Library
Complete guide to book cataloguing, loan management, digital library access, and usage analytics in Ardent SMS.
Library Management
MARC-ready book cataloguing, barcode-based loan tracking, digital resource management, and comprehensive usage analytics for school libraries.
Overview
The Library module digitizes the entire library workflow — from cataloguing new acquisitions to tracking loans, managing fines, and providing students with a searchable digital catalog via the Student App.
Book Cataloguing
Each book record follows the MARC (Machine-Readable Cataloguing) standard:
| Field | Description | Example |
|---|---|---|
| Title | Full title of the book | "Things Fall Apart" |
| Author | Author name(s) | "Chinua Achebe" |
| ISBN | International Standard Book Number | "978-0-385-47454-2" |
| Category | Subject classification | Fiction, Science, Mathematics |
| Call Number | Shelf location code | "FIC-ACH-001" |
| Copies | Total copies owned | 5 |
| Available | Copies currently on shelf | 3 |
| Barcode | Unique barcode per physical copy | Auto-generated |
Adding Books
Navigate to Library → Add Book and fill in the details. A unique barcode is auto-generated for each copy.
Use the Staff App to scan an existing book barcode or ISBN. The system auto-populates metadata from the catalog database.
Upload a CSV with book metadata to add multiple titles at once. Ideal for new library setups or large donations.
Loan Management
Borrowing Workflow
Loan Policies
| Policy | Default Setting | Configurable |
|---|---|---|
| Loan Duration | 14 days | Yes |
| Max Books Per Student | 3 | Yes |
| Renewal Limit | 1 renewal | Yes |
| Fine Per Day | GHS 0.50 | Yes |
| Grace Period | 2 days | Yes |
Digital Library
Students can access the library catalog through the Student App:
- Search: Full-text search by title, author, or ISBN
- Availability: Real-time stock status
- Reserve: Place a hold on a checked-out book
- E-Books: Access digital resources uploaded by the librarian
- Reading History: View personal borrowing history
Analytics
| Report | Description |
|---|---|
| Most Borrowed | Top 20 most-borrowed books this term |
| Active Borrowers | Students with the highest borrowing frequency |
| Overdue Report | All currently overdue loans with fine amounts |
| Category Usage | Borrowing distribution by subject category |
| Stock Status | Inventory summary — total, on shelf, on loan, lost |
Permissions
Library Module Access
| Feature | Super Admin | Admin | Teacher | Accountant | Parent | Student |
|---|---|---|---|---|---|---|
| Catalogue books | ||||||
| Issue/return loans | ||||||
| Search catalog | ||||||
| View reports | ||||||
| Manage fines |