Library management

The Library module provides a complete solution for managing school library operations. It covers the full lifecycle from cataloging books, tracking physical copies, handling rentals, and managing reservations to monitoring circulation and enforcing library policies.

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Navigation path

Operations → Library (segment: operations/library)

Sub-section	Path	Description
Dashboard	operations/library	Overview and quick actions
Books	operations/library/books	Book catalog management
Copies	operations/library/copies	Physical copy tracking
Rentals	operations/library/rentals	Checkout/return management
Reservations	operations/library/reservations	Hold requests

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Library architecture

┌─────────────────────────────────────────────────────────────────────────┐
│                        Library Management System                         │
├─────────────────────────────────────────────────────────────────────────┤
│                                                                          │
│  ┌─────────────────────────────────────────────────────────────────┐    │
│  │                        Book Catalog                              │    │
│  │                                                                   │    │
│  │   Title • Authors • ISBN • Category • Access Level                │    │
│  │                                                                   │    │
│  └────────────────────────────────┬──────────────────────────────────┘    │
│                                   │                                      │
│                      ┌────────────┴────────────┐                         │
│                      │                         │                         │
│                      ▼                         ▼                         │
│  ┌──────────────────────────┐    ┌──────────────────────────────────┐   │
│  │     Physical Copies      │    │        Reservations              │   │
│  │                          │    │                                  │   │
│  │  Barcode • RFID • Status │    │  Queue • Priority • Pickup       │   │
│  │  Condition • Location    │    │  Notifications • Expiry          │   │
│  │                          │    │                                  │   │
│  └────────────┬─────────────┘    └──────────────────────────────────┘   │
│               │                                                          │
│               ▼                                                          │
│  ┌──────────────────────────────────────────────────────────────────┐   │
│  │                         Rentals                                   │   │
│  │                                                                   │   │
│  │  Checkout → Due Date → Renewals → Return → Fee Settlement         │   │
│  │                                                                   │   │
│  └──────────────────────────────────────────────────────────────────┘   │
│               │                                                          │
│               ▼                                                          │
│  ┌──────────────────────────────────────────────────────────────────┐   │
│  │                       Dashboard & Analytics                       │   │
│  │                                                                   │   │
│  │  Circulation Rate • Overdue Alerts • Popular Books • Activity     │   │
│  │                                                                   │   │
│  └──────────────────────────────────────────────────────────────────┘   │
│                                                                          │
└─────────────────────────────────────────────────────────────────────────┘

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Part 1: Dashboard

The library dashboard provides an at-a-glance view of library operations.

Dashboard metrics

Metric	Description
Total Books	Unique titles in catalog
Total Copies	Physical items
Available Copies	Ready for checkout
Active Rentals	Currently checked out
Overdue Rentals	Past due date
Pending Reservations	Waiting in queue
Ready for Pickup	Reserved books available
Circulation Rate	% of copies in circulation

Copies by status breakdown

Status	Description
available	Ready for checkout
checked_out	Currently borrowed
reserved	Held for reservation
repair	Being repaired
lost	Reported lost
damaged	Damaged condition

Quick actions

Action	Description
New Checkout	Open checkout dialog
Add Book	Add to catalog
Search Catalog	Find books
View Overdue	See overdue list

Recent activity feed

Activity types tracked:

Type	Description
checkout	Book checked out
return	Book returned
reservation	New reservation
overdue	Rental became overdue
new_book	Book added to catalog

Dashboard widgets

1. Stat Cards — Key metrics with trends
2. Quick Actions — Common tasks
3. Overdue Alerts — Items needing attention
4. Recent Activity — Live transaction feed
5. Popular Books — Most borrowed titles

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Part 2: Books (Catalog)

The book catalog manages bibliographic records for all library materials.

Book properties

Field	Type	Description
id	string	Unique identifier
schoolId	string	School association
title	string	Book title
subtitle	string	Optional subtitle
isbn	string	ISBN-10
isbn13	string	ISBN-13
authors	array	Author names
editors	array	Editor names
illustrators	array	Illustrator names
publisher	string	Publisher name
publicationDate	string	Publication date
edition	string	Edition info
language	string	Language code
category	enum	Book category
deweyDecimal	string	Dewey classification
subjectArea	string	Subject area
gradeLevel	string	Target grade
pages	number	Page count
format	enum	Physical format
dimensions	string	Size dimensions
totalCopies	number	Total physical copies
availableCopies	number	Available now
checkedOutCopies	number	Currently borrowed
damagedCopies	number	Damaged count
lostCopies	number	Lost count
shelfLocation	string	Default location
section	string	Library section
isAvailableForRental	boolean	Can be borrowed
rentalDurationDays	number	Default loan period
lateFeePerDay	number	Overdue fee
replacementCost	number	Replacement value
accessLevel	enum	Who can borrow
restricted	boolean	Has restrictions
restrictionReason	string	Why restricted
hasEbookVersion	boolean	E-book available
ebookUrl	string	E-book link
coverImageUrl	string	Cover image
description	string	Book description
summary	string	Short summary
acquisitionDate	string	When acquired
acquisitionCost	number	Purchase cost
donor	string	Donor name
timesBorrowed	number	Borrow count
averageRating	number	User rating
reviewsCount	number	Review count
isActive	boolean	Active in catalog
status	enum	Book status
tags	array	Classification tags

