Members

The Members page is the main workspace for managing patrons, students, teachers, public users, and other library members. It supports manual entry, import, renewal, batch tools, search, filters, pagination, column order preferences, audit history, and row actions.

Member ID is the visible library identifier staff use for lookup, ID cards, and member communication.

Before Adding Members

Make sure at least one active Member Type and one active Membership Plan exist. If either is missing, the Add Member popup tells you what is needed and gives quick navigation guidance.

Members Overview

Use this page for day-to-day member work:

Add and update members

Add one member at the desk, edit details later, and keep audit history for important changes.

Import many members

Use spreadsheet import for large lists, validate rows, fix issues, and download the final report.

Search and filter

Search all data or one selected field, filter by status/type/plan/library, and use Smart List for quick review groups.

Review Member 360

Open a member overview panel to check contact details, access, profile quality, extra fields, and recent activity.

Sort and paginate

Sort the full result set, change pages quickly, and use row/page controls for large member lists.

Arrange columns

Drag movable columns into the order each librarian prefers. The preference is remembered per user.

Use row actions

Open the action menu or right-click a row to edit, renew, reset password, deactivate, or delete.

The table is a large operational table. The photo/Member ID area stays as the identity anchor, and the action area stays easy to reach where the layout supports it. Movable columns can be reordered by the librarian and remembered as a user preference.

In a narrow window, the title, matched/total count, and load-time pill remain grouped; Refresh, Import Members, Add Member, and the view switcher wrap as a balanced action area. Search uses the full usable card width with a compact search action, Smart List and Filters share one equal-width row, and the empty state stays centered with comfortable padding.

Search, Filter, And Load Time

Use the search area when you need to find a member without scrolling through pages.

1. Choose Search by.
   • All Data searches the optimized member index across the main member values.
   • A specific field, such as Member ID, Name, Email, Phone, Created At, or a configured custom field, narrows the search to that field.
2. Type the search text.
3. Press Enter or click Search .
4. Use Clear search when you want to remove the current search and return to the unsearched list.
5. Click Filters when you need to narrow by Status, Member Type, Plan, or Library.
6. Click Smart List when you want a quick working group such as active members, expired memberships, expiring soon, missing photo, missing phone, or recently added members.

The result count pill shows matched records against total records, such as 254/87978. The time pill shows how long the current load took, including first page load, search, filter, sort, or page change. Matching text is highlighted in the table so staff can see why a row appeared.

Search is not triggered on every typed character. This keeps Cloud setup and Local setup responsive for large member databases.

For the full table workflow, including column movement, pagination, copy buttons, and row actions, read Search and Sort Members.

Sorting And Pagination

Sorting arrows stay visible in sortable headers. Click a header to sort ascending or descending. Sorting applies to the full matched result set, not only the rows visible on the current page.

Use pagination for large member lists:

• Choose rows per page.
• Use previous/next controls.
• Use jump-to-page when you know the page number.
• Page changes load only the page that is needed.

The Created At column shows when the member was added using the organization date/time format and timezone.

Column Order

Most member columns can be dragged left or right. The fixed identity column, Photo / Member ID, stays anchored so staff can always identify the row. The Actions column can also be moved on desktop and tablet layouts, so each librarian can place row actions where they feel most comfortable.

Column order is saved for the signed-in user. Different librarians can keep different column arrangements without changing the organization-wide table for everyone else.

Copy And Row Actions

Copy buttons appear beside Member ID, email, and phone when a value is available. After copying, the icon changes to a success/tick state for a short moment.

Open row actions from the action button/menu or by right-clicking anywhere on the row in desktop layouts. Member row actions are shown in this order where permission allows:

1. Member 360
2. Edit
3. Activate or Deactivate
4. Renew Membership
5. Reset Password
6. Delete

If an action is missing, your role may not have that permission.

When a member action takes a moment, the button, row action, or nearby status area shows that Libcodesk is working. Delete asks for a typed confirmation so staff do not remove a member by accident. If deletion fails, the member stays in the list and the error message explains what needs attention.

Member 360 And Timeline

Use Member 360 when you need to understand one member quickly without opening the full edit form.

Open it from the row action menu or the right-click context menu on desktop layouts.

Member 360 helps staff review:

• Contact details such as email and phone.
• Library access and membership expiry.
• Profile quality, such as missing photo or missing phone.
• Important extra fields from the member record.
• Recent activity in the member timeline.

The Timeline view shows who changed the member record, when the change happened, and which fields changed. It is meant for practical review, such as confirming whether a phone number, photo, plan, or custom field was updated. It does not replace the full edit screen; use Edit when you need to change the record.

In Record History or Audit History, the header and Close footer remain visible while only the entry list scrolls. Each entry separates the event, time, responsible user, and changed fields; Before and After values appear in distinct blocks. On narrow screens the comparison blocks stack, the dialog uses the available screen area, and the primary values retain strong contrast.

