Help / Library

Give a seat and manage memberships

Enrol a student in a seat and shift for a plan, record payments, renew and cancel.

A membership is a student, a seat, a shift, a plan and its dates, plus the fee and what has been paid. Open Memberships from the Library menu to see them all. You need the Library Edit permission to change them.

Give a seat

1. On the Memberships page, select Give a seat. (You can also start from a free seat on the seat map.)
2. Choose the student. Use Find by name or phone, or turn on New student and fill in their details.
3. Choose the Shift, the Plan (Monthly, Quarterly, Half-yearly or Yearly) and the start date in Starts.
4. Choose a Seat. Only seats that are free in that shift on that date are listed.
5. Enter the Fee and the amount Paid now. The paid amount cannot be more than the fee.
6. Check the line "Runs ... to ..." which shows the end date, then select Give seat.

The end date is worked out from the plan. A monthly plan starting on 5 October ends on 4 November.

Find memberships

The list opens on Current (active and upcoming). Use the buttons to switch to Ending in 7 days, Expired or Cancelled. You can also filter by Shift or search by name or phone. Each row shows the seat, shift, plan, period, status, Fee / Paid and the amount Due.

Record a payment

If something is still due, select Payment on the row, enter the amount received and select Record payment. You cannot record more than the balance.

Renew

1. Select Renew on the row.
2. Choose the New plan, and enter the Fee and Paid now.
3. Select Renew.

The renewal starts the day after the current period ends and keeps the same seat and shift. Cancelled memberships cannot be renewed; give a seat again instead.

Cancel

Select Cancel, then Yes, end it. The seat becomes free in that shift straight away.

Good to know

• A seat can only be given once per shift for the same dates. If someone else holds it, Legasum tells you the date it frees up.
• Seats that are blocked, under maintenance or out of service cannot be given out.
• Fees are recorded in the membership. Legasum does not collect the money for you.
• To move a student to another seat, use the seat map.