Library catalogue, issue and return

The library area holds your catalogue of titles, each physical copy on the shelf, and every loan. Use it to add new stock, lend books at the counter, take them back and follow up on anything overdue.

Before you start

• Students and staff who borrow must already have records.
• Decide your loan rules: how many days a loan lasts, grace days, the fine per overdue day and how many renewals are allowed.
• A barcode scanner is helpful but not required. You can type or search instead.
• You need permission for library books, book items and circulation. Fines are a separate permission.

If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.

Steps

Set your loan and fine rules

1. Go to Library > Fines and click Add Fine Policy.
2. Enter a Policy Name, the Loan period (days), Grace days, Fine per overdue day, Max Fine and Max renewals. Save.

Add a title and its copies

1. Go to Library > Books and click Add New Book.
2. Enter the ISBN and try Auto-fill From ISBN, or type the details yourself: book name, Book Author, Book Publisher, Book Category, Language and so on. Save.
3. On the book, click Add Stock Item for each physical copy. Give it an Accession Number, choose Select Rack, and add the Price and Purchase Date.
4. Use Print Barcode Labels for All Copies to label the copies.
5. For a large catalogue, use Import Books. Download the Sample Excel File, fill it in, and upload it.

Issue a book

1. Go to Library > Quick Scan, scan or enter the barcode of the copy, then choose Issue.
2. Or go to Library > Book Items, find the copy and click Issue Book.
3. Choose who it is for with Select Student or Select Staff, check the Due Date, and save.

Return or renew

1. Scan the copy in Quick Scan and choose Return, or use Return Book on the copy in Book Items.
2. To give the borrower more time, use Renew Loan (Extend Due Date).
3. If a copy is not coming back, use Mark Lost / Damaged and add a note.

Good to know

• Copies marked Reference / non-loanable cannot be issued.
• If a book is returned late, a fine is worked out from the policy. Collect it in Library > Fines with Collect Fine, or use Waive Fine and give a reason.
• Circulation lists every loan. Use Send Due / Overdue Reminders to message borrowers whose books are due soon or late. Message delivery depends on your region and provider.
• Reservations lets a borrower hold a title that is currently out.
• Stock Audit helps you check the shelves against the catalogue.

Common questions

What is the difference between a book and a book item?

A book is the title. A book item is one physical copy of it. You lend copies, so each needs its own accession number.

For an overview, see Library.