Book categories

Category	Description
textbook	Course textbooks
reference	Reference materials
fiction	Fiction books
non_fiction	Non-fiction books
periodical	Magazines, journals

Book formats

Format	Description
hardcover	Hardcover binding
paperback	Paperback binding
ebook	Electronic format

Book statuses

Status	Description
available	Available in catalog
processing	Being cataloged
repair	Under repair
lost	All copies lost
withdrawn	Removed from circulation

Access levels

Level	Description
all_students	Available to all students
specific_grades	Restricted to certain grades
teachers_only	Staff only

Adding a book

1. Navigate to Library → Books
2. Click Add Book
3. Fill required fields:
   • Title (required)
   • Authors (at least one required)
   • Category (required)
   • Format (required)
   • Language (required)
   • Access level (required)
4. Optional: Add ISBN for auto-fill
5. Configure rental settings:
   • Rental duration (days)
   • Late fee per day
   • Replacement cost
6. Upload cover image
7. Save book

Google Books integration

Search Google Books to auto-populate:

1. Click Search Google Books
2. Enter title or ISBN
3. Select from results
4. Review and adjust auto-filled data
5. Save book

Book detail view

Tab	Content
Overview	Title, authors, description, cover
Copies	List of physical copies
Rentals	Active and past rentals
Reservations	Current hold requests
Statistics	Borrow history, ratings

Filtering books

Filter	Options
Category	Textbook, reference, fiction, etc.
Format	Hardcover, paperback, ebook
Status	Available, processing, etc.
Access level	All students, specific grades, etc.
Available only	Hide books with no copies
Subject area	Subject filter
Grade level	Grade filter
Language	Language filter

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Part 3: Copies (Physical Items)

Copies represent individual physical items that can be checked out.

Copy properties

Field	Type	Description
id	string	Unique identifier
bookId	string	Parent book reference
schoolId	string	School association
barcode	string	Barcode identifier
rfidTag	string	RFID tag identifier
copyNumber	number	Copy sequence number
status	enum	Current status
condition	enum	Physical condition
shelfLocation	string	Current location
section	string	Library section
acquisitionDate	string	When acquired
acquisitionSource	string	Source/vendor
acquisitionCost	number	Purchase cost
notes	string	Staff notes

Copy statuses

Status	Description	Available
available	Ready for checkout	✓
checked_out	Currently borrowed	–
reserved	Held for reservation	–
repair	Being repaired	–
lost	Reported lost	–
withdrawn	Removed from circulation	–

Copy conditions

Condition	Description
excellent	Like new
good	Minor wear
fair	Visible wear
poor	Heavy wear

Adding copies

Single copy:

1. Navigate to Library → Copies or Book Detail → Copies
2. Click Add Copy
3. Select or confirm book
4. Enter identifiers:
   • Barcode (required)
   • RFID tag (optional)
   • Copy number (auto-assigned)
5. Set initial status and condition
6. Set location
7. Save copy

Bulk add copies:

1. Click Add Multiple Copies
2. Select book
3. Enter quantity
4. System generates barcodes
5. Confirm and save

Copy management actions

Action	Description
View	See copy details
Edit	Update copy info
Change status	Update availability
Change condition	Update physical state
Checkout	Start new rental
Delete	Remove copy

Batch operations

Perform actions on multiple copies:

Operation	Description
Update status	Change status in bulk
Update condition	Change condition in bulk
Update location	Move copies
Delete	Remove multiple copies

Copy table columns

Column	Description
Barcode	Copy identifier
Book	Parent book title
Status	Current status badge
Condition	Physical condition
Location	Shelf location
Last activity	Most recent action

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Part 4: Rentals (Checkouts)

Rentals track the borrowing lifecycle from checkout to return.

