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Public Library System · Available now

Follow each item from request to return.

A public library team can keep collection items, loan requests, custody events and interlibrary handoffs together. Collection Coordinators work from the loan record, which holds the patron reference, item, copy count, due date and responsible team member.

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OverviewRequested Loans
Public Library System · Loans

Requested Loans

Approval conditions

New loan
Loans in view
6
Total copy count
99
Requested
6
Due date within 14 days
3
Record numberSubjectStatusDue dateCopy countOwner
LNS-91707The Glass Orchard, patron loanRequested23 Oct6Theo Idrissi
LNS-55865Maps of the Inland Sea, patron loanRequested14 Oct28Evan Khatri
LNS-55328The River's Quiet Turn, patron loanRequested24 Oct8Theo Idrissi
LNS-64890Moths at Winterbridge, patron loanRequested12 Oct32Nia Banerjee
LNS-16137A Field Guide to Lanterns, patron loanRequested19 Oct16Jonah Varela
6 of 6 records
The Glass Orchard, patron loanLoans · LNS-91707
Requested
Due date23 Oct
Copy count6
OwnerTheo Idrissi
CounterpartyMaps of the Inland Sea
Decide handoffLNS-91707 · The Glass Orchard, patron loan

Collection Reviewer approves or rejects the submitted interlibrary request with a reason.

Waiting for Collection Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
10
Saved views
12
Roles with set permissions
5
Reports and dashboards
8
Features

Collection and circulation in view

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

Collection

Keep item identity, eligibility and library ownership clear before circulation.

  • Identity
  • Eligibility
  • Ownership
  • Collection items
  • Organizations
  • Loans
Explore collection
OverviewCollection Items
Public Library System · Collection

Collection Items

Collection items

New
NameCodeEligibility noteOrganizationLoan count
The Glass OrchardISBN 978-1-73642-410-8Available for standard loanHarbor Point Branch18
Maps of the Inland SeaISBN 978-1-73642-411-5Reference room use onlyCedar Hill Reading Room22
The River's Quiet TurnISBN 978-1-73642-412-2Interlibrary lending allowedHarbor Point Branch36
Moths at WinterbridgeISBN 978-1-73642-413-9Adult card requiredBrookfield Library Network4
A Field Guide to LanternsISBN 978-1-73642-414-6Short loan period appliesStonebridge Community Library30
6 of 6 records
The Glass OrchardCollection items · CI-89799
CodeISBN 978-1-73642-410-8
Eligibility noteAvailable for standard loan
OrganizationHarbor Point Branch
Loan count18
Example screen with sample data
Process

From request to return

From request to return ships ready to use. One step needs a named approval before the work moves on: Decide handoff (Collection Reviewer).

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

  1. Request loan

    Record the patron reference, item and due date.

    The Glass Orchard, patron loanLNS-91707 · Collection Coordinator
    Request loanBy Collection Coordinator

  2. Reserve copy

    Check eligibility and record the intended copy.

    The Glass Orchard, patron loanLNS-91707 · Collection Coordinator
    Reserve copyBy Collection Coordinator

  3. Issue copy

    Document who handed the copy over.

    The Glass Orchard, patron loanLNS-91707 · Collection Coordinator
    Issue copyBy Collection Coordinator

  4. Submit handoff

    Send the linked request and evidence for review.

    The Glass Orchard, patron loanLNS-91707 · Collection Coordinator
    Submit handoffBy Collection Coordinator

  5. Decide handoff

    Have the Collection Reviewer decide the submitted revision.

    The Glass Orchard, patron loanLNS-91707 · Collection Reviewer
    Decide handoffBy Collection Reviewer
    ApprovalCollection Reviewer approves or rejects the submitted interlibrary request with a reason.

  6. Return copy

    Record receiving custody and condition.

    The Glass Orchard, patron loanLNS-91707 · Collection Coordinator
    Return copyBy Collection Coordinator

Start with Circulation

Inside a record

Plan the library connections

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

  1. 1
    Record details

    Due date, Copy count, Owner and Counterparty.

  2. 2
    Interlibrary requests

    Each line is linked to this loan.

  3. 3
    Who works on it

    Collection Coordinator, Collection Reviewer and App Administrator, each with their own permissions.

