Papyrus Cloud – Maintain All Members

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Maintain All Members vs Maintain Members

The two screens are complementary — use whichever suits your task:

	Maintain Members	Maintain All Members
Best for	Working with one specific member — viewing their full record, editing details, processing fees, reviewing history	Working with a group of members — browsing a class, finding members by status, acting on several records in a session
How to find members	Enter member number/barcode directly, or type a name (autocomplete)	Select Member Type, Category, and/or Status from filter dropdowns then click List
What you can edit directly	All fields across six tabs	Member Type, Category, and Status only — inline in the grid
Actions available	Save, Delete, photo management	10-item Action menu per member — Edit, Issues, Print Account, five email actions, Reinstate, Delete
Column sorting	Not applicable (single record view)	Click any column header to sort by that field

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Filtering the Member List

The filter bar at the top of the screen has three drop-down filters and a List button. All three filters default to showing everything, so clicking List without changing any filter will load the full membership of 484 members. Narrow the results by setting one or more filters before clicking List.

{All Member Types} ▾

{All Categories} ▾

{All Statuses} ▾

List

Filter	Options	When to use it
Member Type	{All Member Types}, Grade 1–10, Grade 12, Leavers, Part Time, Parents, Staff, Students, Teacher	To view a specific year group or staff category. For example, select Grade 8 to see all Grade 8 members, or Leavers to review members flagged for deletion at year end.
Category	{All Categories}, blank, 00B, 00M, 00N, 0C, 0L, 0S, 1A, 1G, 2H, 7C, 7L, 7S, G8 Green	To narrow further within a Member Type — for example, Grade 3 + category 0L to see a specific class. Leave as {All Categories} to see all categories within the selected Member Type.
Status	{All Statuses}, Not Registered, Normal, On hold, To Delete	To find members by account status — for example, Status = On Hold to see all suspended accounts, or To Delete for a year-end review before deletion.

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The filters combine — setting Member Type = Grade 3, Category = 0L, and Status = Normal gives you the specific active members of class 0L in Grade 3. This makes it easy to check a class list at the start of a term or after a bulk import.

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The Results Grid

After clicking List, the matching members appear in a table below the filter bar. Each row shows the member's number, name, and three editable fields — Member Type, Category, and Status — plus an Action drop-down. The grid from the sample library (filtered to Grade 3) shows three members:

Member No ↕	Surname ↕	First Names ↕	Member Type ↕	Category ↕	Status ↕	Action
R1292	Asefi	Erkin James	Grade 3 ▾	0L ▾	Normal ▾	Select ▾
10000006	Smith	Peter	Grade 3 ▾	(blank) ▾	Normal ▾	Select ▾
10000007	Smith (..007)	Jane	Grade 3 ▾	1G ▾	Normal ▾	Select ▾

The seven columns are: Member No, Surname, First Names, Member Type (editable inline), Category (editable inline), Status (editable inline), and Action. All column headers are clickable sort links.

✏️

Inline Editing

The Member Type, Category, and Status columns each contain a drop-down that can be changed directly in the grid. Selecting a different value from any of these three drop-downs saves the change immediately — there is no separate Save button. The change takes effect as soon as you select the new value.

Column	What changing it does
Member Type	Reassigns the member to a different borrowing category. The new Member Type's Privileges apply to all subsequent loans. Useful when a member moves between grades or roles without going through the full Promote routine.
Category	Changes the member's class or sub-group. Useful for correcting class assignments after a bulk import, or reassigning members when classes are reorganised mid-year.
Status	Changes the member's account status — Normal, On Hold, Not Registered, or To Delete. Changing to On Hold immediately prevents new loans at the Front Desk. Changing back to Normal reinstates borrowing rights.

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Inline changes save immediately on selection — there is no confirmation step and no undo. Take care when changing Status to On Hold or Member Type, as these take effect right away and will affect any loans the member tries to make at the Front Desk.

ℹ

To edit any other field — name, email, address, barcode, or any details beyond these three — select Edit from the Action menu to open the member's full record in Maintain Members.

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Sorting the Grid

Every column header in the results grid is a clickable sort link. Clicking a header sorts the list by that column in ascending order. Clicking the same header again reverses the sort to descending. The sort order is preserved for the current session.

