User guide

eLibrary is a modern software solution for digitizing school libraries in Macedonia. Instead of paper-based records, everything is just a click away — from managing the book collection, to lending and returning books, to the complete textbook management process in accordance with MES regulations.

Who is it for

The application is designed for primary and secondary schools. Each school receives its own subdomain (e.g. yourschool.ebiblioteka.mk) and a completely independent database — your data is fully isolated and secure.

Four roles in the system

• Administrator — full control: users, books, textbooks, settings, statistics, invoices, activity, archive
• Librarian — book collection management, lending/returning, textbook reception and distribution, users and classes
• Teacher — view their students, request textbooks for the class, assess condition upon return
• Student — view borrowed books and assigned textbooks

After registration, you will receive an email with your credentials and a link to your library.

How to log in

• Open the link to your library (e.g. yourschool.ebiblioteka.mk)
• Enter your username and password
• Click "Log In"

Forgotten password

If you forget your password, contact the administrator at your school. The administrator can reset your password through the user management panel or generate a new credential card for you.

After logging in, the first thing you will see is the home page — your Dashboard. Here you get a quick overview of everything happening in the library.

For administrators and librarians

• 4 stat cards: "Total Copies", "Total Students", "Active Loans", "Total Classes"
• 4 quick actions: "Book Catalog" (leads to books), "Loans", "Users", "Statistics" — for one-click direct access
• 2 charts: "Average Loan Duration" (by month) and "User Activity" (loans by month)
• 2 tables: "Recently Added Books" (last 5) and "Recent Loans" (last 5)

For teachers

• 4 cards: "Homeroom Teacher of: [class]", "Total Students" (in your class), "Total Class Loans", "Active Loans"
• 4 quick actions: "My Class", "Class Loans", "My Loans", "Book List"
• 3 sections: "Recent Class Loans", "Top 5 Most Read Books", "Top 5 Most Active Users"

Every number on the cards is a clickable link that leads directly to the corresponding page for more details.

In the Users section you manage all library users — students, teachers, librarians, and administrators.

Stat cards

At the top, 4 cards are displayed: "Total Users", "Students", "Teachers", "Admin / Librarian".

Adding a new user

Click the "Add New User" button — a dialog opens with the following fields:

• Username* — Latin characters, minimum 8 characters, no spaces
• Password* — a secure password is automatically generated (minimum 8 characters)
• First Name* and Last Name*
• Email — required for admin/librarian/teacher, optional for students
• Phone and City (optional)
• Role* — Administrator, Librarian, Teacher, or Student
• Secondary role — for non-students (e.g. a teacher can also be a librarian)

For teachers: you can select "Homeroom Teacher of" — a dropdown with available classes (those without a homeroom teacher), or "Not a Homeroom Teacher".

For students: additional fields include Grade* (I-IX), School (if there are branch schools), and Class.

Editing a user

Click the pencil icon → "Edit User" opens with the same fields. The password can be changed (leave blank if not changing). Click "Save Changes".

Deleting a user

Click the trash icon → confirmation "Are you sure?" → the user is deleted.

User profile

Click the eye icon → "Profile of [Name]" — you can see: avatar, name, role, email, phone, city, class, 3 cards (Total Loans, Active Loans, Returned) and the complete loan history.

Export

The "Export Data" button allows you to download users in Excel (.xlsx) or CSV (.csv) format.

Filters and search

• Show per page: 10, 20, 50, or 100 records
• Role: All, Administrator, Librarian, Teacher, Student
• Grade: I-IX
• Class: filter by specific class
• Search: by first name, last name, username, or email

The Classes section allows you to organize students by grades and classes, assign homeroom teachers, and print credential cards.

Stat cards

At the top: "Total Classes", "Total Students", "With Homeroom Teacher", "Without Homeroom".

Adding a new class

Click "Add New Class" → a dialog opens with the following fields:

• School* — Main or branch school
• Combined class (checkbox) — for smaller schools where multiple grades share one class
• Grade level* — I to IX
• Label — a, b, 1, 2... (optional)
• Homeroom teacher — dropdown with available teachers (those not assigned to another class)

Click "Add" to create the class.