  4. 4
    Process stages

    Catalog item and Request loan, with the role that acts.

  5. 5
    Approvals

    Decide handoff, with who decides.

Requested LoansThe Glass Orchard, patron loan
Public Library System · Loans

The Glass Orchard, patron loan

Maps of the Inland Sea · Requested

Log activity
1
Record details
Due date23 Oct
Copy count6
OwnerTheo Idrissi
CounterpartyMaps of the Inland Sea
2
Interlibrary requests

The Glass Orchard, patron loan

StatusRevisionOwning library
Submitted510North Quay Library
Submitted640Willowbend Branch Library
Submitted810Cedar Hill Reading Room
Interlibrary requests
6
Total revision
2,630
3

Who works on it

  • Collection CoordinatorManage interlibrary requests, Loans, record attachments
  • Collection ReviewerView collection items, interlibrary requests, loan events…
  • App AdministratorManage collection items, Organizations, team members
4

Process stages

  • Catalog itemApp Administrator
  • Request loanCollection Coordinator
5

Approvals

  • Decide handoffCollection Reviewer
    Approved
Example screen with sample data
Approvals

Decide the handoff revision

Collection Coordinators prepare loan and handoff work; Collection Reviewers examine the case and make an independent decision.

OverviewApprovals
Public Library System · Overview

Approvals

Signed in as Collection Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • IR-29927North Quay Library
    After the Rain Market, patron loanRequested by Collection Coordinator
    Submitted2dActions
  • IR-93200Willowbend Branch Library
    The Blue Quarry, patron loanRequested by Collection Coordinator
    Submitted4dActions
  • IR-70778Cedar Hill Reading Room
    The Blue Quarry, patron loanRequested by Collection Coordinator
    Submitted4dActions
  • IR-32628Eastmere Public Library
    The Blue Quarry, patron loanRequested by Collection Coordinator
    Submitted3dActions

Who approves what

DecisionApprover
Decide handoffHave the Collection Reviewer decide the submitted revision.Collection 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 Public Library System to the work that is theirs. Pick a role to see what it starts with.

Collection Coordinator

Prepare assigned operational records and execute eligible reviewed actions.

This is the first screen this role sees.

OverviewActive Circulation Board

Active Circulation Board

Loans · Collection Coordinator

Requested2
The Glass Orchard, patron loanThe Glass Orchard
6
A Field Guide to Lanterns, patron loanAfter the Rain Market
21
Add
Reserved2
Maps of the Inland Sea, patron loanMoths at Winterbridge
1
The Blue Quarry, patron loanThe Blue Quarry
13
Add
Issued1
The River's Quiet Turn, patron loanMoths at Winterbridge
35
Add
Overdue1
Moths at Winterbridge, patron loanThe River's Quiet Turn
32
Add
Example screen with sample data

Roles and permissions

Reports

Read the work behind the totals

Read circulation, handoff decisions and operation exceptions from linked records.

Overview
Public Library System · Overview

Public Library System dashboard

This quarter

Interlibrary requests in view
6
Total requested copies
3,380
Submitted
6

Loans by status

How far records got this quarter

StageReachedStep
Requested40
Reserved1435%
Issued536%
Returned120%

Copy count by status

Sample totals per stage

2.0k0
-2000Requested
0Reserved
-4000Issued
-6000Returned
2.0kOverdue
Example screen with sample data
  1. 01Loans by circulation state

    Count Loans by Status and Organization to see the current queue.

  2. 02Due and overdue work

    Group Loans by due date, Status and Owner for follow-up.

  3. 03Collection use

    Compare collection items and their linked Loans by Organization and item Code.

  4. 04Interlibrary decisions

    Count interlibrary requests by Status and owning library.

  5. 05Custody event history

    Read loan events by Parent, event type and occurred at.

  6. 06Receipt exceptions

    Group operation receipts by result state, Action and failure reason.

  7. 07Reviewer outcomes

    Compare review decisions by Decision, Reviewer and decided at.

  8. 08Evidence visibility

    Group record attachments by Visibility, evidence type and uploaded by.

All reports and dashboards

Who it's for

Built around library operating shapes

See how Public Library System fits your kind of team.

