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Library Management System
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Library Management System · Available now

Follow each library loan from request to delivery.

A library team maintains branch-owned materials, takes a loan request, gathers requirement lines and supporting documents, and assigns an owner. The request carries a material, branch, submitted date and status so circulation staff can see where each case stands.

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OverviewSubmitted Loan Requests
Library Management System · Loan requests

Submitted Loan Requests

verified waits for the library circulation operator

New loan request
Loan requests in view
6
Submitted
6
NumberNameSubmitted dateStatusLibrary branchOwner
LR-40881The River Beyond, large print28 OctSubmittedEastbank LibraryRina Chau
LR-79911Garden Birds field guide29 OctSubmittedCedar Hill BranchYvette Kim
LR-42596Local history archive kit29 OctSubmittedLakeside Community LibraryRina Chau
LR-49527Beginner pottery workbook29 OctSubmittedLakeside Community LibraryRina Chau
LR-24569Northern Skies audiobook13 OctSubmittedBrookhaven Reading RoomClara Mendoza
6 of 6 records
The River Beyond, large printLoan requests · LR-40881
Submitted
Submitted date28 Oct
Library branchEastbank Library
OwnerRina Chau
MaterialNorthern Skies audiobook
Revision190
Decide revisionLR-40881 · The River Beyond, large print

The Library Reviewer decides the source revision independently and records the reason.

Waiting for Library Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
14
Saved views
12
Roles with set permissions
5
Reports and dashboards
8
Features

Follow every loan request

Every feature works on the same records. Pick one to see the screen your team works in.

Branch & Material Catalog

Keep each material tied to its owning branch and policy reference.

  • Ownership
  • Evidence
  • Status
  • Library branches
  • Library materials
  • Catalog mappings
Explore branch & material catalog
OverviewActive Materials
Library Management System · Branch & Material Catalog

Active Materials

Library materials

New
NameCodeLibrary branchPolicy referenceEffective fromEffective to
The River Beyond, large printBK-LP-184South Quay LibraryCirculation policy 4.222 Oct25 Oct
Garden Birds field guideBK-NF-297Cedar Hill BranchArchive access rule 2.114 Oct20 Oct
Local history archive kitKIT-LH-031Lakeside Community LibraryEquipment loan policy 3.424 Oct02 Nov
Beginner pottery workbookBK-CR-442North Orchard BranchInterbranch transfer rule 5.115 Oct21 Oct
Northern Skies audiobookAUD-FI-118Westgate LibraryHome delivery policy 1.331 Oct07 Nov
6 of 6 records
The River Beyond, large printLibrary materials · LM-99081
Yes
CodeBK-LP-184
Library branchSouth Quay Library
Policy referenceCirculation policy 4.2
Effective from22 Oct
Effective to25 Oct
Example screen with sample data
Process

From intake to delivery

Library loan request to delivery ships ready to use. One step needs a named approval before the work moves on: Decide revision (Library Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Prepare request

    Choose the branch, material and owner for a new request.

    The River Beyond, large printLR-40881 · Library Circulation Operator
    Prepare requestBy Library Circulation Operator

  2. Submit request

    Record submission and hand the request to evidence review.

    The River Beyond, large printLR-40881 · Library Circulation Operator
    Submit requestBy Library Circulation Operator

  3. Verify requirements

    Check requirement outcomes and supporting documents for the request revision.

    The River Beyond, large printLR-40881 · Library Circulation Operator
    Verify requirementsBy Library Circulation Operator

  4. Decide revision

    Have an independent Library Reviewer record the decision and reason.

    The River Beyond, large printLR-40881 · Library Reviewer
    Decide revisionBy Library Reviewer
    ApprovalThe Library Reviewer decides the source revision independently and records the reason.

  5. Record delivery

    Inspect processing evidence and record the delivery reference.

    The River Beyond, large printLR-40881 · Library Circulation Operator
    Record deliveryBy Library Circulation Operator

  6. Resolve follow up

    Assign and resolve corrections linked to the request.

    The River Beyond, large printLR-40881 · Library Circulation Operator
    Resolve follow upBy Library Circulation Operator

Start with Request intake

Inside a record

Keep source and receipt references

Open any loan request to see its loan decisions, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Submitted date, Library branch, Owner and Material.

