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Library Module User Guide (Non-Technical) ​

This guide explains how school office/admin users can manage library categories, books, issue/return operations, and fine settings without technical knowledge.

Who should use this ​

  • Library in-charge
  • Office/admin users managing circulation
  • Supervisors reviewing issue and return records

Library menu map ​

From the left sidebar, open Library. You will find:

  • Books
  • Book Categories
  • Book Issues
  • Library Settings

For smooth operation, use this order:

  1. Configure Library Settings
  2. Create Book Categories
  3. Add Books
  4. Start Book Issue and Book Return operations

1) Library Settings (set rules first) ​

Path: Library -> Library Settings

Use this page to define issue duration and fine policy.

Fields ​

  • Default Issue Days: standard loan duration (for example, 14 days)
  • Grace Period (Days): extra days without fine after due date
  • Fine Per Day: amount charged per overdue day
  • Max Fine: cap limit for fine amount

Save settings ​

  1. Enter/update values.
  2. Click Update Settings.

Important behavior:

  • If due date is not manually selected during issue, system uses issue date + default issue days.
  • Fine calculation during return follows these settings.

2) Book Categories ​

Path: Library -> Book Categories

Use categories to organize books (for example, Science, Literature, Religion).

Create a category ​

  1. Click Add Category.
  2. Enter Category Name (required).
  3. Add optional description.
  4. Keep Active Status on if category should be usable.
  5. Click Save.

Edit a category ​

  1. Open category list.
  2. Click edit icon.
  3. Update name/description/status.
  4. Click Update.

Filter/search categories ​

  • Search by category name/description
  • Filter by Active/Inactive status

Delete a category ​

  1. Click delete icon.
  2. Confirm deletion.

Important restriction:

  • Category cannot be deleted if books already exist under that category.

3) Books (catalog and stock) ​

Path: Library -> Books

This section stores book details and tracks available copies.

Add a book ​

  1. Click Add Book.
  2. Fill required fields:
    • Book Code (unique)
    • Book Title
    • Author
    • Category
    • Total Copies
  3. Fill optional fields as needed:
    • ISBN, Publisher, Edition
    • Publication Year, Shelf Location, Price
    • Description
  4. Set Active Status (on/off).
  5. Click Save.

Inventory note:

  • If Available Copies is left blank, system sets it to total copies.

Edit a book ​

  1. Open books list.
  2. Click edit icon.
  3. Update details and save.

Filter/search books ​

  • Search by title, author, code, or ISBN
  • Filter by category
  • Filter by active/inactive status

Delete a book ​

  1. Click delete icon.
  2. Confirm deletion.

Important restriction:

  • A book with active issued records cannot be deleted.

4) Issue a book ​

Path: Library -> Book Issues -> Issue Book

Use this page to issue books to borrowers.

Who can borrow ​

  • Student
  • Teacher
  • Staff

Issue steps ​

  1. Click Issue Book.
  2. Select a book.
  3. Select borrower type.
  4. Select borrower name.
  5. Set issue date.
  6. Optional: set due date manually (or keep auto default).
  7. Optional: add remarks.
  8. Click Issue Book.

Important behavior:

  • Only active books with available copies appear.
  • Borrower list shows active users only.
  • Available copies reduce automatically after successful issue.

Validation notes:

  • Due date must be after issue date.
  • Book must have at least one available copy.

5) Return a book ​

Path: Library -> Book Issues -> row action (return/open icon)

Use return page to complete circulation and settle fine.

Return steps ​

  1. Open an issued record from Book Issues list.
  2. Review issue summary (book, borrower, issue/due date).
  3. Enter return date (optional; if blank, current date is used).
  4. Review Calculated Fine.
  5. Enter fine settlement if needed:
    • Fine Paid
    • Fine Waived
  6. Optional: add remarks.
  7. Click Confirm Return.

Important behavior:

  • Returned record cannot be returned again.
  • Available copies increase automatically when return is confirmed.
  • Fine status is set based on paid/waived amounts.

6) Book Issues list and tracking ​

Path: Library -> Book Issues

This page shows all issue records.

You can do ​

  • Search issue records
  • Filter by status (All, Issued, Returned, Overdue, Lost)
  • Open return screen for non-returned items
  • Delete eligible records

Delete rule ​

  • Active issued records cannot be deleted.
  • Returned records can be removed if needed by policy.

7) Fine calculation explained (simple) ​

Fine is calculated during return using Library Settings.

General logic:

  1. If returned on or before due date -> no fine.
  2. If late, grace period is deducted from overdue days.
  3. Remaining days x fine per day = raw fine.
  4. If max fine is set, final fine cannot exceed that cap.

8) Daily operating checklist ​

Morning ​

  1. Check due/late issue records.
  2. Confirm stock for high-demand books.

During library hours ​

  1. Issue books with correct borrower type.
  2. Record returns immediately.
  3. Settle fines (paid/waived) at return time.

End of day ​

  1. Review issued vs returned records.
  2. Check unusual copy mismatches.

9) Common issues and quick fixes ​

Book not showing in Issue Book page ​

  • Ensure book is active.
  • Ensure available copies are greater than 0.

Borrower not showing in list ​

  • Confirm borrower is active (student/teacher/staff).
  • Confirm correct borrower type is selected.

Cannot save issue form ​

  • Check required fields.
  • Ensure due date is later than issue date.

Cannot delete category ​

  • Category has linked books. Move/delete books first.

Cannot delete book ​

  • Book has active issue records. Return/close issues first.

Fine looks too high/low ​

  • Recheck grace period, fine per day, and max fine in Library Settings.

Library menu not visible ​

  • Your account may not have required permissions. Ask admin to grant library access.

10) Good practices ​

  • Keep book code format consistent.
  • Update copy counts carefully during edits.
  • Avoid deleting historical records unless necessary.
  • Use remarks for special cases (damage, partial waiver reason).
  • Review settings before new academic session begins.

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