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Intro to Library System App

Library System App can be installed via our App Store:

Why use the Library System App?

The Library App is used to compile all the books you have on your school library. You can manage the stock inventory, borrowers, add penalties for late returns, etc.

 

In this article we will tackle the following:

  1. Barcode Scanner
  2. Getting Started
  3. Managing Members
  4. Managing Inventory
  5. Borrowing Books
  6. Return Books
  7. Taking Stock
  8. Books for Members
  9. Summary of Key Features

 

Barcode Scanner

A Bar Code Scanner is OPTIONAL. The barcode scanner will allow users to quickly fill in the ID of the book and/or borrower. Without the barcode scanner, users will need to type in the ID manually into the required field.

For example, in the screen below, the cursor is set at “Scan Member ID”. If using a barcode scanner, the system will automatically type in the ID from the barcode directly at the cursor, and then press “Enter” (which is equivalent to clicking the “Search” button). Without the barcode scanner, user will need to type in the user’s Member ID and click “Enter”. Alternatively, the user can use the “Select Member” dropdown to search / select the member.

 

Getting Started (Configure)

You can configure the following elements:

Book Types

Track different types of resources that are available to be borrowed, each with its own limits, duration and penalties:

Sites

For group schools with multiple sites, you can set up branches, where multiple sites can be linked to a single branch. Each branch will manage its own inventory.

Membership Types

Create different membership types, where the limits, duration and penalties can be adjusted based on the book (resource) type:

When managing members, you can override the Membership Type (see “Managing Members” below).

 

Managing Members (Members)

Both students and teachers can borrow books, and are termed “Members” for the Library app.

All members start with the “Default” membership type, and can be updated to any custom membership type defined in the configuration (see “Membership Types” above).

All members start with the “Active” membership status. Changing the status to “Suspended” will disallow the member from borrowing additional resources in the future.

When reviewing a member record, the system will display all books that have been borrowed (both current and historical). If a book is late, the “Penalty” column will indicate the amount due. Use this section to manually update books (see “Manual Book Returns” below).

 

Managing Inventory (Books)

Books can be imported via excel, or entered manually. Each copy of a title needs to be its own record, with its own barcode. That means that if you have 5 copies of "Harry Potter: The Sorcerer's Stone", you would have 5 records in the excel file, each with its own barcode number. But each record would be linked to the same title (of the same name).

When entering a book manually, you can enter the title information once, and then add copies for that title. If book title is already in the system, you can reselect the title, and add additional items. You will need to enter a new barcode for each new book.

Code Sets

The “Category”, “Location” and “Media Type” fields are configurable. Please contact QuickSchools support if you’d like to change the current list of options available for these fields.

Custom Fields

In the “Custom Fields” tab on a particular title, you can create your own custom fields (similar to Module-Based Custom Fields) for your books. Use these fields to track any  additional information about the books in your library.

 

 

Borrowing Books (Check-Out)

First you have to enter/select the member information, whether it's a student or teacher. You can enter the membership info manually by selecting from a dropdown, or typing in the membership ID. Alternatively, you can use the barcode scanner to scan the membership ID.

Once the member user is selected, you can scan the barcodes for all books being borrowed, and then confirm check out for all books. Books that have been borrowed are marked in the system, and can be reviewed within the system's inventory, as well as in the member's portal access.

 

Returning Books (Returns)

You do NOT need to enter membership info for this. Simply scan the books, and the books will be marked as returned.

If book is returned late, penalties are applied and stored on the membership page.

Manual Book Returns (Missing / Lost / Damaged Books and Extensions)

If the book is not available to be scanned, the admin user can update the book manually by first accessing the Member account (see “Managing Members”). Access the list of current books that have been borrowed. From there, you have the following options:

  • Return
  • Lost
  • Damaged

 

Taking Stock (Stock Take)

We have a Stock Take feature. Simply create a stock take instance, and start scanning all your books. The system will check against your current inventory.

You can then review books that are not in your inventory, and you can mark them as missing. You can also update existing books as damaged.

 

Books for Members

Members can search for books, and review their borrowing history from their portal.

The “Members” tab shows their member information, along with their borrowing history. This includes all payments and penalties. This is essentially a read-only view of the “Members” screen available for administrators (see “Managing Members”).

 

The “Books” tab allows the member to search the current inventory of books, along with availability of each book. This is essentially a read-only view of the “Books” screen available for administrators (see “Managing Inventory”).

 

Summary of Key Features

  • Create different resource types, each with its own limit, duration and penalty
  • Create different membership types, each with its own limit, duration and penalty
  • Easily manage all members (students and teachers), along with their borrowing history, penalties and payments.
  • Easily track all resources (i.e. books), along with custom fields and borrower history for each book.
  • Allow members to easily review borrowing history, and search for available books, from their own portal.
  • We support multiple branches (for group schools / districts), each with its own inventory.
  • Easily check your inventory periodically, to track lost and damaged books.

ARTICLE TAGS

Admin Apps

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