Rental properties

Field	Type	Description
id	string	Rental identifier
bookId	string	Book reference
copyId	string	Copy reference
studentId	string	Student borrower
teacherId	string	Teacher borrower
schoolId	string	School association
checkoutDate	datetime	When checked out
dueDate	datetime	When due back
returnDate	datetime	When returned
renewalCount	number	Times renewed
maxRenewals	number	Max allowed renewals
lastRenewalDate	datetime	Last renewal
status	enum	Rental status
isOverdue	boolean	Past due date
daysOverdue	number	Days past due
conditionAtCheckout	enum	Condition when borrowed
conditionAtReturn	enum	Condition when returned
damageReported	boolean	Damage flagged
damageDescription	string	Damage details
lateFeeCharged	number	Late fee amount
damageFeeCharged	number	Damage fee amount
totalFee	number	Total fees owed
feePaid	boolean	Fees settled
feePaidDate	datetime	When paid
reminderSentCount	number	Reminders sent
checkedOutBy	string	Staff who processed
returnedTo	string	Staff who received
notes	string	Additional notes

Rental statuses

Status	Description
active	Currently checked out
returned	Returned successfully
overdue	Past due date
lost	Reported lost
damaged	Returned damaged

Checkout flow

Select Book/Copy
      │
      ▼
Select Borrower (Student or Teacher)
      │
      ▼
Record Condition
      │
      ▼
Confirm Due Date
      │
      ▼
Process Checkout
      │
      ▼
┌─────────────────┐
│  Active Rental  │
└────────┬────────┘
         │
    ┌────┴────┐
    │         │
 On time   Overdue
    │         │
    ▼         ▼
 Return    Reminders
    │         │
    └────┬────┘
         │
         ▼
 Check Condition
         │
    ┌────┴────┐
    │         │
   OK      Damaged
    │         │
    ▼         ▼
Complete  Assess fee
         │
         ▼
     Complete

Creating a checkout

1. Navigate to Library → Rentals
2. Click New Checkout
3. Search and select book
4. Select available copy (or auto-select)
5. Search and select borrower:
   • Student tab — Select student
   • Teacher tab — Select teacher
6. Record condition at checkout
7. Confirm due date (auto-calculated)
8. Add notes (optional)
9. Click Checkout

Processing a return

1. Find rental in list or search
2. Click rental row or Return action
3. Select condition at return
4. If damaged:
   • Check "Report damage"
   • Enter damage description
   • System calculates damage fee
5. If overdue:
   • System calculates late fee
6. Review total fees
7. Click Process Return
8. Collect payment if fees owed

Renewing a rental

1. Find active rental
2. Click Renew
3. Confirm new due date
4. Add notes (optional)
5. Save renewal

Renewal limits:

• Default max renewals: 2
• Cannot renew if reserved by others
• Cannot renew overdue items

Marking as lost

1. Find rental
2. Click Mark Lost
3. System marks copy as lost
4. System calculates replacement fee
5. Confirm lost status

Fee management

Fee type	Calculation
Late fee	Days overdue × Late fee per day
Damage fee	Assessed by staff
Lost/Replacement	Book replacement cost

Recording fee payment

1. Find rental with fees
2. Click Record Payment
3. Enter amount paid
4. Select payment method
5. Add notes
6. Confirm payment

Rental filters

Filter	Options
Status	Active, returned, overdue, lost, damaged
Overdue only	Show only overdue
Fee status	Paid, unpaid
Borrower type	Student, teacher
Date range	Checkout date range

Rental table columns

Column	Description
Book	Book title
Borrower	Student/teacher name
Checkout date	When borrowed
Due date	When due
Status	Current status
Days overdue	If past due
Fees	Outstanding amount

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Part 5: Reservations (Holds)

Reservations allow users to request books that are currently unavailable.

Reservation properties

Field	Type	Description
id	string	Reservation ID
bookId	string	Requested book
bookCopyId	string	Specific copy (optional)
studentId	string	Student requester
teacherId	string	Teacher requester
schoolId	string	School association
status	enum	Reservation status
priority	number	Queue priority
queuePosition	number	Position in queue
requestedAt	datetime	When requested
holdExpiresAt	datetime	Hold expiry
pickupLocation	string	Pickup location
pickupByDate	datetime	Pickup deadline
fulfilledAt	datetime	When fulfilled
canceledAt	datetime	When canceled
cancellationReason	string	Why canceled
noShowCount	number	Missed pickups
notificationsSent	number	Notifications sent
notes	string	Staff notes
isActive	boolean	Active reservation

Reservation statuses

Status	Description
active	Waiting in queue
fulfilled	Book picked up
cancelled	User or staff canceled
expired	Hold period expired
no_show	User didn't pick up