  2. 2
    Loan decisions

    Each line is linked to this loan request.

  3. 3
    Who works on it

    Library Reviewer, Library Administrator and Library Circulation Operator, each with their own permissions.

  4. 4
    Process stages

    Every status change, in order.

  5. 5
    Approvals

    Decide revision, with who decides.

Submitted Loan RequestsThe River Beyond, large print
Library Management System · Loan requests

The River Beyond, large print

Eastbank Library · Submitted

Log activity
1
Record details
Submitted date28 Oct
Library branchEastbank Library
OwnerRina Chau
MaterialNorthern Skies audiobook
2
Loan decisions

The River Beyond, large print

Loan requestSource revisionDecision
Northern Skies audiobook70Pending
Garden Birds field guide730Pending
Coastal Atlas, second edition500Pending
Loan decisions
6
Total source revision
2,630
3

Who works on it

  • Library ReviewerManage loan decisions
  • Library AdministratorManage library materials
  • Library Circulation OperatorManage loan requests, loan requirements, patron follow-ups…
5

Approvals

  • Decide revisionLibrary Reviewer
    Approved
Example screen with sample data
Approvals

Independent decisions by revision

The reviewer enters a decision against the source revision and reads the case evidence.

OverviewApprovals
Library Management System · Overview

Approvals

Signed in as Library Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • LR-40881The River Beyond, large print
    Eastbank LibraryRequested by Rina Chau
    Submitted1dActions
  • LR-79911Garden Birds field guide
    Cedar Hill BranchRequested by Yvette Kim
    Submitted4dActions
  • LR-42596Local history archive kit
    Lakeside Community LibraryRequested by Rina Chau
    Submitted2dActions
  • LR-49527Beginner pottery workbook
    Lakeside Community LibraryRequested by Rina Chau
    Submitted4dActions

Who approves what

DecisionApprover
Decide revisionHave an independent Library Reviewer record the decision and reason.Library Reviewer
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Library Management System to the work that is theirs. Pick a role to see what it starts with.

Library Reviewer

Reviews independent assigned work: record entry on Loan Decisions only, read-only on every other table. Reviewers cannot approve their own preparation; the workflow guards enforce reviewer independence.

This is the first screen this role sees.

OverviewSubmitted Loan Requests

Submitted Loan Requests

Loan requests · Library Reviewer

NumberNameSubmitted dateStatusLibrary branchOwner
LR-40881The River Beyond, large print28 OctSubmittedEastbank LibraryRina Chau
LR-79911Garden Birds field guide29 OctSubmittedCedar Hill BranchYvette Kim
LR-42596Local history archive kit29 OctSubmittedLakeside Community LibraryRina Chau
LR-49527Beginner pottery workbook29 OctSubmittedLakeside Community LibraryRina Chau
LR-24569Northern Skies audiobook13 OctSubmittedBrookhaven Reading RoomClara Mendoza
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Read requests and outcomes

Read request outcomes, evidence checks and follow up work.

Overview
Library Management System · Overview

Library Management System dashboard

This quarter

Patron follow-ups in view
6
Open
3
In progress
3
Due date within 14 days
2

Loan requests by status

How far records got this quarter

StageReachedStep
Draft48
Submitted1531%
Verified533%
Decided120%

Revision by status

Sample totals per stage

1.0k0
-2000Draft
0Submitted
1.0kVerified
-3000Decided
-5000Delivered
Example screen with sample data
  1. 01Requests by branch and status

    Show request status by owning library branch.

  2. 02Material demand

    Show which materials appear on submitted requests.

  3. 03Decision outcomes by reviewer

    Compare recorded decision values and reviewers.

  4. 04Requirement outcomes

    Show pending, accepted and rejected requirement lines.

  5. 05Document verification

    Show verification values for supporting documents by request.

  6. 06Processing result history

    Follow run and step statuses for a request.

  7. 07Follow up workload

    Show open and in-progress actions by assignee and due date.

  8. 08Delivered request trace

    Join delivery references to completed dates and materials.

