Library Manager
Use Settings > Library Manager only when one organization operates more than one library location or library unit. If your organization has a single library, the protected Main Library is enough and you do not need to add extra libraries.
Library Manager also controls the public information members see under My Library in the OPAC. Edit each library to maintain its address, phone, email, website, public notice, timezone, map coordinates, weekly opening hours, and temporary closures. These details are independent for every branch and work in both Cloud setup and Local setup.
Publish accurate opening information
- Open Settings > Library Manager and edit the required library.
- Complete the public contact and location fields.
- Under Weekly opening hours, switch each operating day on and enter its opening and closing time. Leave non-operating days closed.
- Add dated Temporary closures for holidays, maintenance, examinations, or emergencies. Include a short member-friendly reason.
- Save the library. The OPAC calculates Open now, Closed now, or Temporarily closed using that library's timezone and schedule.
Do not put private staff contact details, internal notes, door codes, or operational instructions in the public profile. Use the public status message only for information that every member may safely read.
The Main Library is protected. It is used as a safe default for staff accounts, member access, imports, membership plans, and local setup. The Main Library can show a description, but normal workflows should not delete it.
Library Manager is especially useful for school districts, colleges with multiple departmental libraries, public library systems with branches, or organizations that want each library to operate separately while the admin can still review activity from one panel.
Add desktop and mobile screenshots of the Library Manager table, Add Library popup, Edit Library popup, and audit history action.
Common Tasks
- Add a library.
- Edit a library name and description where allowed.
- Edit only the Main Library description where the name is protected.
- Review total collection, member, and staff counts.
- Open audit history for library changes.
- Assign staff and members to libraries through their own workflows.
When To Add More Libraries
Add another library only when it needs separate access, operation, or reporting.
| Situation | What To Do |
|---|---|
| One organization has one library | Keep only Main Library. |
| A school district manages several school libraries | Add one library for each school library. |
| A college has central, department, and reading room libraries | Add each unit that needs separate staff/member access. |
| A public library has branches | Add each branch as a separate library. |
| You only need categories such as fiction, reference, or journals | Do not create libraries for this; use collection/catalog settings later. |
Separate libraries help admins compare activity, staff assignment, member access, and performance across locations without creating separate organizations.
Recommended Workflow
- Open Settings > Library Manager.
- Confirm the Main Library exists.
- Click Add Library only for each branch, school library, department library, section, or service location that needs separate access or reporting.
- Use clear names because staff accounts, members, membership plans, and imports match libraries by name or ID.
- Use audit history when a branch setup change needs review.
Editing And Protecting Main Library
The Main Library is the system's default library. It should remain available even when the organization has no other branches.
- The Main Library should not be deleted.
- The Main Library name should normally remain protected.
- Its description can be updated to help staff understand what the default library represents.
- Additional libraries must use unique names.
If staff import rows with blank library values, Libcodesk can use the Main Library as a safe default where that import workflow allows it.
How Library Access Is Used
| Workflow | How Libraries Matter |
|---|---|
| Staff Accounts | Decides which libraries a staff member can manage. |
| Membership Plans | Decides which libraries a plan can apply to. |
| Members | Decides which libraries a member can access. |
| Imports | Library names or blank defaults are validated against Library Manager. |
| Reports | Future reports can compare libraries under one organization. |
Do And Don'ts
- Keep the Main Library as the safe default branch.
- Use clear names for additional branches or sections.
- Assign staff and members through their own access workflows.
- Keep library names unique and easy to recognize in imports.
- Don't try to remove or rename the Main Library for normal cleanup.
- Don't create duplicate library names.
- Don't use library branches for unrelated categories that belong in member or collection settings.
- Don't change a library name casually after staff and member access rules depend on it.
FAQ
What is the Main Library?
Main Library is the protected default library created for the organization. Libcodesk uses it when a workflow needs a safe default branch.
Do I need to add a library if my organization has only one library?
No. Keep the Main Library and continue setup. Extra libraries are only needed when the organization operates multiple libraries or separate units.
Why would a school district use Library Manager?
A district can add each school library under one organization, assign staff to the correct library, and let admins review performance from one place.
Can I delete the Main Library?
No. The Main Library is protected because it is used by setup, staff access, imports, member access, and fallback workflows.
Can I use libraries for departments?
Yes, if the organization wants access and reporting separated that way. Use clear names so staff understand what each library represents.
Why does a duplicate library name fail?
Library names must be unique enough for access assignment, imports, reports, and staff understanding. Rename the new library or update the existing one.
Where do I assign staff to a library?
Use Staff Accounts. Library Manager creates the library record; Staff Accounts decides which libraries each staff user can manage.
Where do I assign members to a library?
Use the Members workflow or member import. Library Manager only maintains the branch list.
Does a library have its own date format or currency?
No. Date format, time format, time zone, and currency are organization-wide settings.
Why should I review audit history?
Audit history helps admins see who changed library records and when, which is useful when access or imports behave differently than expected.