want to self-host their systems or work with a company for hosting and support.
Development and maintenance of the software is undertaken by over 40 service companies worldwide, including Open Fifth, as well as committed libraries, individual contributors and testers who collectively form the Koha community.
Koha LMS features
- Scalable, fully featured library system that suits libraries of all sizes and sectors.
- User-driven, with requirements for new features and enhancements coming from libraries that use it.
- Stable, lightweight web-based system on both the staff and user sides, responsive across device types.
- Easy to use with intuitive navigation.
- Highly customisable appearance with consistent display configurations.
- Administration requires little or no IT involvement when choosing a hosted solution with Open Fifth. We’ll implement your data migration, system integrations and updates.
- Minimal downtime for upgrades.
- In-depth online help available from the Koha community, public resources from Open Fifth and other organisations.
- Accessible on both staff and user interfaces.
- GDPR compliance is supported, with options for data auto-deletion as well as data anonymisation and pseudonymisation.
- Supports multi-factor authentication (MFA) for secure account access.
Library budgets are often stretched and resources can be limited. There are many ways that the Koha LMS and working with Open Fifth can free libraries up to focus on what they do best. Automations are available within Koha for:
- Importing catalogue records
- Batch edit / deletion functionality with a series of MARC modification templates available
- Full EDI suite, don’t need to send jobs on, no EDIFACT report processing needed for acquisitions. Koha fully supports quotes, orders, order responses and invoices.
- Scheduled reports – can be set to run on a recurring basis and for the outputs to be automatically emailed to nominated people.
Koha LMS integrations
Koha integrates fully with third-party suppliers and there are extensive hardware and software options available. For libraries working with Open Fifth, we are experienced in implementing a wide variety of integrations and will support you in setting up integrations during migration.
Here are some of the software integration options available:
- Self-issue terminals
- Entry gates
- SMS notification sent via SMS gateway provider
- E-content providers
- Online payments
- Financial systems
- PC bookings
- And more…
Koha LMS consortial configurations
Due to Koha’s scalability, it is suitable for small, single-librarian libraries up to large consortia, such as in public library or health library contexts. At Open Fifth, we support several regional consortial library systems. Administration and settings can be configured across the consortium or per branch, including:
- Library groups (users, reservations, searching)
- Circulation rules
- Notices
- Calendar
- Branches limitation
- Management of budget and funds.
Koha LMS interaction with library patrons
- Responsive technology – no need to be tied to the issues desk
- Emails / SMS
- Patron attributes (statistical analysis, engagement, and more…)
- Point of sale – till reconciliation; merchandise, ticket sales, etc. not linked to patrons.
Reporting
Koha’s database is fully open, with all data available to be reported on, an in-built report builder, and there is a Koha SQL Reports Library maintained by the Koha community. Results are immediately viewable in-browser, with the ability to save to file and build charts.
For further reporting needs, we also support Metabase, the advanced business analytics platform, which works seamlessly with Koha. Metabase can harness data from multiple sources and create impactful graphics and visualisations that are shareable and updated in real-time for reporting and understanding user engagement.
Koha LMS for public libraries
We work with many public and local authority libraries throughout the UK. If your library is new to Koha, you will be joining many libraries and library teams who have gone through the same experiences and have knowledge and tips to share, including dedicated Koha library user groups. This strength in numbers also gives opportunities for co-investment and co-design in new feature developments.
Customisable registration form
- Allows the library to capture only the information that they need, supporting GDPR compliance and data retention policies. Additional fields can be created which display for specific categories, such as when registering children for a summer reading challenge or linking their family members.
Housebound module
- Developed by Open Fifth, this module allows you to manage home deliveries, specifying dates, frequency, and preferred topics and materials.
Point of sale
- Also developed by Open Fifth, we continue to enhance the cash management functionality within Koha LMS to meet the needs of public libraries.
- Record payments taken for anything, fines, reservation charges, merchandise (books, pencils, mugs), ticket sales and more.
- Option available to link to library users.
- Reconcile and cash up.
About Aspen Discovery
Aspen Discovery is a user discovery and engagement interface used by many public libraries throughout the world. It integrates with e-content and other third-party providers, giving your patrons comprehensive access to all of your materials in one place. Aspen Discovery combines all of the functions of your library website with institutional information, native events and campaigns, plus your library catalogue, subscribed e-resources, knowledge base collections, repositories, archives and more.
Aspen Discovery is developed and financially supported by a network of partner service companies, including Open Fifth. Like Koha it is open source, which means no licence fees or vendor lock-in.
Aspen Discovery features
- Highly customisable front-end to library management systems, including Koha.
- Integrates e-content, databases and websites, providing access to all library resources with a single search.
- Improves the library’s digital presence and maximises user engagement, which can also support cases for funding (e.g. from boosting the discoverability of other council department services).
- Web builder functionality, Aspen can be used as the library website.
- Ability to set individual themes and platforms per library authority or branch.
- Responsive technology.
- Catalogue mobile app available (LiDA).
- Language options – administrators can maintain their own local translation.
- Native modules for community engagement, reading challenges and events are included.
Aspen Discovery – Personalised patron account experience
- Full ‘My Account’ functionality, including digital library card.
- Resource recommendations and ‘while you wait’ features
- Allows patrons to set their preferences, such as preferred pick-up library, 2FA, display and language settings.
Aspen Discovery – Campaigns and reading challenges
The community engagement module enables library staff to design, launch and track interactive, goal-oriented campaigns with multiple milestones, digital badges or physical rewards. The module was first released ahead of the Summer Reading Challenge, however its architecture supports year-round community engagement initiatives for the library.
The module was developed by Open Fifth, initiated and sponsored by Cuyahoga County Public Library, with later testing and sponsorship to meet UK public library processes by Bi-Borough Libraries & Archives, (Westminster City Council and Royal Borough of Kensington and Chelsea).
For a more detailed look at the community engagement module and the development project behind it, check out these resources:
Beyond the Summer Reading Challenge: Engaging library patrons with Aspen Discovery
What’s on our mind: Community engagement in Aspen Discovery
Aspen Discovery – Native events module
In 2025 the native events functionality in Aspen Discovery was enhanced, with a full event management module now available allowing patrons to search and save events. Further developments are currently underway to add ticketing features and more.
Koha LMS and Aspen Discovery
These two library software products work seamlessly together, for an in-depth look at this check out our webinar recording Working Together – Koha LMS and Aspen Discovery.
- Koha LMS works as the library catalogue and staff interface, with Aspen Discovery as the patron front-end.
- Catalogue management: Changes to a catalogue record in Koha, such as adding a new subject heading or an additional copy of a book, are immediately visible to users on Aspen Discovery.
- User self-registration: When a user registers for a new library card in Aspen Discovery, their account is instantly created in Koha with the appropriate settings and permissions. Library staff can then update the account as needed.
- Circulation and holds: When a staff member checks out a book to a user in Koha, the item immediately appears on the user’s list of checked-out titles in their Aspen Discovery account. Similarly, when a user places a hold on an item in Aspen Discovery, the request is instantly visible in the user’s record in Koha.
- User communication: Staff can send direct messages to a user’s account from Koha, and the message will appear prominently in their Aspen Discovery account.
- Purchase suggestions: Users can submit material requests through their Aspen Discovery account, and these suggestions appear immediately in the staff’s dashboard in Koha for review and approval. Once the library updates the status of the suggestion in Koha (e.g., “ordered”), the user can see the status change in their Aspen Discovery account.
To learn more about what Koha LMS, Aspen Discovery and Open Fifth can do for your public library, reach out to Fiona Borthwick ([email protected]).