Community libraries

Run a local lending desk with clear item and loan history.

Library networks

Coordinate loans and item ownership across participating libraries.

Special collections

Keep eligibility, condition and review close to each collection loan.

Controls

Keep custody and decisions traceable

Each stage, from request to return, names the role that acts and the status it records, so a change is never anonymous.

OverviewFrom request to return
Public Library System · Process

From request to return

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

Process stages
10
Approval steps
1
Roles involved
3
Tables touched
9
Reserve copy
Collection Coordinator
StatusRequested → Reserved
RecordsLoan events, Loans
Issue copy
Collection Coordinator
StatusReserved → Issued
RecordsLoans
Submit handoff
Collection Coordinator
StatusDraft → Submitted
RecordsInterlibrary requests, Record attachments, Loans
From request to return
  1. Start
    Reserve copyRequested → Reserved
    Loan events
  2. Step
    Issue copyReserved → Issued
    Loans
  3. Step
    Submit handoffDraft → Submitted
    Interlibrary requests
  4. Approval
    Decide handoffSubmitted → Approved
    Interlibrary requests
  5. Step
    Correct or cancel scopeRequested → Cancelled
    Loans
Example screen with sample data

See each stage in detail

AI agent

Help staff prepare the next decision

Ask Proto to help prepare and inspect library work while people decide.

It can

  • Collection Coordinator: Find due loans for an assigned owner and summarize the item, due date and last custody event.
  • Collection Reviewer: Gather the submitted interlibrary request, loan revision, custody history and attachments for a decision.
  • App Administrator: Compare item ownership and team membership with the intended organization scope.
  • Auditor: Trace a reviewed handoff from request through decision, receipt and linked effects.

Stays with a person

  • A person checks patron entitlement, physical custody and external library acknowledgment.
  • The Collection Reviewer makes the independent decision on a submitted revision.
  • Staff confirm that a receipt's linked effects match the actual loan and events before treating an operation as complete.

Set up an agent

Integrations

Connects to the tools you use

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

  • Public Library System
  • Patron identity
  • Copy inventory
  • Partner libraries
  • Evidence storage
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 10 tables
10tables
  • Collection3
  • Circulation5
  • Interlibrary6
  • Custody5
  • Review6
  • Evidence5
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. Set the scope

    Choose the participating organization, collection item set and staff who will prepare, review and audit work.

  2. Load the records

    Configure organizations, team membership and collection items, then check their references before creating loans.

  3. Rehearse circulation

    Take a representative copy through request, reserve, issue and return, recording custody and condition.

  4. Rehearse review

    Submit an interlibrary request, record an independent decision and inspect the matching receipt and effects.

  5. Open the operating cycle

    Review due work, pending decisions and failed receipts in Operations Overview with the responsible team.

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 Public Library System.

All questions
How do I get started?

Click Get started, then use Proto to configure Public Library System for your business. Begin with one library organization, a small item set and a representative loan from request through return.

What does a collection item hold?

It keeps the item's name, code, eligibility note, active state and owning organization. A loan links to the item when staff prepare circulation work.

How do we identify a physical copy?

Record its copy code in the custody event tied to the loan. The event can also carry the condition and the people handing the copy over.

How do we see late work?

Use Operations Overview and Due Loans. Open the loan to check its due date, status, owner and issue or return history before acting.

How is an interlibrary request reviewed?

The coordinator prepares and submits it against a loan. A Collection Reviewer reads that revision and supporting evidence, then records the decision and reason.

Can a decision be traced later?

Yes. The review decision retains the reviewer, source revision, date, reason and operation key with its parent loan.

Where do handover files belong?

Attach them to the loan with a title, evidence type, uploader and visibility. Agree whether a file is internal or shared before using it with another library.

What happens when an operation needs review?

The operation receipt records its result state, expected revision and any failure reason. The reviewer compares it with the linked loan and custody effects.

Can several libraries use the same operating record?

Organizations identify the participating library scope. Item, loan, request and team references keep ownership and responsibility connected to each case.

Who can inspect completed work?

An Auditor can read authorized records and reports. Rehearse access across organizations and attachment visibility as part of setup.

Set up Public Library System your way.

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

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How to get started

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