Membership Plans

Membership Plans are policy profiles. A plan tells Libcodesk how long a membership lasts, what the member can borrow, whether fees or fines apply, and which collections or facilities the member can access.

Plans are separate from Member Types. For example, Student can be a Member Type, while Student Annual can be a Membership Plan.

Supplied Starter Plans

Libcodesk supplies Student Standard, Faculty Extended, Research Extended, Staff Standard, Public Standard, Child Basic, Senior Standard, Family Plan, Corporate Access, and Visitor Reading. The most relevant plans for the organization type are shown first. Every starter plan begins with a maximum of 6 concurrent loans; duration, renewal, collection, and facility access remain appropriate to the plan and can be edited.

Starter definitions are versioned with the software. The library receives an editable tenant copy. Updates add only missing presets and skip a conflicting template key, name, or code, so customized and inactive plans are never reset. Mark a plan inactive when it should not appear in new-member selection.

Untouched starter plan names follow the active software language through their stable preset keys. A plan renamed by the organization remains a custom name and is displayed exactly as saved.

Screenshot To Add

Add screenshots of the Membership Plans list, Add Plan modal, and pricing/borrowing tabs in desktop and mobile layouts.

On supported mobile widths, the plan-count badge remains vertically centered beside the Membership Plans heading. The heading truncates only when the available width becomes too small to keep both safely visible, while the count remains readable.

What You Can Configure

• Plan name and plan code.
• Status: active or inactive.
• Library mapping, with the active header library selected by default for new plans.
• Validity duration and grace period.
• Auto renewal behavior.
• Registration, membership, renewal, security deposit, fine, and tax values.
• Borrow limit, default borrow duration, renewal limit, reservation limit, and self-circulation access.
• Collection and facility access.
• Audit history, clone, activate/deactivate, and delete actions.

Recommended Workflow

1. Open Member Manager > Membership Plans.
2. Click Add Plan.
3. Complete Basic Information with a short plan code.
4. Set Membership Validity. Duration affects member expiry and renewal.
5. Set Pricing & Billing. Accounts and invoices can use these values later.
6. Set Borrowing Rules and access tabs.
7. Save only when the button becomes active.

Numeric plan fields begin at 0 where no charge or limit has been entered. When a zero-valued field receives focus, Libcodesk selects the zero so typing a new amount or limit replaces it immediately. Leaving the field without typing keeps the value at zero.

Staff can map a plan only to libraries included in their own access. Organization admins can manage organization-wide mappings. If a staff member changes the active library, new plans begin with that library only; additional permitted libraries can still be selected explicitly.

While saving, Libcodesk keeps the plan form visible and shows a working state on the save action. Delete requires typing the exact plan name because plans may already be connected to active or historical member records. If the action cannot continue, the page keeps the plan visible and shows the reason.

Plan Tabs

Tab	Use It For
Basic Information	Plan name, code, status, description, and libraries.
Membership Validity	Duration, grace period, and auto renewal. Duration drives member expiry and renewal.
Pricing & Billing	Registration, membership, renewal, security deposit, fine, and tax values used by future accounting workflows.
Borrowing Rules	Borrow limit, default borrow duration, renewal limit, reservation limit, hold reservation days, and self-circulation.
Collection Access	Collection permissions such as general, premium, research, journal, eBook, or digital library access.
Facility Access	Reading room, computer/WiFi, locker, printing/photocopy, and extended hours access.

Keep the plan focused on policy. Data fields such as Class, Student ID, Department, or Guardian Email belong in Member Types.

Renewal Behavior

When a member is created, Libcodesk can calculate the expiry date from the plan duration. Renewal actions extend membership using the current plan rules and record renewal history. Auto renewal is useful only when the organization wants the plan to renew without a librarian manually confirming every renewal.

Do And Don'ts

Do

• Use clear plan codes such as STUDENT-ANNUAL or PUBLIC.
• Review duration and renewal fee before assigning the plan to members.
• Clone a similar plan when creating a new policy.

Don't

• Don't use a plan to define fields like Class, Department, or Guardian Email.
• Don't enable unlimited borrowing unless the library policy truly allows it.
• Don't delete plans that active or historical member records depend on.

FAQ

What is a Membership Plan in Libcodesk?

A Membership Plan is a policy profile that controls validity, renewal, borrowing, fee, collection, and facility access rules for members.

How does plan duration affect a member?

Plan duration is used to calculate the member's expiry date. For example, a 365-day plan can set expiry to one year from the membership start date.

Can I create separate plans for students and teachers?

Yes. Create different plans when borrowing limits, validity, fees, or access rules are different. Use Member Types separately for the fields collected from each person.

What happens if a plan is inactive?

An inactive plan should not be used for new operational work. Existing records remain available for history and audit depending on permissions.

Can a plan apply to selected libraries only?

Yes. A new plan starts with the active header library. Authorized users can add other permitted libraries, while organization admins can manage organization-wide mappings.