Managing a library service manually means someone is always updating a spreadsheet, chasing overdue items by email, or answering availability questions that the system should be able to answer itself. When loan status isn't updated in real time, availability counts are unreliable. When due date reminders depend on someone remembering to send them, items go overdue routinely.
The Library Management template for SharePoint, built with Infowise Ultimate Forms, automates the mechanics of running a library service — loans, availability, overdue tracking, and optional due date notifications — inside a standard SharePoint environment.
How it works
Title and catalogue management
The system maintains a structured catalogue of titles and entries, with each title linked to the number of physical copies available. The catalogue is searchable, making it straightforward for staff or members to find titles by name, author, category, or any other column you configure.
Loan management
When a copy is loaned out, a loan record is created linking the borrower to the specific title and copy. The number of available copies for that title updates automatically — no manual count adjustment required. When the copy is returned, availability updates again automatically, keeping the catalogue accurate in real time without any administrative effort.
Automatic loan state tracking
The system tracks the state of every active loan and updates it automatically based on the due date. Loans that have passed their due date are flagged as overdue without any manual intervention. If a copy is not returned after a further threshold, it can be marked as lost. At every stage, the current state of every loan is visible in the list without needing to run a report or check a spreadsheet.
Due date notifications
Optional alerts can be configured to notify the borrower when their due date is approaching, giving them advance notice before the loan becomes overdue. Notification timing and content are configurable to match your library's specific policies.
What you get
- A structured title catalogue with searchable entries and automatic available copy counts
- Loan records linking borrowers to titles, with availability updating automatically on each loan and return
- Automatic loan state tracking — active, overdue, and lost — updated without manual intervention
- Optional due date reminder alerts configurable to your library's notification requirements
- A complete loan history for every title and every borrower, stored in SharePoint
- Columns, views, and alert settings fully configurable in the browser without any development work
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Library Management system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All catalogue data, loan records, and availability information stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.
Read detailed installation instruction.
