Member Routines

Bulk operations for importing, promoting, renumbering, merging, and photographing library members.

Member Routines are administrative tools designed to be run periodically — typically at the start and end of each school year. They handle large-scale changes to the membership database: importing a new intake from your school administration system, promoting all students up one grade, renumbering a member who has been given a new ID, or bulk-loading ID photographs. Most of these routines are irreversible, so they include confirmation steps and in some cases allow you to export a safety backup first.

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Import Members

Found at Routines → Member Routines → Import Members. This screen imports a batch of members from an Excel or CSV file, creating new member records and updating existing ones in a single operation.

File format

The import file must be in Excel (.xlsx) or CSV format. The first row must contain column headings. Column order does not matter, but the following rules apply:

Column	Required	Notes
`MemberNo`	Mandatory	Must be the first column. Rows without a MemberNo are ignored entirely (shown in red in the results).
`FirstNames`	Mandatory	Member's first name(s).
`Surname`	Mandatory	Member's surname.
`AdminType`	Mandatory	The grade or type code from your school administration system. This maps to a Papyrus Member Type via the mapping table configured in Maintain Member Types. Rows where the AdminType has no mapping are highlighted in black/dark and skipped.
Any other columns	Optional	Additional columns (e.g. email, ID number) are imported and appear after the Status column in the results grid.

A sample file is available at \downloads\Member Import Sample.xlsx from within the application.

Row colour coding in results

Row colour	Meaning
White / grey (alternating)	Existing member — record will be updated with the imported data.
Teal / green	New member — a new member record will be created.
Black / dark	No AdminType mapping found — this row will be skipped.
Red	No MemberNo present — this row is ignored entirely.

Two-step process

The import uses a safe two-step approach. First click Test to parse the file and display the colour-coded results without making any changes. Review the results carefully, then click Process to commit the import to the database.

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AdminType mapping. The mapping between your school system's grade codes and Papyrus Member Types is configured in Parameters → Member Parameters → Member Types. If rows are appearing in black, check that the AdminType value in your file matches a code in the mapping table.

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Promote Members

Found at Routines → Member Routines → Promote Members. This routine shifts every member up one grade according to the promotion path configured in Member Types. Run this once at the start of each new school year, after importing the new Grade 1 intake.

How it works

Each Member Type has a Promote To field that points to the next Member Type in the grade progression (configured in Parameters → Member Parameters → Member Types). When you run Promote, every member is moved to the Member Type specified in that field. Grade 12 students are moved to the Leavers Member Type. The screen shows a summary grid before you confirm:

Column	Description
Member Type	The current grade or type code.
Description	The name of the current Member Type.
Promote To	The code of the Member Type these members will move to.
Promoted To Description	The name of the destination Member Type.
Number to Promote	The count of members currently in this type who will be moved.

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This operation is irreversible. Once promotion has run it cannot be undone. Before proceeding, use the Export to XML button available on the screen to save a backup of the current member data. You must tick the confirmation checkbox and then click Promote to proceed. The button disables while processing to prevent a double-click.

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New Grade 1 intake. Promote does not create new Grade 1 members — it only moves existing members up. Import your new Grade 1 intake separately using Import Members before or after running Promote.

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Renumber or Merge Members

Found at Routines → Member Routines → Renumber Member. This screen is titled Renumber or Merge Members and handles two related scenarios: giving a member a new member number, or consolidating two member records into one.

Finding the source member

Type or scan a member number into the search field. Autocomplete is available. Once a match is found, the screen shows the member's details in read-only fields: Surname, Member Type, Category, Email, Barcode, and ID photo.

Renumbering a member

Enter the new member number in the New Member Number field. If the number is not already in use, clicking Renumber moves the member's entire history — all circulation transactions, loans, fines, and reservations — to the new number. The old number is released.

Merging two members

If the new member number you enter already belongs to an existing member, Papyrus detects the conflict and prompts you to merge. The screen displays both member records side by side so you can confirm they are the same person. On confirmation:

All circulation history from the source member transfers to the target member.
The source member's master record is deleted.
The target member retains their number and record.

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Both renumber and merge are irreversible. Verify the records carefully on screen before confirming either operation.

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Import Photos

Found at Routines → Member Routines → Import Photos. This screen bulk-loads ID photographs for members from a folder of image files. Each image is matched to a member by its filename.

File naming convention

Each image file must be named with one of the following identifiers for the member it belongs to:

The member's Member Number
The member's ID Number
The member's Barcode

Accepted formats are JPEG, JPG, PNG, and GIF. Files may be up to 4 MB each. A maximum of 50 files can be uploaded in a single batch.

Uploading photos

Drag your image files from a folder on your computer and drop them onto the upload zone on the screen. The zone turns yellow while you are hovering over it to confirm it is ready. Photos upload immediately on drop — there is no separate Test step. A results table shows the outcome for each file:

Column	Description
File	The original filename.
Member Name	The name of the member the photo was matched to, or blank if no match was found.
Member Number	The member number of the matched member.
Member Type	The Member Type (grade) of the matched member.

The message Finished appears when the entire batch has been processed.

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No confirmation step. Unlike Import Members, photos are uploaded and applied immediately on drop. If a member already has a photo, it is replaced without warning. Check your filenames carefully before dropping the files.

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Import from School Systems

Papyrus supports direct import from several popular school administration systems, each available as a dedicated menu item under Routines → Member Routines:

Menu item	System
Import D6+	D6 Communicator / D6+ school management system
Import Adam	Adam school administration system
Import Engage	Engage school management system
Import Wonde	Wonde data platform

Each of these options follows the same two-step Test → Process pattern as the standard Import Members screen and produces the same colour-coded results grid. The difference is that each is pre-configured to read the specific export format produced by its respective school administration system, so no column mapping is required. Contact your school administration system's support team for guidance on producing the correct export file for use with Papyrus.

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AdminType mapping still applies. Even when using a school system import, the AdminType values in the export file must be mapped to Papyrus Member Types in Parameters → Member Parameters → Member Types before the import will work correctly.