How to Use the Libzbook App

What you will set up

Libzbook helps owners run study libraries and reading rooms. The most useful first setup is a complete path from an available seat to an enrolled student, a recorded payment and an attendance record.

Keep your library details, room layout, seat numbers, plan prices and existing student records handy. Work through one room and one student first, then repeat the process for the rest of your library.

1. Create your account and workspace

Open Libzbook signup and complete the sign-up and verification steps shown on screen. Choose the library-owner path when asked for your role, then complete the owner onboarding details.

Once you reach your workspace, start with your main library. If you already have an account, use Log in and choose the appropriate workspace before changing records.

2. Add your library and its rooms

Step 1 · Create the library

Open Library → All libraries. Select Create Library, fill in the library details requested by the form and save. Open the new library to continue its setup.

Step 2 · Configure the layout

Open the library’s Layout area and use the room builder to arrange your rooms and seats. Use seat labels that match the physical room so staff can recognise them when booking.

Walk through the room once after saving. Check that the layout reflects the seats you actually sell and that staff know which library they are working in. Clear labels now reduce mistakes when your workspace grows.

3. Create student plans

Open Library → Plans & pricing and create the plans you offer. Set the price and duration, and configure any shift or timing options needed for your library.

For example, if you sell separate morning and evening access, check the timing of both plans before using them for bookings. Plan names should describe the access a student receives, rather than simply saying “Plan A”.

You can learn more about the connected fee workflow on the fee-management page.

4. Book a seat and enrol a student

Open Students → Seat booking. Choose the relevant library and room, review the live availability and select a free seat to begin booking. Follow the booking form to choose or add the student, select a plan and check the dates and payment details.

Before confirming, verify the student’s contact details, seat number, plan and start date. If a seat is unavailable, check its current allocation rather than entering a second booking outside the normal workflow.

For existing student records, review the import tools under Utilities. Import a small sample first and inspect the result before loading the full file. Keep the original spreadsheet so you can reconcile the imported records.

See the seat-booking overview for more about the workflow.

5. Record payments and follow up on balances

Record the amount actually received and the correct payment method when collecting a fee. A part payment leaves a balance to collect later; it should not be entered as though the whole fee has been paid.

For an outstanding amount, use the student’s Collect balance action and check the amount before recording it. Review the corresponding payment or invoice after saving. Finance → Invoices gives authorised staff access to the invoice list.

6. Prepare ID cards and scan attendance

Open Students → ID cards to prepare student cards. Use Students → Scan attendance to scan a student’s card and record attendance. Allow camera access when the browser requests it.

Try the flow with one student and check the attendance result before using it at the entrance. Make sure staff use the attendance screen for the correct library and have the necessary permission to record entries.

Read the QR-attendance overview for the wider feature description.

7. Configure reminders and parent alerts

Open Reminders and review the messaging mode, connection, templates, recipients and schedule available to your workspace. The app supports messaging through Libzbook or a connected WhatsApp number; the options shown depend on your configuration.

Check a preview and use the available test-message flow before enabling a broader schedule. Review due and expiry settings carefully so students receive relevant messages at the right time.

Parent alerts is a separate area. Confirm the parent contact details and the events you want to notify them about before enabling alerts. These messages are distinct from student access to the app.

Explore WhatsApp reminders and parent alerts for more context.

8. Review your library each day

Use Dashboard and Reports to review collections, balances, occupancy and attendance. Select the correct library and date range before interpreting a report.

A useful daily routine is:

1. Check the current seat allocations and upcoming expiries.
2. Reconcile recorded collections with the payments received.
3. Review outstanding balances and the appropriate follow-up.
4. Check attendance records for entries that need attention.
5. Record expenses so financial reports have the information they need.

For a monthly review, use the available reports and Finance → Profit & Loss, subject to your access. Review the underlying transactions when a total looks unexpected.

Help students book and stay informed

After the core setup works, review Students → Booking page if it is enabled. Check the library’s public page and available seats before sharing the link with students. Online payment availability depends on your library’s payment configuration.

The student-app page and online-booking overview explain the student-facing experience. Give students the correct library link and show them how to identify their booking.

Your first-day checklist

• Your library details and physical seat labels agree.
• At least one room and one correctly priced plan are ready.
• A student booking has the right seat and dates.
• The recorded payment and balance match the actual collection.
• Staff can produce an ID card and record attendance.
• Reminder settings have been reviewed before broader messaging.
• Staff permissions match the work each person performs.

Once that small workflow is reliable, add the remaining rooms and students. If you are still comparing tools, start with five library-management apps and their best fit.