# Library members, monthly fees, receipts and check-in

> Take a new admission, collect and renew monthly library fees with numbered receipts, chase dues on WhatsApp and check members in and out.

Source: https://pathshala.mjxtechnologies.com/docs/library/members-and-fees/

In MJX Library every member gets a member number (M-0001), a booking for a shift and seat, and a numbered receipt (R-0001) for every payment. Today tells you who has ended, who ends soon and who owes money, each with one button to fix it.

## How to take a new admission

> [!PATH] Apps › MJX Library › Today › New admission

![Today screen with the New admission button marked](media/library/members-and-fees-1.jpg "Apps › MJX Library › Today › New admission")

![New admission window, Step 1 of 3 · Who, with the Next button marked](media/library/members-and-fees-2.jpg "Today › New admission › Next")

You can also start it from **Members**, from a free seat on **Seats** ([[Book this seat]]), or from the **+** button on a phone.

### Steps to admit a member
1. **Step 1 of 3 · Who** — type the **Name** and **Mobile (for WhatsApp)** (pick the country code if it is not Indian, or leave it empty). Press **+ More details** for Gender, Preparing for, Guardian's mobile, Email, ID, **Last 4 of the ID** and Address. Press [[Next]].
2. **Step 2 of 3 · Seat & time** — tap a **Shift**, choose **How many months** (1, 3, 6 or 12), then tap a free seat or **No fixed seat**. The total shows below. **+ Discount or locker** adds **Discount (₹)**, **Locker no.** and **Locker fee (₹)**. Press [[Next]].
3. **Step 3 of 3 · Payment** — type **Received now (₹)** (it can be less than the total, or 0), tap **Paid by** — Cash, UPI or Card — and add **+ Reference no.** (UPI or cheque number) if you want. Save.

> [!SUCCESS]
> You see "*Ravi* is in." with [[Send receipt on WhatsApp]], [[Print receipt]], another [[New admission]] and [[Done]].

## How to take a fee or renew

> [!PATH] Apps › MJX Library › Today › Take fee / Renew

![Today screen with the Take fee / Renew button marked](media/library/members-and-fees-3.jpg "Apps › MJX Library › Today › Take fee / Renew")

1. Find the member: type 2 letters of the name, or digits of the mobile or seat.
2. If they owe money, the amount is already filled in. Check **Received now (₹)**, tap **Paid by**, and press [[Save]].
3. To renew instead, press **Renew the seat instead**. The same shift and seat are kept; choose **How many months**, or press [[Change seat]]. Add a discount or locker if needed, type **Received now (₹)**, and press [[Save]].

A renewal starts the day after the current booking ends. If the member also owes money from before, you see it with a **Take that fee** link.

## The member's page

> [!PATH] Apps › MJX Library › Members › (a member)

![Members list with the Members sidebar row (1) and one member's row (2) marked](media/library/members-and-fees-4.jpg "Apps › MJX Library › Members › (a member)")

![A member's page with the status card (Evening · Seat A7 · Owes ₹700) and the Take ₹700 and Check in buttons](media/library/members-and-fees-5.jpg "Members › (a member)")

**Members** has a search box ("Name, mobile, seat or M-0001") and filters: **All**, **Ending soon** (ends in the next 7 days), **Ended**, **Owes** and **Left**.

On a member's page you see one status card — for example "Morning · Seat A12 · till 3 Nov · Owes ₹600" — with the one right button:

| You see | It means |
|---|---|
| [[Renew]] or [[Book a seat]] | The booking has ended, ends soon, or there is none |
| [[Take ₹600]] | They owe money |
| [[Renew early]] | Everything is paid and the booking is running |
| [[Check in]] / [[Check out]] | Mark them inside or gone |
| [[Rejoin]] | They were marked as left |

Below it are folds: **Payments**, **Bookings**, **Books**, **Visits**, **Edit details** and **Mark as left**. The phone and WhatsApp buttons at the top call the member or open a reminder.

- **Move seat** (in Bookings) — only seats free in that booking's hours can be tapped.
- **Cancel** (owner and admin) — only for a booking with no payments on it.
- **Void** (owner and admin, in Payments) — say why; the receipt stays on record marked VOID.
- **Mark as left** — bookings, payments and visits are kept. A member who still has books out must return them first.

## How to send a WhatsApp reminder

Press the WhatsApp button on Today, on Money › Owes money, or on the member's page. WhatsApp opens on your own phone with a message like:

```text
Hello Ravi, your Morning plan at Sunrise Library (seat A12) ends on 3 Nov. Please renew in time to keep your seat. Amount due: ₹600. Thank you!
```

You press send. If the member has no mobile number, the guardian's number is used; if neither exists you are asked to add one.

## Receipts

Each receipt shows **Received from**, the amount in figures and words, **Paid by**, **Period**, **Plan total**, **Paid on this plan** and **Balance**, and "Computer-generated receipt. Thank you!". Open any receipt from **Payments** on the member's page or from **Money**; it has [[Print]] and [[WhatsApp]] buttons.

## The Money page

> [!PATH] Apps › MJX Library › Money

![Money page with the Received (1) and Owes money (2) tabs marked](media/library/members-and-fees-6.jpg "Apps › MJX Library › Money")

Owner and admin only.

- **Received** — pick **Today**, **This week**, **This month**, **Last month** or **Pick dates**. You see the total, the number of receipts and the Cash / UPI / Card split, then every receipt.
- **Owes money** — everyone with a balance, the total owed, a WhatsApp reminder button and [[Take ₹…]] on each row.
- [[Excel]] downloads the receipts for those dates — on MJX Library Pro. On other plans it shows **Excel · Pro**.

## Check-in and check-out

> [!PATH] Apps › MJX Library › Check-in

![Check-in page with the Check-in sidebar row marked and the name, mobile or seat search box](media/library/members-and-fees-7.jpg "Apps › MJX Library › Check-in")

Type a name, mobile or seat and press [[In]] when the member arrives, [[Out]] when they leave. The list **Came in** shows each person's in and out times and how long they stayed. A member whose booking has ended, or who owes money, is flagged in the search result. Pick another date to see who came that day. Today's **Inside now** strip lets you check people out with one tap.

## Who can use it?

| Task | Owner / Admin | Staff |
|---|---|---|
| Admissions, fees, renewals, check-in, reminders | Yes | Yes |
| Money page, totals on Today | Yes | No |
| Void a receipt, cancel a booking | Yes | No |

Available on every plan. Forever Free and Basic have a limit on members; see [plans](library/plans).

## Questions people ask

### Does MJX Library send fee reminders by itself?

No. It writes the reminder — the member's name, plan, end date and amount due — and opens WhatsApp on your phone so you send it yourself. Nothing is sent without you.

### A member paid only part of the fee. What happens?

Type what they paid in Received now. The rest shows as "Owes ₹…" on their page, on Today and under Money › Owes money, with a Take button for the rest.

### I typed the wrong amount. Can I delete the receipt?

No receipt is ever deleted. The owner or an admin voids it with a reason; it stays on record marked VOID and counts for nothing. Then take the fee again correctly.

### Do you store the member's Aadhaar number?

No. Only the ID type and its last 4 characters are kept — never the whole number.

### When does a renewal start?

The day after the member's current booking ends, so renewing early never loses them any days.

### Can counter staff see how much the library collected?

No. Counter staff take fees and print that member's receipt, but the Money page, the totals on Today and Reports are for the owner and admins only.