Editing a class

Click the pencil icon → "Edit Class" → same fields → "Save Changes". Here you can change or remove the homeroom teacher using the "(Remove Homeroom Teacher)" option.

Deleting a class

Click the trash icon → confirmation → the class is deleted (only if there are no students in it).

Class details

Click "View" → a list of all students with cards (name, username, grade), loans per student (total and active).

Adding students

Students are added via Users → Add New User → role Student → select class. Or by editing an existing student — change their class.

Filters

• Search class — by name
• Level: Grade I-IX
• School: if there are multiple branch schools

Since younger students often do not have an email address, eLibrary offers the generation of physical credential cards — a printed card with the username, password, and QR code for each student.

Bulk generation (entire class)

• Open the class (Classes → click on the class)
• Click the "Print Cards" button (top right)
• A confirmation dialog will appear: "This action will generate new passwords for all students. Old passwords will be replaced."
• Confirm with "Generate and Print"
• A PDF opens in a new window — 8 cards per page (2 columns × 4 rows)
• Print them and distribute to the students

Individual card (single student)

• On the student's card, click the "Generate New Password" icon
• A PDF with 1 card is generated directly, centered on the page
• The password is reset only for that student

This is useful when a new student is added to the class, or when someone loses their card.

What the card contains

• School name and academic year
• Student's first and last name
• Class
• QR code (for quick scanning)
• Username
• New password
• Library URL

In the Books section you manage the entire book collection of the library — add, edit, delete, and duplicate copies.

Stat cards

At the top: "Total Copies", "Available", "Loaned", "Titles" (unique).

Adding a new copy

Click "Add New Copy" → a dialog opens with the following fields:

• Title* and Author*
• Inventory number — unique per copy
• Location — shelf, row, section
• Genre — dropdown: Adventure, Fable, Biography, Children's Literature, Drama, Historical, Required Reading, Mystery, Poetry, Novel, Fairy Tale, Picture Book, etc.
• Description — up to 1000 characters
• Grade — I-IX (optional)
• Cover — image PNG/JPG/WEBP, max 2MB

Click "Add Copy" to save it.

Editing a copy

Pencil icon → "Edit Copy" → same fields + option to change the cover → "Save Changes".

Deleting

Trash icon → confirmation → the copy is deleted (only if it is not currently loaned out).

Duplicating

Duplicate icon → creates a new copy with the same title, author, and genre, but a new ID and new inventory number. Useful when you have multiple copies of the same title.

QR code

QR icon → "QR Code for Book" dialog with a QR image (250×250px) + "QR Data" + buttons "Print QR Code" and "Close".

Book details

Click on the title → "Book Details" page: Title, Author, Genre, Grade, Inv. No., Location, Date Added, Total Loans, Description, list of Copies (ID, Inv. No., status Available/Loaned) and complete Loan History.

Filters and search

• Show per page: 10, 20, 50, 100
• Status: All, Available, Loaned
• Grade: I-IX
• Search: by title, author, or inventory number

The Book List page is a reader-friendly view of all titles in the library — grouped by title, not by individual copy. This page is accessible to all roles, including teachers.

Stat cards

"Titles" (unique), "Total Copies", "Available", "Loaned".

Table

Each row shows: Title | Author | Grade | Genre | Total Copies | Available | Loaned | Actions.

Details

Click the eye icon → "Book Details" — view all information about the title, the list of copies, and the loan history.

Filters

• Show per page: 10, 20, 50, 100
• Grade: I-IX
• Search: by title or author

The Loans section is the heart of library operations — this is where you lend and return books.

Stat cards

"Total Loans", "Active", "Returned", "Overdue".

New loan

Click "Add New Loan" → a dialog with two methods:

• Without QR: "Book (available copy)" — autocomplete by title or inventory number, + "User" — autocomplete by first name, last name, or username, + "Due Date" — date (default +30 days)
• With QR: "Scan/Enter Book QR" + "Scan/Enter User QR" + "Due Date"

Click "Lend" — the book is issued! The entire process takes less than 5 seconds.

Returning a book

In the active loans table, click "Return Loan" → confirmation "Are you sure you want to return this loan?" → the book is returned and becomes "Available".

Loan details

Click the eye icon → "Loan Details": Book (Title, Author, Inv. No.), User (Full Name, Class), Dates and Status (Loaned On, Due Date, Returned On, Status).

