Book Library Management

Administrator – User Manual

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SM. Ifrahim ur Rehman

1. O V E R V I E W

Librarika is an open platf orm for anybody wanti ng to manage their physical or virtual library
catalog online using Integrated Library System (ILS).

1.1. S O F T W AR E O R H A R D W A R E R E Q U I R E M E N T S

You do not need any additi onal soft ware or hardware. Librarika is served right from the cloud.

1.2. LINKS:

htt ps://kelectric.librarika.com/

1.3. USERS

Users are those who can administer or manage all the acti viti es of the library depending on their
role. They can log into the library dashboard and do regular managerial acti viti es. They can also
add or remove a user from the library.

1.4. LIST USERS

List Users is the secti on where you can see all the list of users based on their roles. They have
access to the library and can do all the regular managerial workings of the library.

To view list admin or stuff users, please follow the below steps:

i. At fi rst log in to your library.

ii. Go to the  Manage  opti on from the Main Menu and click
on  Users  from the  Manage  dropdown Menu.

iii. Aft er click on  Users  a page will be appeared like below. You can
see all the users of the library in this page.

iv. Click on  View  and you can see all the informati on of the user like below.
 v. Here you can also see the group informati on of
the user, if you click on the view of the  Group
Memberships.

vi. Now you can view all the Group Members

informati on from here.

1.5.
ADD USER

User with library admin privileges can add a new user and give them access to the library for
managerial functi ons.

To add a user, please follow the below steps:

i. Go to the List Users page.

vii. Click on  Add New User  and a page will be

appeared like below.

viii. Now give the email address and select the

roles either administrator, assistant or staff
 for creati ng a new user. Aft er selecti ng email address a  Name input fi eld will appear like
below

ix. Here you can also choose multi ple

roles or groups for adding a new
user.

x. Click on  Save  butt on and a user will

be invited to join your library and the

status for this new user will
be Invited.

xi. In the above you can see that, you

can also add another user from
here.

xii. Now the user needs to follow the

invitati on email and join the library.

1.6. REMOVE USER

You can also remove the permissions that you have been given to the users.

To remove the permissions, please follow the below steps:

i. Click on  Permissions  in the users page same as before.

ii. Now the  Change Permissions  page will be appeared same as the  Add Permission menti on

above.
iii. In the  Change Permissions  page you

have to unmark the groups or roles

opti ons and click on Save butt on.

iv. Now your permissions will be removed

from the user’s page.
 2. C ATA L O G I N G

2.1. SMART ADD

Smart add method lets you easily add book's informati on from the Internet. All you need is the
ISBN number to catalog a new book.

Note: Please treat this smart add method as an added feature, not a complete replacement of
the Manual Add method.

To use this method, please follow the below steps:

i. Please go to the Dashboard -> Catalogs ->

Catalog Items secti on.

xiii. Click on the Smart Add butt on.

xiv. Enter the ISBN number of the book you want to

add to your catalog.

xv. Select the branch under which the book to be

added.

xvi. Specify a category under which the book to be

added.

xvii. Click the Auto save butt on.

xviii. System will automati cally fi nd the matching book from the Internet and add to your
catalog.

xix. If successful, system will show a confi rmati on message with the ti tle name and view page
link.

2.2. MANUAL ADD

You can add media using our   Manual Add  method. This method is suitable when you don't fi nd
book using the "Smart Add" method.
To use this method, please follow the below steps:

i. Please go to the Dashboard ->

Catalogs -> Catalog
Items secti on.

xx. Click on the Manual Add butt on.

xxi. System will display the Add

Media form.

xxii. Enter book informati on with the

details. Only the Title fi eld is
mandatory.

xxiii. Click on the Submit butt on when

you are done.

xxiv. The data will be saved and you

will be redirect to the view
detail page.

xxv. Add relevant author informati on from this view page. You can add multi ple authors one by
one.

xxvi. An associated Media copy record will be created automati cally. You are free to make any
changes to the newly created copy record as you feel necessary.

2.3. ADD COPY

To add a new copy to an existi ng media item, please follow the below steps:

i. Please go to
the Dashboard ->
Catalogs -> Catalog
Items secti on.
xxvii. Locate the item you want to add copy to from your catalog and click on the  Add Copy link
on the right to that item.

xxviii. A Add New Copy form

will be displayed.

xxix. Enter necessary

informati on regarding
your copy.

xxx. Click on
the Submit butt on when
you are done

xxxi. A new copy record will

be created.

2.4. ADD MULTIPLE COPIES

To add multi ple copies at once to an existi ng media item, please follow the below steps:

i. Please go to the Dashboard -> Catalogs -> Catalog Items  secti on.

xxxii. Locate the item you want to add multi ple copies to from your catalog and click on
the View link on the right to that item.

xxxiii. Navigate to the copies secti on at the bott om of the page and you can see a  Add Multi ple
Copies butt on.

xxxiv.

Click on it and a Add Multi ple Copies form will

be appeared like below.
 xxxv. Enter necessary informati on regarding your copies.

xxxvi. Click on the Submit butt on when you are done

xxxvii. All your new copies record will be created.

3. E- B O O K S

You can upload one or more pdf or e-pub fi les for each of your e-book item in your catalog. In
order to upload e-books, you must have e-book subscripti on enabled.

3.1. A D D E-B O O K

To add a new e-book, please follow the below steps:

i. Please go to
the Dashboard -> Catalogs
-> Catalog Items secti on.

ii. Click on the Manual

Add butt on and system
will display the Add Media
form. Now select media
type equals to E-
Books from the dropdown
menu.

iii. Enter ti tle and other informati on about the e-book item and click the  Submit butt on once
you are done.

iv. A new E-book item will be added to the catalog and you will be redirected to the item
detail page.

v. Now scroll down the E-Books secti on of the detail page.

 vi. Click on Upload E-book butt on to upload new pdf or e-pub fi le.

vii. Once uploaded, your item will be available in the OPAC.

4. C I R C U L AT I O N S

The circulations section contains all the information regarding your check-outs, check-ins, reservation requests,
overdue items etc.

As a generic term, we also call this as "Media bookings" section.

4.1. LIST CHECK-OUTS

You can access the list of all circulations related entries in this section under different status filters such as Pending,
Reserved, Issued, Overdue, Cancelled, Returned etc.

i. Please go to the  Dashboard -> Circulati ons -> Circulati ons  page.

ii. Circulation records will be displayed as shown below:

Now you can see all the different status filters in the  All  dropdown menu.
4.2. CHECK-OUT ITEM

To check-out or loan an item to a member of your library, please follow the below steps:

 Please go to the  Dashboard -> Circulations -> Circulations  section.

 Click on the  Circulate Item  button.

i. First enter member number or member name. An auto-select

list will appear, please select the member from the list.
ii. Then enter accession number or book title. An auto-select list
will appear with green / red indicator, please select the item
with green indicator. Red indicator means, the item is not
available for check-out.
iii. Change the return date if you wish to.
iv. Click on the  Submit  button when you are done.

4.3. CHECK-IN ITEM

To check-in or receive an item from a member, please follow the below steps:

 Please go to the  Dashboard -> Circulations -> Circulations  section.

 Click on the  Quick Return  button.

 Enter the accession number of the item you want to check-in. An auto-select list will appear with green /
red indicators. Your item should have red indicator.
 i. Select the item from the list.
ii. Enter any remark note in the remark input box, if
you want to.
iii. Click on the  Submit  button when you are done.