Member Management
Member Management is the daily workspace for the people who use the library: students, patrons, teachers, faculty, company employees, child members, public members, and any other member type your organization defines.
Use this section when you need to set up member data fields, define membership policies, add one member, import many members, renew memberships, or safely update selected records in batches.
Setup Order
Set up member management in this order. It prevents incomplete member records and makes import validation much easier.
- Libraries: create branches or sections in Settings > Library Manager.
- Membership Plans: define validity, fees, renewal, borrowing, and access policies.
- Member Types: define the fields for Student, Teacher / Faculty, Child Member, Corporate Member, Public Member, or another type.
- Members: manage the member list, then use focused task pages for manual add/edit, deletion, import, renewal, and batch actions.
Add a screenshot of the Member Manager menu expanded with Members, Membership Plans, and Member Types visible.
How The Pieces Work Together
| Area | What It Controls | Example |
|---|---|---|
| Member Type | Data-entry fields | Student ID, Class, Guardian Email, RFID Tag |
| Membership Plan | Policy and validity | Annual Student Plan, 365 days, 2 books, renewal fee |
| Member Record | Actual person | Member ID, name, email, phone, selected type, selected plan |
| Library Access | Where the member can use services | Main Library, Library 2, Reading Room |
Daily Workflows
Add one member at the desk
Use Members > Add Member when someone registers in person. Select the member type and membership plan first, then fill Common Data, More Details, Custom Data, and Library Access.
Full task page: Add and Edit Members.
Search, sort, and arrange the member table
Use Members when you need to search by all data or a specific field, sort the full result set, move columns, copy member values, jump through pages, or open row actions.
Full task page: Search and Sort Members.
Import a full list
Use Import Members when you already have spreadsheet data from a school, college, public library, company, or another system. The import template is generated from your active member types, so it follows your configured fields instead of forcing one fixed format.
Open the full import workflow here: Import Members.
Renew a membership
Use the row action menu or right-click menu to renew one member. Select multiple rows and use batch renewal when many members need the same renewal action.
Full task page: Renew Membership.
Update many members together
Use batch edit after filtering and selecting records. Typical use cases are changing membership plan, changing status, updating class/session/department, or adjusting library access.
Full task page: Batch Edit Members.
Delete selected members
Use single-member deletion only when one record should be removed. Batch delete is intentionally strict for selected groups: Libcodesk shows the affected count and requires confirmation before deletion starts.
Full task page: Delete Members. Full task page: Batch Delete Members.
Promote students safely
Educational organizations can promote students through Batch Edit when Academic Session and Class/Grade fields are available. Promotion uses a preview snapshot so newly promoted students do not accidentally move again in the next promotion run.
Full task page: Promote Members.
Do And Don'ts
- Decide member types and plans before importing a large member list.
- Keep Member ID as the visible library identifier, not a login replacement or technical record number.
- Use role permissions to decide who can batch edit, renew, import, or delete members.
- Test imports with a small file before importing thousands of rows.
- Don't put admin-only configuration such as organization date format inside member records.
- Don't use Membership Plans to collect data fields; use Member Types for data-entry shape.
- Don't use Member Types to define borrowing or fee policies; use Membership Plans for policy.
- Don't run batch delete without checking filtered results and selected count.
FAQ
Why are Member Types and Membership Plans separate?
Member Types decide what information the library collects. Membership Plans decide what the member can do, how long access lasts, and what fees or borrowing limits apply.
Can staff use Member Management without being admins?
Yes. Staff can use only the member actions their staff role allows, such as viewing, creating, importing, renewing, or deleting members.
Should I create plans or member types first?
Create both before adding many members. Plans affect expiry and renewal; types affect fields and required values. For a quick setup, create one plan and one member type first.
When should I import instead of adding manually?
Use manual entry for one or a few members. Use import when you already have a spreadsheet or need to add many students, patrons, employees, or public members at once.
Does this work in Cloud setup and Local setup?
Yes. Shared member workflows are designed for Libcodesk WebApp and the Standalone app. Local setup stores data on the device; Cloud setup stores data in the cloud organization.