Statuses

• "Loaned" (orange) — the book is with the user, the due date has not passed
• "Overdue" (red) — the due date has passed
• "Returned" (green) — the book has been returned

Filters and search

• Show per page: 10, 20, 50, 100
• Status: All, Loaned, Returned
• Class: filter by class
• User: search by ID, first name, or last name
• Book: search by ID, title, author, or inventory number

The textbook module is designed in accordance with the MES Regulations for recording and managing textbooks in primary and secondary schools. The entire process is divided into 3 rounds with dedicated menu items: Reception, Collection, and Management.

Collection ("Textbooks" page)

Here you manage the entire textbook collection. At the top: 4 cards (Total Copies, Available, Assigned, Damaged/Lost) and 3 buttons: "Add Textbook", "Forms", "Committee".

Add Textbook → dialog:

• Title*, Cover (image), Author, Grade* (I-IX), Number of Pages
• Description (e.g. "Macedonian Language"), Publisher, Year of Publication
• Inventory Number, Total Quantity*, Price (MKD)*

"Save Textbook" → the textbook is added to the collection.

Textbook Details → click on a textbook → detail page with: title, author, grade, subject, inventory number, publisher, year, pages, price, 3 cards (Total Copies, Available, Damaged/Lost).

• Inventory Management: "Add New Copies" (quantity + "Add" button), "Delete Free Copies", "Print Labels" (QR)
• Copies Table: Inv. No. | Status (Available/Assigned/Damaged/Lost) | Condition (Good/Damaged/Lost) | Date Added | Action (Edit, Delete, Print QR)
• Edit Copy: dialog with Inventory Number and Condition (Good/Undamaged, Damaged, Lost) → "Save"

MES Forms

The "Forms" button → "Generate Forms" dialog: Select class + 5 form types:

• Form 1 — Reception Record (does not require a class, requires reception selection) — official document for textbook reception
• Form 2 — Request — request for the required number of textbooks (prepared by the homeroom teacher)
• Form 3 — Assignment Record — handover from librarian to teacher
• Form 4 — Parent Declarations — PDF with a declaration for each student individually (parent signs)
• Form 5 — Return Record — document for returned textbooks with condition assessment
• Damage Report — if there are damaged/lost textbooks, notification of compensation to the parent

The "Generate" button → opens a PDF document ready for printing.

Committee → dialog: Committee Chair, Member 1, Member 2, Member 3 → "Save". The names are printed on the forms.

Reception (Round 1)

The "Textbook Reception" page — when the school receives new textbooks from a supplier.

• 4 cards: "Receptions This Year", "Received Copies", "Titles in Catalog", "Total Copies"
• 2 tabs: "New Reception" and "History"

New Reception:

• Supplier (autocomplete), Reception Date (default today), Grade (filter)
• Adding textbooks: "Existing" button (search from catalog → data auto-fills) or "New Textbook" (manual: Title*, Author, Publisher, Grade, Subject, Price, Inv. No.)
• Each row: textbook + quantity (- and + buttons), option to delete
• Bottom: summary (X textbooks, Y copies) + buttons: "Save Reception" or "Save and Print Form 1"

History: list of previous receptions — cards with date, supplier, number of textbooks and copies, "Form 1" button (print).

Management (Round 2 and 3)

The "Class Management" page — this is where textbook distribution and returns take place.

• 4 cards: "Classes", "Students", "Submitted" (requests), "Assigned"
• Class list: cards with name, number of students, homeroom teacher, workflow progress (4 steps: Request → Assignment → Distribution → Returned)
• Statuses: "No Request" (gray), "Submitted" (orange), "Assigned" (green), "Distributed" (purple), "Returned" (green)

Class Details:

• 3 cards (Students, Requested, Assigned) + info banner + workflow progress bar
• Textbook Request: table with requested textbooks, progress "Assigned: X / Y", "Issue Textbooks" button
• Distribution: statistics (With All Textbooks / Partial / Without Textbooks), coverage bar, "Print Report"
• Return Assessment: results (Good/Damaged/Lost/Compensation), "Confirm Return" + "Form 5"

Records and Assignment: Left — select class + student list. Right — textbooks of the selected student with status + "Assign" button (for assignment) or "Return" button (for return, with condition Good/Damaged/Lost and compensation).