Column	Sort behaviour
Member No	Sorts alphanumerically by member number. Note that member numbers can be a mix of formats (e.g. R1292, 10000006), so alphabetic sorting may not match numeric order.
Surname	Alphabetical by surname, then first name. This is the most useful sort for checking a class list or finding a member when you know roughly where their name falls alphabetically.
First Names	Alphabetical by first name, then surname. Less commonly used but useful when you know a member's first name but not their surname.
Member Type	Groups members by Member Type code, then sorts by Surname and First Names within each type. Useful when the All Member Types filter is selected and you want to see all types together but grouped.
Category	Groups by Category code, then Surname and First Names. Useful for checking that members have been correctly assigned to their class categories.
Status	Groups by Status value, then Surname and First Names. Useful for quickly locating all On Hold or To Delete members within the filtered results.

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The Action Menu

Each row in the grid has an Action drop-down in the last column. Selecting an option from this menu triggers that action for that member immediately. The menu has ten options across three functional groups:

Edit

Opens the member's full record in Maintain Members, where all six tabs and all fields are available for editing.

Issues

Opens the Front Desk screen with this member already loaded — ready to issue or return items without re-entering their number.

Print Account

Generates a printed account statement showing the member's current loans, outstanding fines, and membership fee status.

Email Overdues

Sends an overdue reminder email to the member (using their Email address from Basic Details) listing all items past their due date.

Email Issues

Sends the member an email listing their current active loans, including item titles and due dates.

Email History

Sends the member a full circulation history email — all loans, returns, and dates from their record.

Email Account

Sends a full account statement by email — similar to Print Account but delivered electronically to the member's email address.

Reinstate

Sets the member's Status back to Normal (1) regardless of the current status. Use to quickly lift a hold or reinstate a member flagged To Delete without opening their full record.

Delete Member

Permanently deletes the member record. This cannot be undone. A member cannot be deleted if they have active loans or outstanding fines.

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The four email actions (Email Overdues, Email Issues, Email History, Email Account) all use the email address on the member's Basic Details tab. If the member has no email address recorded, these actions will have no effect — check the member's record first via Edit if you are unsure.

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Action Reference

Action	Where it takes you / what it does	Notes
Edit	Opens Maintain Members with this member loaded	Use for any changes beyond Member Type, Category, and Status
Issues	Opens Front Desk with this member pre-loaded	Saves re-entering the member number at Front Desk — useful when you've just found the member in a class list
Print Account	Generates a printable account statement	Useful for parent-teacher meetings or handing to a member at the desk
Email Overdues	Sends overdue reminder to member's email	Only sends items that are past their due date. No effect if no items are overdue or no email is on file.
Email Issues	Sends current loan list to member's email	Useful at end of term to remind members what they have on loan
Email History	Sends full circulation history to member's email	Complete historical record of all loans — useful for year-end reconciliation
Email Account	Sends full account statement to member's email	Includes loans, fines, and fee status — the emailed version of Print Account
Reinstate	Sets Status = Normal immediately	No confirmation prompt — takes effect instantly
Delete Member	Permanently removes the member record	Cannot be undone. Will fail if member has active loans or unpaid fines — clear these first via Front Desk or Outstanding Fines.

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Common Use Cases

Task	Approach
Check a class list after importing	Set Member Type = the relevant grade, Category = the class code, Status = {All Statuses}. Click List, then sort by Surname to browse alphabetically and verify the names and categories are correct.
Find all members On Hold	Leave Member Type and Category as {All}, set Status = On Hold. Click List. Review each member and use Reinstate to lift holds that have been resolved, or Edit to check their outstanding issues.
Send overdue reminders to a class	Filter to the target Member Type and Category. For each member who has overdue items, select Email Overdues from the Action menu. The system sends an individual reminder to each member's email address.
Move a member to a different class	Filter to find the member. Use the inline Category drop-down to change their class code directly in the grid. The change saves immediately — no need to open the full record.
Year-end review of leavers	Set Member Type = Leavers, Status = {All Statuses}. Click List. Review the list. Use Issues from the Action menu to check if any leavers still have items on loan before deleting their records.
Bulk issue reminder emails at end of term	Filter to a grade or the whole school. For each member, select Email Issues from the Action menu. This sends each member their personal list of current loans and due dates.

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For larger-scale operations — such as promoting an entire year group to the next grade or importing new members from a school MIS system — use the dedicated tools under Routines → Member Routines (Promote Members, Import Members, Import D6+, etc.) rather than making changes manually in Maintain All Members.