Add, Edit, And Delete Members

For desk entry and one-record corrections, use the focused page: Add and Edit Members.

For removing one member safely, use Delete Members. For many selected records, use Batch Delete Members.

Use the Members overview page to understand the workspace, table tools, search, filters, Member 360, Smart List, import, renewal, and batch actions.

Import Members

Use Import Members for large lists. The detailed import page is here: Import Members.

The template is generated from active Member Types and fields. The import validator checks member type code, plan code, required fields, duplicate email, duplicate Member ID, invalid dates, invalid gender/options, libraries, and image warnings before upload.

If Member ID or email is auto-generated in settings, import still respects values from the spreadsheet. Auto-generation is used only when the spreadsheet value is blank and generation is enabled.

Renew Membership

Use row actions or the row context menu to renew a member. The renewal confirmation shows the current plan and expiry. Renewal updates expiry based on the plan and stores renewal history for audit.

Read the full renewal workflow here: Renew Membership.

Batch Tools

Batch tools appear after selecting members. Depending on permission, staff can batch edit, batch update profile images from a ZIP, batch delete, renew selected members, or run education-specific promotion operations. Batch delete requires typing confirm before it can run.

Use the row checkbox to select a page of members. Use Select all filtered results only after confirming the filter is correct. After selecting all filtered results, you can still uncheck a few rows to exclude them from the operation.

Use these task pages for the detailed steps:

• Batch Edit Members
• Batch Delete Members
• Promote Members

Promotion appears as a batch operation only where it is relevant for educational organizations and safe academic-session data is available.

Table Tips

• Use search and filters before selecting records.
• Use Search by > All Data for broad lookup, or choose a specific field for focused searches.
• Press Enter or click Search to run the search.
• Drag-scroll horizontally on large tables.
• Copy Member ID, email, and phone where copy buttons are shown.
• Reorder movable columns; fixed photo/Member ID and action columns stay anchored.
• Use Smart List for quick groups such as expired, expiring soon, missing photo, missing phone, or recently added members.
• Use Member 360 before editing when you only need to review the member's overview or recent activity.
• Use the Created At column when you need to know when a member record was added. It follows the organization's date, time, and timezone settings.
• Use the load time pill to understand how long search, sorting, filtering, or pagination took.

Do And Don'ts

Do

• Search before creating a new member.
• Keep Member ID, name, and email accurate because they are core identity fields.
• Use Search by and filters before selecting many records.
• Use Smart List to find members needing practical follow-up, such as missing photos or expiring memberships.
• Review Member 360 when you need a quick record check before changing data.
• Check matched/total and load time before assuming a search is complete.
• Validate imports and review row-level errors before uploading.
• Use batch actions only after filtering and reviewing the selected count.

Don't

• Don't use Member ID as a technical record number or login replacement.
• Don't use local-only generated email domains for real email notifications.
• Don't keep typing repeated searches when one exact search button click is enough.
• Don't ignore date format errors during import; dates must match the organization format.
• Don't batch delete without checking the confirmation count carefully.

FAQ

What should Members show after a new Local setup?

The first visit shows an empty member list until you add or import members. An empty list alone is not a loading error. If an Unable to load members message appears, use Refresh; if it continues, contact your organization admin and include the app version and the steps that led to the message.

What is Member 360?

Member 360 is a quick overview panel for one member. It shows key details, profile quality, library access, and recent timeline activity without opening the full edit workflow.

What is Smart List?

Smart List is a quick filter panel for common working groups, such as active members, expired memberships, expiring soon, missing photo, missing phone, and recently added members.

Why is there a Search by dropdown?

It lets staff choose between broad All Data search and focused field search. This helps large member databases stay responsive while still allowing flexible lookup.

Can each librarian arrange table columns differently?

Yes. Movable column order is saved as a user preference, so each librarian can keep the table layout that suits their work.

What does the load time pill mean?

It shows how long the latest table load took, such as first page load, search, filter, sort, or page change.

Why do I need both Member Type and Membership Plan?

Member Type decides what data fields appear. Membership Plan decides validity, borrowing, renewal, fee, and access rules.

Can the system generate Member ID automatically?

Yes. Admins can configure manual or automatic Member ID generation from the Member ID settings gear in the Add Member form. Generated Member ID remains editable metadata.

Can the system generate email for members who do not have real email IDs?

Yes. Member email can be generated using a local-style domain when the organization enables that setting. These addresses are useful for login identity but should not be used for external email delivery.

How does import match member type and plan?

The import file should include Member Type Code and Membership Plan Code. The validator uses those values to choose the correct fields and policy for each row.

Can I change a member type after creation?

Yes, where permission allows it. Libcodesk records changes in audit history so admins can inspect what changed later.

Why is the save button disabled?

The button stays disabled until Libcodesk detects a real change and all required data is ready. This prevents accidental empty saves and duplicate writes.