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Overdues
Overdues
View items past their due date and send overdue notices by email or print.
The Overdues screen provides a live list of every item that is currently past its due date. You can filter the list by Member Type, category, or date range, and then send overdue notices to affected members in bulk by email or as printed letters. Fines are calculated automatically based on the privilege settings for each Member Type.
Navigate to Circulation → Overdues to open the overdue list. The grid displays all items currently past their due date across all members.
| Column | Description |
|---|
| Member name | Full name of the borrowing member. |
| Member Type / Category | The member's primary type and category group (e.g. Grade 9 / 9A). |
| Barcode | The item's physical barcode (accession number). |
| Title | The full title of the overdue item. |
| Due date | The date by which the item should have been returned. |
| Days overdue | Number of calendar days the item is past its due date, calculated as of today. |
| Fine accrued | Current fine amount based on the daily fine rate in the member's privilege settings. |
| Email on file | Indicates whether a contact email address exists for this member (required for email notices). |
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Fines are calculated live. The fine amount shown in the grid reflects the accrued fine as of the current date. Fines are only posted to member accounts when an item is returned via the Front Desk.
Use the filter bar above the grid to narrow the overdue list before sending notices, so that you target the right group of members.
| Filter | Description |
|---|
| Member Type | Restrict the list to a specific Member Type (e.g. Grade 10, Staff). Leave blank to show all types. |
| Category | Restrict further to a category within the selected Member Type (e.g. class 10C). Requires a Member Type to be selected first. |
| Days overdue (minimum) | Show only items overdue by at least this many days. Useful for sending a first notice at 7 days and a final notice at 30 days. |
| Days overdue (maximum) | Show only items overdue by at most this many days. Leave blank for no upper limit. |
| Has email address | Filter to members who have an email address on file, to prepare an email-only notice run. |
Click any column heading to sort the grid by that column. Click again to reverse the sort order.
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Run separate notice batches by grade group — for example, Grade 8–10 first, then Grade 11–12 — to keep the email queue manageable and allow class teachers to be cc'd appropriately.
Email notices are sent to the contact email address stored on each member's record. The system merges member and item details into a standard notice template automatically.
- Apply any filters to target the desired group of overdue members.
- Select the members to notify by ticking the checkboxes in the grid, or click Select all to include every member currently shown.
- Click Send email notices. A confirmation dialog shows the number of notices to be sent and the email addresses that will be used.
- Click Confirm. The system queues and sends one email per member (consolidating all overdue items for that member into a single notice).
- A delivery summary is displayed once the batch is complete, showing how many notices were sent and how many failed (e.g. due to a missing or invalid address).
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Members without a valid email address on file cannot receive email notices. For these members, use the print notice option instead, or update their email address via Members → Edit Member.
Example — Sending a first overdue notice to Grade 8
Set Member Type = Grade 8, Days overdue (minimum) = 7. The grid shows 14 overdue items across 11 members. Click Select all → Send email notices → Confirm. Result: 9 emails sent, 2 members had no email on file — print notices generated for those 2.
Printed notices are useful for members without email addresses, or where a physical letter is preferred (e.g. for parents of junior learners).
- Filter and select members as described above.
- Click Print notices. The system generates a PDF containing one notice per page, each listing all overdue items for that member along with fine amounts and return instructions.
- Your browser's print dialog opens. Select the appropriate printer and print.
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The printed notice template includes the school name, library contact details, and a return-by date. These details are drawn from the system's global Parameters settings.
After running an overdue notice batch, you may wish to: