Lending Library
By Trio Team · Updated
The Lending Library tracks the physical things your studio lends to students - method books, rhythm cards, music stands, games. It answers two questions at a glance: who has what, and since when.
Find it under Lending Library in the sidebar. The Check out button is at the top right. The page has two tabs: Loans, which opens first, and Items.
The Lending Library is available on every plan. Owners, admins and teachers can add items and record check-outs and check-ins; staff can see who has what but cannot change it. Only your team sees the Lending Library.
Not to be confused with the Composition Library, which holds sheet music and repertoire rather than physical items.
Managing Items and Quantities
The Items tab is your catalog. Click Add item and fill in:
- Name - what you call it, for example "Suzuki Book 1"
- Notes - optional, such as where the item is kept
- Quantity - how many copies the studio owns, at least 1
The list shows Name, Notes, Quantity and Available. Available reads as "X of Y": the copies on the shelf out of the copies you own. Use the pencil icon to edit an item and the trash icon to remove one.
You cannot delete an item while copies are still out. Trio replaces the confirmation with Can't delete item name, says how many copies are checked out, and offers Edit quantity, for when a copy is lost for good. Otherwise, check the copies in first. Quantity cannot be lower than the number of copies checked out.
Checking an Item Out
Click Check out, then:
- Choose the Student.
- Pick the Item. Each row shows its availability, such as "2 of 3 available".
- Confirm the Date out, which is today unless you change it.
- Click Check out.
If the item is not in your catalog yet, click Add a new item at the bottom of the item list, type a name, and click Add. Trio creates it with a quantity of 1 and selects it.
Availability and Unavailable Items
When every copy of an item is out, its availability reads "0 of 2", and the check-out form shows it as Unavailable. If the studio owns more copies than the catalog says, edit the item and raise its quantity.
Checking an Item In
On the Loans tab, click Check in on the loan's row. Trio asks Check in item name? and shows a Date in, which is today unless you change it. It cannot be before the check-out date. Confirm, and the copy goes back on the shelf.
The Out now filter shows only what is still out, with a running count beside it. Switch to All to see returned loans as well, with a Date in column; open loans stay at the top of the list.
The 21-Day Warning
Every loan shows how many days it has been out. When an open loan reaches 21 days, the count becomes a warning badge, so loans you lost track of stand out.
Items Out on a Student's Profile
To see what one student has, open the student from Students. The Items out card on their profile lists each item, the date it went out, and a Return item button that opens the same check-in step. The card shows only when the student has something out.