All reports and dashboards

Who it's for

Fit your library team

See how Library Management System fits your kind of team.

Public libraries

A branch network that handles patron requests for circulating materials.

Academic libraries

A campus library that assigns requests to people across departments and locations.

Special libraries

A specialist collection with branch-owned material definitions and policy references.

Controls

Trace each status change

Each stage of library loan request to delivery names the role that acts and the status it records, so a change is never anonymous.

OverviewLibrary loan request to delivery
Library Management System · Process

Library loan request to delivery

Each stage, the role that acts and the status it records

Process stages
9
Approval steps
1
Roles involved
2
Tables touched
2
Submit request
Library Circulation Operator
StatusDraft → Submitted
Verify requirements
Library Circulation Operator
StatusSubmitted → Verified
Decide revisionApproval
Library Reviewer
StatusVerified → Decided
Library loan request to delivery
  1. Start
    Submit requestDraft → Submitted
    Library Circulation Operator
  2. Step
    Verify requirementsSubmitted → Verified
    Library Circulation Operator
  3. Approval
    Decide revisionVerified → Decided
    Library Reviewer
  4. Step
    Record deliveryDecided → Delivered
    Library Circulation Operator
  5. Step
    Resolve follow upOpen → in progress → Completed
    Library Circulation Operator
Example screen with sample data

See each stage in detail

AI agent

Ask Proto about the case

Ask Proto to configure and inspect your library loan work.

It can

  • Library Administrator: Ask it to organize branch materials and policy references for a setup review.
  • Library Circulation Operator: Ask it to find assigned requests, requirement outcomes and open follow ups.
  • Library Reviewer: Ask it to gather a request revision, supporting documents and the pending decision for independent review.
  • Read Only Analyst: Ask it to summarize branch requests, decisions and reconciliation-required processing runs.

Stays with a person

  • A person decides whether a request revision is approved, returned or rejected.
  • The Library Reviewer should read the linked evidence and record the reason.
  • Staff also need to reconcile uncertain external receipts before treating a processing result as delivery.
  • Proto can help locate and organize the records for that judgment.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Library Management System
  • Source catalog
  • Identity source
  • Issuance service
  • Document source
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 14 tables
14tables
  • Branch & Material Catalog3
  • Loan Intake4
  • Requirements & Documents3
  • Review & Decision4
  • Delivery & Trace5
  • Follow Ups & Reporting4
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Define the branch catalog

    Confirm branch codes, material codes, active values, effective dates and policy references with the Library Administrator.

  2. Assign the work

    Name request owners, circulation operators and independent reviewers; check authorized branch access.

  3. Prepare intake evidence

    Agree on request numbering, requirement source IDs, document verification and the meanings of request references.

  4. Rehearse review

    Submit a request, verify its requirements and have a separate Library Reviewer decide the exact revision.

  5. Trace delivery

    Match the processing operation key, run result, step receipts and attempt outcomes to the delivery reference.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Library Management System.

All questions
How do I get started?

Click Get started, then use Proto to configure Library Management System for your business. Start with one branch, its active materials, a circulation operator and an independent reviewer. Rehearse a submitted request through evidence review and decision.

Who enters a loan request?

The Library Circulation Operator prepares the request, chooses its branch and material, and assigns the owner.

Who decides a request?

The Library Reviewer records the decision against a source revision with a reason and evidence reference.

Where are supporting documents kept?

A supporting document links its attachment to the request and records whether it was verified and who checked it.

How can I see what changed on a case?

The request history links each recorded status change to a person, time and source revision.

How do I handle a returned decision?

Assign a follow up to the person who will correct the case, record its resolution and bring the changed revision back for independent review.

What connects the request to delivery?

The request carries a delivery reference and completion date. Processing runs, steps and attempts retain operation and result references that staff can inspect during the handoff.

Can I compare work across branches?

Requests and materials link to their library branches. Authorized readers can compare request status, decision outcomes and follow ups using those relationships.

How do external catalog or issuance systems fit?

Agree on the source identifiers and receipt rules during setup. Material mappings can hold reviewed source and target fields, and processing records can retain external result references for reconciliation.

Set up Library Management System your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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