From the milestone to the library desk
Track reading prizes from earned to picked up.
A reader earns a reward. Has someone already handed it over? Use Awards for milestones and staff-only Tasks for pickup, so the next shift has a record to check.
A workflow guide by Reader Zone. Get the printable desk checklist.
Three different jobs
Awards, pickup records, and raffles.
An earned Award tells you a milestone was reached. A completed Task records a staff action. A Raffle selects a winner from the readers you select.
Scroll the table on a narrow screen.
| Feature | Who uses it | What it records | Keep separate |
|---|---|---|---|
| Award | Staff configure it; readers receive recognition and instructions. | A configured reading or Activity milestone has been reached. | An earned Award does not mean a physical prize was collected. |
| Task | Library staff. Readers do not see or check off Tasks. | A staff action for an individual Reader, such as prize pickup. | A Task is different from a reader-facing Activity. Staff maintain completion. |
| Raffle | Staff select an eligible set and draw a winner. | A drawing, with its history retained. | Staff contact winners and arrange the prize. |
Sample workflow · 150 logged minutes
From milestone to prize pickup
The reader reaches the milestone.
In this example, an Award unlocks at 150 recorded minutes. Its message explains the optional prize and where to collect it. The library chooses the threshold and reward.
Staff check before handing it over.
At the desk, find the Reader, check eligibility, and inspect the associated Task. If it is already complete, follow the library’s policy before giving another reward.
Record pickup when it happens.
Hand over the prize, then mark the Task complete. Other authorized staff can consult that record before acting on a later visit.
Agree on a desk procedure for simultaneous requests, corrected entries, and exceptions. A shared record supports staff coordination; the library still owns its prize policy.
Example staff procedure
Prize-pickup desk checklist.
Use the same steps across shifts. Adapt them to your program and local policy.
Staff lead / questions: _______________________________________
Need a manual pickup record?
Use the blank tracker from the winter reading kit for a paper-led program or a local desk process. It has fields for program, reader reference, Group, milestone, eligibility check date, pickup status and date, staff initials, and notes.
This is a manual spreadsheet template, not a Reader Zone import file. Use local identifiers and keep unnecessary personal details out of notes.
Download blank prize tracker (CSV)Optional drawings
Choose who can enter the raffle
A Raffle can include all participants, Readers who earned a selected Award, or Readers with a selected completed Task. Those can be different groups of people.
For example, readers who earned the 150-minute Award may include people who have not visited the desk. Use that Award if reaching the milestone is the drawing rule. Don’t silently make prize pickup a condition of entering.
Staff run the drawing and contact the winner. See the Raffle setup guide.
Paper entries and corrections
Paper entries and branch access
Staff must enter paper reading before reviewing eligibility. Confirm that the people handling pickups can access the right Programs and Groups.
Corrections and program reports
Set a local policy for corrected entries after a reward has been given. Review Reader, Award, Group, and Program spreadsheet reports alongside your pickup records.
A few practical questions.
Can readers mark a Task complete?
No. Tasks are internal staff actions. Readers can receive an Award and its instructions, while staff handle the pickup record.
Do Raffle winners get an automatic notification?
No. Staff decide how and when to contact winners. Include winner contact in your program closeout plan.
Do we have to give physical prizes?
No. Awards can recognize reading milestones without a physical reward. Add pickup Tasks only where your program needs a staff pickup record.
Walk through your actual prize rules.
Bring a milestone, a pickup process, and a drawing rule. See how the staff workflow fits before you choose.