Search and Sort Members

Use this page when you need to find members quickly, review large member lists, rearrange columns, copy values, or open row actions from the Members table.

The workflow is available from Member Manager > Members in Libcodesk WebApp and the Standalone app.

Use the Table / Grid control in the Members header to change how the current result page is displayed. Refresh, Import Members, Add Member, and the two-view switcher share one fixed header height. Table view is best for comparing many fields and rearranging columns. Grid view emphasizes the member photo, name, Member ID, type, plan, expiry, status, selection, and the same action menu. Search, filters, sorting, pagination, permissions, and batch selection continue to work on the same result set in either view. Libcodesk remembers the choice for each signed-in staff account.

Search and filter adapts across desktop, tablet, and mobile while keeping the same workflow: choose Search by, choose the match type, enter a term, then press Search.

Search Members

The search bar is designed for large member databases. It does not search on every typed character.

1. Open Member Manager > Members.
2. Choose Search by .
   • Use All Data for a broad lookup across the main member index.
   • Choose a specific field, such as Member ID, Name, Email, Phone, Created At, or a custom field, for a focused search.
3. In the search field prefix, choose the match type:
   • Contains finds the text anywhere in the selected data.
   • Starts with finds values that begin with the text.
   • Ends with finds values that finish with the text.
   • Exact finds only values that match the text.
4. Type the search text.
5. Press Enter or click Search .
6. Use Clear search to remove the typed/applied search without changing the filters.

Matching text is highlighted in the table. This helps staff understand why a row appeared in the result.

Use Filters

Filters narrow the list before searching, selecting, or batch working.

Click Filters to open the filter panel. The search bar stays visible, so staff can combine a typed search with one or more filters without losing context.

Filter	Use It For
Status	Show active, inactive, blocked, expired, or other available statuses.
Member Type	Show only students, public members, faculty, child members, or another configured type.
Membership Plan	Show members under one plan, such as Student Annual or Faculty.
Library	Show members who have access to a selected library, branch, or section.

Use filters before selecting all filtered results. The selected count should match the group you intend to update or delete. Use Clear filters when you want to return to the full member list.

The active library in the application header safely scopes the initial member list, but it is not counted as a manually selected filter. The Library field therefore starts at All libraries and the Filters count stays at zero. Selecting a library inside the filter panel is an explicit filter and increases the count; switching the active library clears that explicit choice and applies the new workspace scope.

Use Smart List

Smart List is a quick filter panel for common librarian follow-up work. It stays hidden until you open Smart List, so the search area remains clean during normal lookup.

Use Smart List when you want to quickly review:

Smart List	Use It For
All members	Return to the normal member list.
Active members	Review members currently active.
Expired memberships	Find members whose membership date has passed.
Expiring soon	Follow up with members whose membership is close to expiry.
Missing photo	Find records that still need a profile image.
Missing phone	Find records that need a phone number update.
Recently added	Review new member records added recently.

The Smart List panel scrolls horizontally when the screen is narrow. This keeps all options reachable on desktop, tablet, and smaller Standalone app windows.

You can combine Smart List with search and normal filters. For example, choose Expiring soon, then search a class, department, or member type to focus the work further.

Understand Count And Load Time

The Members header shows compact status pills:

Pill	Meaning
254/87978	254 matched records out of 87,978 total members.
00:00:199	The latest table load time in minutes, seconds, and milliseconds.

Load time updates after first page load, search, filter, sort, and page change. It is there to help staff confirm the page is responding, especially with large member databases.

Sort Members

Sortable columns show arrows in the table header.

Column headers show both movement handles and sorting arrows. Use the hand cursor for sorting and the move handle for rearranging columns.

1. Click a column header once to sort ascending.
2. Click it again to sort descending.
3. Click another sortable column to change the sort field.

Sorting applies to the full matched result set, not only the rows currently visible on the page.

While sorting is loading, the active sort arrow changes to a small spinner so staff can see that Libcodesk is still working. Sortable headers use the hand cursor on desktop.

The Photo / Member ID column stays fixed as the identity anchor. Profile photo itself is not a sortable value, but the visible Member ID is useful for lookup and table review.

