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Version: 26.0.33

Understanding Users

CodeAchi Libcodesk is used by different people in a library ecosystem. Each user group has a different purpose, permission level, and daily workflow. Understanding these user types helps the organization set up safer access, cleaner records, and a better experience for staff and patrons.

The three main user groups are:

  • Admins
  • Staff, Librarians, And Volunteers
  • Members And Patrons

Admins​

Admins are responsible for the organization setup and overall control of Libcodesk. They usually belong to the library management, institution management, IT team, or the person officially responsible for operating the software.

Admins commonly handle:

  • Organization settings, branding, country, timezone, date format, and currency.
  • Library or branch setup.
  • Staff roles and staff accounts.
  • Permission control.
  • Membership plans.
  • Member types and required member data fields.
  • Import preparation and data quality checks.
  • License, billing, and cloud access communication with CodeAchi.

Admins should have the highest access level because they decide who can view, create, update, delete, import, renew, or manage records.

Staff, Librarians, And Volunteers​

Staff users are the people who run daily library work. This group can include librarians, assistant librarians, circulation desk operators, data entry operators, temporary staff, and volunteers.

Staff access should be role-based. Not every staff member needs every permission.

Common staff workflows include:

  • Adding and updating member or patron records.
  • Importing approved data.
  • Managing membership renewals.
  • Searching operational records.
  • Handling circulation-related workflows.
  • Updating contact details and access details.
  • Viewing only the menus and actions allowed by their role.

For example, a librarian may manage members and circulation, while a volunteer may only search records or assist with limited data entry.

Members And Patrons​

Members and patrons are the library users who receive library services. In a school they may be students and teachers. In a public library they may be public members, child members, senior members, or family members. In a company library they may be employees.

Members and patrons are managed through the Member Manager area. The librarian-facing Member ID can be printed, scanned, or changed as needed without changing login, audit history, or protected system records.

Members and patrons use Libcodesk through member-facing access such as:

  • OPAC access to search the library catalog and discover resources.
  • Account management to view their account details and library-related activity.
  • Member ID, barcode, QR, or RFID-based identification where the library uses those workflows.
  • Membership and plan-based access according to the rules configured by the library.

The member-facing OPAC and account experience helps patrons find resources, understand their library access, and interact with the library more easily.

How These User Types Work Together​

The clean setup order is:

  1. Admin configures the organization and libraries.
  2. Admin creates staff roles.
  3. Admin adds staff users and assigns permissions.
  4. Admin creates membership plans and member types.
  5. Staff add or import members and patrons.
  6. Members and patrons use OPAC and account access according to the library's configuration.

This keeps responsibility clear:

  • Admins control the system.
  • Staff operate the library.
  • Members and patrons use library services.
Screenshot to add

Add a diagram or screenshot showing Admin, Staff, and Member/Patron access paths: WebApp, Standalone app, OPAC, and account access.

Do And Don'ts​

Do
  • Give admin access only to trusted organization administrators.
  • Create separate staff accounts instead of sharing one login.
  • Use staff roles to match each person's real responsibility.
  • Keep member and patron records clean so OPAC and account access remain useful.
  • Explain to members that library account support should come from the library.
Don't
  • Don't give every staff member full admin access.
  • Don't use login details or technical record numbers as visible Member IDs.
  • Don't show CodeAchi support actions to normal staff or members for library access issues.
  • Don't mix staff accounts and member/patron accounts.
  • Don't skip role setup before adding many staff users.

FAQ​

Who is an admin in CodeAchi Libcodesk?

An admin is the organization-level user who configures the library setup, staff roles, staff accounts, membership plans, member types, and important organization settings.

What is the difference between staff and members?

Staff users operate the library and see work areas based on permissions. Members or patrons are library users who receive services and may use OPAC or account access.

Can volunteers use Libcodesk?

Yes. Volunteers can be added as staff users with limited role permissions, such as search-only access or restricted data entry access.

What is OPAC access for members and patrons?

OPAC access lets members and patrons search the library catalog and discover available resources through member-facing library access.

Can members manage their own account?

Libcodesk includes member-facing account management so patrons can use their library account according to the access configured by the organization.

Should every librarian be an admin?

No. Most librarians should receive a staff role with the permissions they need. Full admin access should be limited to trusted organization administrators.

Can one person be both staff and a member?

Yes, but the records should be handled separately. Staff access controls work permissions, while member or patron records represent library service access.

Who should members contact for help?

Members and patrons should contact their library. Staff should contact their organization admin. Organization admins may contact CodeAchi for cloud access, license, or billing issues.