# Best practices for running a study library

> A daily, weekly and monthly routine for running a self-study or lending library in MJX Library so seats stay full and fees come in on time.

Source: https://pathshala.mjxtechnologies.com/docs/library/best-practices/

Good libraries on MJX Library do the same few things every day: open Today, clear "Needs you today", check people in and out, and take every payment through the app so every rupee has a receipt. This checklist turns that into a habit.

## When you set up

- [ ] Set up **shifts that match how you really sell seats** — if you sell Morning, Evening and Full day, make exactly those three, each with its own monthly fee.
- [ ] Use **Room or row** for seats (AC room, Hall 1) so the seat map looks like your floor.
- [ ] Mark cabins as **Cabin** in Setup so the counter can tell them apart.
- [ ] Give every counter person their own **Staff** login under **Team › People**. Do not share the owner's password.
- [ ] Decide your **lending rules** once — loan days, books per person, fine per late day, free days, the most one book can cost — and write them on the notice board too.
- [ ] Number every copy and print labels before you start lending. See [labels and printing](library/labels-and-printing).

## Every day

- [ ] **Open Today first.** Clear **Needs you today**: press [[Renew]] or **Take ₹…** for anyone at the counter, and the WhatsApp button for everyone else.
- [ ] **Check members in and out** — it shows who is **Inside now** and builds each member's visit history.
- [ ] **Take every payment through New admission or Take fee / Renew**, even cash, so it gets a numbered receipt.
- [ ] **Send the receipt on WhatsApp** at the counter. A member with a receipt rarely disputes later.
- [ ] Before closing, check **Inside now** and check out anyone still marked inside.

## Every week

- [ ] Open **Members › Ending soon** (next 7 days) and remind everyone on it.
- [ ] Open **Money › Owes money** and follow up the oldest balances first.
- [ ] Look at the **Seats** map for each shift. A shift with many free seats may need a lower price or an offer; a full one may need more seats.
- [ ] On the lending desk, open **Late** and remind those borrowers.

## Every month

- [ ] Check **Money › Last month** — total, receipts and the Cash / UPI / Card split — against the cash you counted and your bank statement.
- [ ] On Pro, open **Reports** for joined, renewed, left and how full your seats were, and send **Payments (Excel)** to your accountant.
- [ ] **Mark as left** members who have not renewed and will not return, so your member list (and your plan's limit) stays honest. Their history is kept.
- [ ] Do a stock check of books: open **Books › Lost or damaged** and mark missing copies **Lost** — never remove them.

## Money rules that save trouble

- A mistake is **voided with a reason**, never deleted. Only the owner or an admin can void.
- Use the **Discount** box for a discount, not a lower amount received — otherwise the member shows as owing money.
- Note the **Reference no.** for UPI and cheque payments; it is printed on the receipt.
- Never type a full Aadhaar or PAN number anywhere. MJX Library keeps only the last 4 characters of an ID.

## Questions people ask

### How often should I send renewal reminders?

Look at Needs you today every morning. It lists members whose booking has ended or ends in the next 3 days, and anyone who owes money — send each one the WhatsApp reminder from there.

### Should counter staff use the owner's login?

No. Give each person their own Staff login. They can do the desk work without seeing the library's totals, and every receipt shows who received it.

### What is the best way to number books?

Pick one scheme and keep to it, for example A-0001 upwards. Number all copies in one go from Labels, then print and stick the labels the same day.