Add and Edit Members

Use this guide when a librarian is adding one member at the desk or correcting one existing member record. For large spreadsheets, use Import Members instead.

Manual entry is best when the librarian needs to check the person, choose the right plan, take or crop a photo, and confirm library access before saving.

Before You Start

Make sure these are ready:

• At least one active Member Type.
• At least one active Membership Plan.
• The correct library access rules for the selected plan.
• Permission to add or edit members.
• A clear profile image if your library requires one.

If Add Member is disabled or a setup message appears, complete Member Type and Membership Plan setup first.

Add A Member Manually

The Add Member popup is a guided form. Move through each step, complete required fields, then save.

1. Open Member Manager > Members.
2. Click Add Member.
3. In Setup, choose Member Type, Membership Plan, Status, and expiry details.
4. In Common Data, complete identity fields such as Member ID, Name, Email, Phone, and Date of Birth.
5. Add a profile image from file or camera where supported. Crop and compress it before saving if the app asks.
6. Complete More Details and Custom Data when the selected Member Type shows extra fields.
7. In Library Access, confirm where the member can use services.
8. When the selected Membership Plan has a fee and your role can record payments, open Membership Payment. Confirm whether the fee is being collected now, then choose the receiving library and payment method.
9. Click Save when the button becomes active.

The Save button stays disabled until Libcodesk detects a real change and required fields are ready. This prevents empty or duplicate saves.

The active library selected in the page header is selected by default for a new member. Staff may add another library only when their role grants access to it. Changing the header library also changes the default member list scope; use the Library filter deliberately when an authorized multi-library view is needed.

Important Fields

Field	What To Check
Member ID	The visible library identifier. It may be typed manually or generated from settings.
Name	Use the display name staff should recognize in search, reports, and cards.
Email	Required for login identity. Use generated email only when the member has no real email address.
Phone	Use the country selector; do not type the country code again inside the phone number.
Date of Birth	Use the date picker or the organization date format shown by the app.
Profile Image	Use a clear square image when cards or visual identification matter.
Library Access	Check this carefully in multi-library organizations.
Membership Payment	Appears for a new member only when the selected plan has a membership fee and your role may record payments. The amount comes from the Membership Plan.

Fields marked with a red * are required.

Member ID And Email Generation

Use the gear beside Member ID to choose manual or automatic Member ID generation. When automatic generation is active, the field shows an Auto indicator but still remains a visible member identifier.

Use the gear beside Email when your library needs local-style login email addresses for members who do not have real email IDs.

Practical rules:

• Typed values are used as entered.
• Generated values are meant for login and identification, not external email delivery.
• If importing members later, spreadsheet values take priority over generated values.

Edit A Member

1. Search for the member.
2. Open the row action menu .
3. Choose Edit.
4. Change only the fields that are truly incorrect or outdated.
5. Review plan, status, expiry, and library access before saving.
6. Click Save when the button becomes active.

Use Member 360 first when you only need to review contact details, library access, profile quality, or recent changes.

Troubleshooting

Save button is disabled

Check whether anything actually changed. Libcodesk enables Save only after a real edit. Also complete any required field marked with a red *.

Member ID is required

Enter a Member ID or use the Member ID gear to enable automatic generation if your organization uses generated IDs.

Email already exists

Search the member list first. The person may already be a member, or another account may already use that email.

Phone number looks wrong

Choose the correct country in the country selector, then type only the local phone number in the phone field.

Profile image does not save

Use JPG, PNG, or WebP. If the image is large, crop/compress it in the form or choose a smaller clear photo.

Date is rejected

Use the date picker where possible. If typing, follow the organization date format shown in the app.

A library is missing or the save is refused

Check the library selected in the main header and your staff access. Libcodesk does not allow a staff account to view, assign, import, batch-edit, promote, or delete members outside its permitted libraries. Ask your organization admin if your assignment is incorrect.

Membership Payment is not shown

Check that the selected Membership Plan defines a membership fee and that your role can record account payments. The payment tab is not shown when there is no fee to collect.

Do And Don'ts

Do

• Search before adding a member.
• Use the correct Member Type before filling detailed fields.
• Check library access in multi-library setups.
• Choose the actual receiving library and payment method when collecting the membership fee.
• Keep Member ID, name, email, and phone clean because staff search by these values.
• Use generated email only when the member has no real email address.

Don't

• Don't create a second member record just to fix a typo.
• Don't reuse someone else's email or phone.
• Don't change Member Type unless the member really belongs to another type.
• Don't save unclear photos if the library uses cards or visual verification.
• Don't re-enter the same membership payment later in Accounts Manager; it is already recorded there.

FAQ

When should I add manually instead of importing?

Use manual entry for one member, walk-in registration, or careful verification. Use import when you already have a clean spreadsheet or many members to add.

Can I edit Member ID later?

Yes, where permission allows it. Member ID is a visible library identifier, not the internal account record.

Why does the form have several steps?

The steps keep common identity fields, type-specific details, custom fields, and library access easier to review before saving.

Can I change the membership plan while editing?

Yes, if your role allows it. Review expiry and renewal behavior after changing the plan.

Where can I see what changed?

Use Member 360 and the member timeline where available. It helps admins review practical field changes later.