User Manual · Library workspace

Library manual

A step-by-step guide to cataloguing books, issuing and returning loans, managing members and clearance, and running stocktakes in the Ratibu Library workspace. Screens shown from a live Ratibu Senior School demo account.

Chapter 1

Accessing the library desk

The library is its own workspace, used by the librarian and library manager. It keeps the catalogue, loans, members, and stocktakes separate from academics and finance.

1

Sign in and open the Library

Log in with your account and open the Library workspace. The dashboard shows your active loans, overdue items, catalogue size, and quick actions.

Library — dashboard
Ratibu library dashboard
The dashboard flags overdue and due-soon loans so nothing slips through.
New to Ratibu? Watch the short login walkthrough (MP4, with sound) or the animated GIF — the login steps are the same for every role.
Chapter 2

Cataloguing books and resources

Every book, textbook, and resource starts as a catalogue item. Items hold the title, author, ISBN, category, and subject — then you add individual copies that can actually be borrowed.

1

Add a catalogue item

Record the title, author, category, publisher, and ISBN. Use a category and subject so the item is easy to find and to report on later.

Catalogue — items
Ratibu library catalogue
You can also import a whole catalogue from a spreadsheet template.
Chapter 3

Adding copies and barcodes

A title is the book; a copy is a physical book on the shelf. Each copy gets its own barcode or accession number so the system knows exactly which one is borrowed.

1

Add copies to an item

Add how many physical copies you have. Ratibu assigns each copy a unique identifier and prints spine labels so books can be scanned in and out.

Item — copies & barcodes
Ratibu library item copies
Each copy's status — available, on loan, lost, or retired — is tracked individually.
Chapter 4

Issuing and returning loans

Loans connect a member to a specific copy for a set period. Issuing and returning update the copy's status automatically, and overdue items are flagged for reminders.

1

Issue a book

Pick a member, scan or select a copy, and set the due date. The loan is recorded instantly and the copy is marked as on loan.

Loans — active loans
Ratibu library active loans
The due date is set from your library's loan policy, but can be adjusted per loan.
2

Return and manage holds

Scan the copy to mark it returned. If a book is out, place a hold so the next member gets it when it comes back. Overdue reminders can be sent with one action.

Chapter 5

Managing members and clearance

Learners and staff become library members automatically from the school records. Clearance makes sure no one leaves with outstanding books.

1

Review a member

Open a member to see their current loans, history, and any outstanding items. This is the same view used when a learner or teacher is leaving.

Members — students
Ratibu library members
Clearance marks a member as clear once all books are returned or settled.
Chapter 6

Running stocktakes and reports

Keep the catalogue accurate with stocktakes, and report on inventory, loans, lost items, and clearance with exportable summaries.

1

Start a stocktake

Begin a stocktake session and scan the copies on your shelves. Ratibu reconciles what you scanned against what it expects, so you can spot missing or misplaced items.

Stocktake — session
Ratibu library stocktake
Complete the stocktake to write the reconciliation into the audit record.
2

Export reports

Generate inventory, clearance, audit, and lost-item reports, each exportable for school records and committee meetings.