Reservation flow

Student/Teacher requests book
         │
         ▼
┌─────────────────┐
│     Active      │ ← Position in queue
└────────┬────────┘
         │
   Copy becomes available
         │
         ▼
┌─────────────────┐
│  Ready for      │ ← Notification sent
│    Pickup       │
└────────┬────────┘
         │
    ┌────┴────┐
    │         │
 Picked up  Not picked up
    │         │
    ▼         ▼
Fulfilled   No Show / Expired

Creating a reservation

1. Navigate to Library → Reservations
2. Click New Reservation
3. Search and select book
4. Search and select requester
5. Set pickup location (optional)
6. Set priority (optional)
7. Add notes (optional)
8. Save reservation

Reservation from book detail

1. View book details
2. Click Reserve
3. Select requester
4. Confirm reservation

Fulfilling a reservation

When copy becomes available:

1. System notifies requester
2. Copy status changes to "reserved"
3. Staff finds reservation in list
4. Staff holds copy at pickup location
5. When requester arrives:
   • Click Fulfill
   • Proceed to checkout
6. Reservation marked fulfilled

Canceling a reservation

1. Find reservation
2. Click Cancel
3. Enter cancellation reason
4. Confirm cancellation

No-show handling

If requester doesn't pick up by deadline:

1. System marks as "no_show"
2. Copy returns to available
3. Next in queue is notified
4. No-show count incremented

Queue position

Reservations are fulfilled in order:

1. Priority (if set)
2. Request date (first come, first served)

Notification types

Event	Notification
Book available	"Your reserved book is ready"
Pickup reminder	"Please pick up your book by..."
Expiry warning	"Your hold expires soon"
Queue update	"Your position in queue is now..."

Reservation filters

Filter	Options
Status	Active, fulfilled, cancelled, etc.
Book	Specific book
Requester	Student or teacher
Ready for pickup	Available now

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Batch operations

The library supports bulk operations for efficiency.

Available batch operations

Operation	Description	Applies to
Update status	Change item status	Copies
Update condition	Change condition	Copies
Update location	Move items	Copies
Delete	Remove items	Copies, books
Checkout	Bulk checkout	Copies
Return	Bulk return	Rentals
Add tags	Tag items	Books

Using batch operations

1. Select items using checkboxes
2. Selection count appears in toolbar
3. Click Batch Actions
4. Choose operation
5. Configure parameters
6. Review confirmation
7. Execute operation
8. View results summary

Batch operation results

Result	Description
Success	Item processed
Failed	Error occurred
Skipped	Not applicable

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Permissions required

Action	Required permission
View dashboard	library.view
View books	library.books.view or library.view
Add book	library.books.create or library.create
Edit book	library.books.update or library.update
Delete book	library.books.delete or library.delete
View copies	library.copies.view or library.view
Add copy	library.copies.create or library.create
Edit copy	library.copies.update or library.update
Delete copy	library.copies.delete or library.delete
View rentals	library.rentals.view or library.view
Checkout	library.rentals.create or library.create
Return	library.rentals.update or library.update
View reservations	library.reservations.view or library.view
Create reservation	library.reservations.create or library.create
Cancel reservation	library.reservations.update or library.update

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Best practices

Cataloging

• Use ISBN when available for accurate metadata
• Maintain consistent category assignments
• Upload cover images for visual browsing
• Set appropriate access levels
• Configure rental terms per book type

Copy management

• Assign unique barcodes to all copies
• Perform regular condition audits
• Update locations when shelving
• Mark withdrawn copies instead of deleting

Circulation

• Process returns promptly
• Send overdue reminders
• Follow up on lost items
• Collect fees before checkout

Reservations

• Notify users promptly when available
• Set reasonable pickup windows
• Process no-shows consistently
• Review queue regularly

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Troubleshooting

Cannot checkout book

Causes:

• No available copies
• Borrower at loan limit
• Book restricted for borrower grade
• Borrower has unpaid fees

Fix:

1. Check copy availability
2. Check borrower's active rentals
3. Verify access level
4. Check fee status

Copy status not updating

Causes:

• Concurrent update
• Permission issue
• Validation error

Fix:

1. Refresh the page
2. Verify permissions
3. Check validation messages

Reservation not fulfilled

Causes:

• Copy still checked out
• Copy in repair/lost
• Higher priority reservation

Fix:

1. Check copy status
2. Review reservation queue
3. Contact current borrower if overdue

Fees not calculating

Causes:

• Fee settings not configured
• Book missing fee amounts

Fix:

1. Check book rental settings
2. Configure late fee per day
3. Configure replacement cost

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Related documentation

• Students — Student records and library cards
• Staff and users — Teacher borrower records
• Fees and billing — Fee collection
• Reports — Library circulation reports