Compensation (depreciation)

If a textbook is damaged or lost, the system automatically calculates the compensation:

Teacher Request (Round 2)

The teacher (homeroom teacher) submits a textbook request for their students:

• In "Management" → their class → "Request" tab
• Adds textbooks for each subject → quantity per student
• "Submit Request" button → the request goes to the librarian
• After submission, the teacher can view the status: Submitted → In Progress → Assigned
• Form 2 (Request) can be printed

Return Assessment (Round 3)

At the end of the year, the teacher assesses the condition of the textbooks:

• In "Management" → their class → "Return" tab → "Assessment"
• Left: student list (with search). Right: textbooks of the selected student
• For each textbook, select condition: Good / Damaged / Lost
• If Damaged or Lost → compensation is automatically calculated
• "All Good" button → marks all as Good at once
• "Save Draft" → saves without submitting
• "Submit to Librarian" → the assessment goes to the librarian for confirmation

The Statistics section gives you a detailed insight into library operations with visual charts and rankings.

Stat cards

5 cards at the top: "Total Copies", "Total Students", "Active Loans", "Total Classes", "Overdue".

Top lists

• "Top 5 Most Read Books" — rank, title, author, number of loans + "View Top 20" button → "Top 20 Most Read Books" dialog
• "Top 5 Most Active Users" — rank, name, username, number of loans + "View Top 20" button

Charts

• "Books by Grade" — bar chart
• "Users by Grade" — bar chart
• "Loans by Month" — line chart for the entire academic year
• "Books by Genre" — donut chart

Export

User and book data can be exported in Excel (.xlsx) or CSV format via the "Export Data" button on the respective pages.

The eLibrary Settings page is accessible only to administrators and contains 5 tabs for configuration.

General settings

• eLibrary Name* — displayed on all reports and forms
• Location — city/town
• Academic Year — automatically determined (read-only)
• eLibrary URL — your subdomain (read-only)
• School Website — link to the school's website
• QR Codes — toggle to enable/disable QR functionality
• Disposal Committee — Chair, First Member, Second Member, Third Member (printed on forms)

Social Media

Links to: Facebook, Instagram, X (Twitter), TikTok, YouTube, LinkedIn.

Email

Contact email (read-only, managed by superadmin).

Schools

List of schools (Main + branch). "Add New" button → "Add Branch School" (Name*). Branch schools can be deleted.

Tools

• "Send Notification" — Message*, To (All/Role/Grade/User) → "Send"
• "Reset Statistics" — "Reset Books" (most read) and "Reset Students" (most active) — for end of semester
• "New Academic Year" — "START NEW YEAR" → student promotion (I→II, II→III, etc.), archiving Grade IX. IRREVERSIBLE!

The "Profile Settings" page is accessible to all roles and allows you to change your personal information and password.

Editing your profile

• Avatar — upload an image (PNG/JPG/WEBP, max 2MB, drag & drop)
• First Name* and Last Name*
• Email
• Phone
• City

Changing your password

• Current Password* — enter your current password
• New Password* — minimum 8 characters
• Confirm New Password* — re-enter the new password

Click "Save Changes" to save your updates.

eLibrary includes a built-in AI Assistant — an intelligent helper that can answer questions about your library and assist you with the application's features.

How to use it

• Click the round button in the bottom-right corner of the screen
• A chat panel opens
• Type your question
• The AI Assistant will respond within a few seconds

What you can ask

• Data questions: "How many books do we have in total?", "Which students have overdue books?", "Show statistics for this month"
• Help questions: "How do I lend a book?", "How do I add a new student?", "How does textbook reception work?"
• Recommendations: "What are the most read books?", "Which student reads the most?"

Availability by role

• Administrator — can ask about everything: users, books, loans, textbooks, settings, statistics
• Librarian — same as administrator, but without settings and invoices
• Teacher — can only ask about their own students, their textbooks, and the features they have access to
• Student — does not have access to the AI Assistant

Have additional questions? Check out our FAQ section on the home page, or contact us directly.

Support contact

Our team will respond as soon as possible and help you with any question related to eLibrary.