Rearrange Columns

Librarians can drag movable columns left or right.

• The Photo / Member ID identity column stays fixed.
• Use the move handle in a column header to rearrange that column.
• Normal data columns such as Name, Email, Phone, Type, Plan, Libraries, Created At, and custom fields can be rearranged where available.
• The Actions column can also be moved on desktop and tablet layouts, so each librarian can keep row actions near the data they use most.
• Column order is saved for the signed-in user, so each librarian can keep a preferred layout.

Use this when one desk needs contact details first, another desk needs class/session first, and an admin wants Created At or status near the front.

Copy Table Values

Copy buttons appear beside values where copying is useful:

• Member ID
• Email
• Phone, when a phone number exists

After copying, the icon changes to a success/tick state for a short moment. If a value is blank, Libcodesk does not show a copy button for that value.

Open Row Actions

Use row actions for one member at a time.

Open the action menu from the table, or right-click anywhere on the row in desktop layouts.

The row action menu keeps member actions in one compact place. Available actions depend on staff permissions and the member status.

Member 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 not visible, your staff role may not include that permission.

Actions that take a moment show a working state instead of leaving the row silent. Delete asks for typed confirmation before it continues, and the row remains available if the action fails.

Member 360 From The Context Menu

Choose Member 360 from the row action menu or desktop right-click context menu when you only need to review a member, not edit them.

Member 360 shows the member's key identity details, contact details, library access, profile quality, important extra fields, and timeline. The timeline focuses on changed fields and before/after values so staff can understand recent updates without reading the full edit form.

Pagination, Rows Per Page, And Page Jump

Pagination keeps large member lists responsive.

Pagination stays close to the member list on desktop, tablet, and mobile so staff can change rows per page or jump to a known page quickly.

• Records shows how many members are visible in the current result set.
• Rows controls how many records appear on each page.
• Page lets staff type a page number directly.
• Go opens the typed page.
• Previous and Next move one page at a time.
• Page changes load only the required page instead of forcing the entire table to wait.

For very large libraries, this is the expected workflow: search or filter first, then move through pages only when needed.

Select Records For Batch Work

Use the row checkbox to select records.

• Select a few visible rows for a focused batch action.
• Use Select all filtered results only after checking the filter.
• After selecting all filtered results, you can uncheck individual rows to exclude them.

Selected rows show the batch toolbar with available actions such as Batch Edit, Delete, or other permission-based tools.

Do And Don'ts

Do

• Use Search by when you know the exact field, such as Member ID or Email.
• Use filters before batch actions.
• Use Smart List for common working groups, then search or filter further when needed.
• Open Member 360 from the row menu or context menu when you need a quick review before editing.
• Check matched/total count before selecting all filtered results.
• Rearrange columns to match your daily work.
• Use the row action menu instead of horizontal scrolling when you only need an action.

Don't

• Don't assume a search is running while typing; press Enter or click Search.
• Don't batch edit or delete before checking the selected count.
• Don't use visible Member ID as a login replacement or technical record number.
• Don't keep unnecessary columns near the front if they slow down daily review.

FAQ

Why is Smart List separate from Filters?

Filters are for exact choices such as status, type, plan, and library. Smart List gives quick working groups, such as expiring soon or missing photo, so keeping it separate makes the toolbar easier to scan.

What changed in the row context menu?

The context menu now includes Member 360 before edit actions, so staff can review a member's overview and timeline before deciding whether an edit is needed.

Why does search require Enter or the Search button?

This prevents unnecessary repeated searches while typing and keeps large Cloud setup and Local setup member lists responsive.

Can I search only Member ID?

Yes. Choose Member ID in the Search by dropdown, enter the value, then press Enter or click Search.

Does sorting apply to all records or only the current page?

Sorting applies to the full matched result set. Pagination then shows the current page from that sorted result.

Can each librarian keep a different column order?

Yes. Column order is saved as a user preference for the signed-in librarian.

Why are action buttons hidden inside a menu?

The menu keeps large tables clean and gives access to row actions even when the table has many columns.