# Club lending-library pilot card

Completed fictional example plus a blank card for one cupboard and one librarian handover. This is a planning resource, not a working loan system, verified template or record of a real club.

## Completed example: Cedar Thread Guild

**Checkpoint:** November 7, 2026, 10:00 America/New_York. **Handover:** Avery to Blair. **Scope:** books and pattern cards; no reservations, dues, fines, automated messages or equipment certification. Keep the existing register authoritative during the pilot.

**Decision:** a public catalog is useful only if members need it. Prototype the private handover because a return report can otherwise be mistaken for an accepted return. Stop expanding the app if a maintained product or clear register meets the job with less ongoing work. Name the maintainer and review costs before real use.

### Catalog view

| Title ID | Fictional title | Copy IDs | Available-copy count |
| --- | --- | --- | --- |
| T01 | Nine-Patch Notebook | C01, C02 | 1 |
| T02 | Color Study Cards | C03, C04 | 0 |
| T03 | Patchwork Basics | C05 | 0 |

Public totals: three titles, five copies, one available copy across one title. The pilot does not expose borrowers, their activity, contact details or librarian notes publicly.

### Private librarian view

| Copy ID | Title ID | Open loan / borrower | Current handover bucket | Available now? |
| --- | --- | --- | --- | --- |
| C01 | T01 | L01 / M01 | On loan; no return report | No |
| C02 | T01 | None | Staff-confirmed cupboard; ready | Yes |
| C03 | T02 | L02 / M02 | On loan; no return report | No |
| C04 | T02 | L03 / M03 | Return reported at 09:50; staff acceptance missing | No |
| C05 | T03 | None | Staff-confirmed cupboard; repair hold | No |

Reconciliation: **5 copies = 2 on loan without a return report + 1 return reported but not accepted + 1 repair hold + 1 ready/available.** The first two buckets still contain **3 open loan records**. A reported return is not a staff-confirmed location or accepted return. Only C02 is immediately available under this no-reservations example.

### Eligibility and visibility

- Staff explicitly mark each member eligible or paused for new loans, with a reason; no dues/payment inference.
- M03 is paused for new borrowing in this fictional checkpoint. L03 remains open. A verified M03 can still see L03 and report a problem; authorized librarians retain the loan. M03 cannot accept the return or make C04 available.
- A visitor sees title descriptions and aggregate availability. A member sees only their own loans. A librarian sees relevant private borrower and handover information. A committee member without librarian authorization sees aggregates only.
- The committee role does not automatically grant librarian privileges. Record the club's actual authorization process separately.

### Handover action

**Record:** C04 / L03. **Known:** M03 reported a return at 09:50. **Unknown:** staff have not accepted the physical copy or completed its condition check. **Owner:** Blair. **Action:** check the reported cupboard location and record the result. **Follow-up due:** 10:15 on the checkpoint date.

If unresolved at 10:15, retain the open loan and next action. Do not silently accept it or send a reminder. If a return is accepted, apply the established inspection rule before availability. If no authorized librarian is available, pause new issues and name the next staffed opening; a request does not automatically become a loan.

### Pilot acceptance record

| Check | Expected result | Observed result / evidence | Status |
| --- | --- | --- | --- |
| Public catalog | Three titles; only T01 has one available copy; no borrower or private handover details | — | Not tested |
| Librarian totals | Five unique copies and three open loans; C04 remains unavailable | — | Not tested |
| Report a return as M03 | L03 stays open until authorized staff accept it; no self-clearance | — | Not tested |
| Pause new borrowing for M03 | New loan rejected; own L03 still viewable/reportable; staff record retained | — | Not tested |
| Member M01 opens M02's direct loan URL or export | Rejected without revealing M02's record | — | Not tested |
| Committee member without librarian role opens a borrower record | Rejected; aggregate view remains available | — | Not tested |
| Blair opens the saved handover after leaving and returning | C04/L03, owner/action/deadline and unresolved state agree with Avery's last saved handover | — | Not tested |
| No librarian is available | New issues stay paused; next staffed opening is visible; no automatic loan | — | Not tested |

These observations are deliberately blank. Correct arithmetic does not establish persistence or access enforcement.

## Your blank one-cupboard card

- Club, cupboard and non-sensitive sample materials:
- Member question the catalog should answer:
- Last observed handover failure:
- Keep the register / add catalog / inspect a maintained product / prototype, and why:
- Person who will maintain rules and review costs:
- Authoritative record during the pilot:
- Checkpoint date, time and timezone:
- Outgoing and incoming librarian:
- Number of titles / separately identified copies:
- Open loan records, including reports not yet accepted:
- Copies physically accepted at cupboard and their conditions:
- Copies eligible for immediate issue under your stated rules:
- New-loan eligibility owner and rule; treatment of existing loans when paused:
- Public fields / member-own fields / librarian-only fields / committee aggregates:
- One unresolved record and what is still unknown:
- Follow-up owner / action / due time / next action if unresolved:
- Fallback and next staffed opening if no librarian is available:
- Features explicitly out of scope:
- Review date and result that would stop or change the pilot:

| Your check | Expected result | Observed result / evidence | Status |
| --- | --- | --- | --- |
| | | | Not tested |
| | | | Not tested |
| | | | Not tested |

Do not label an unperformed check passed. Use fictional records and separately authorized test accounts first.

## Reuse the existing methods

- Checkout/return rules and worksheet: https://www.overskill.com/learn/plan-equipment-checkout
- Direct-record access checks: https://www.overskill.com/learn/verify-private-record-access
- Operating assumptions: https://www.overskill.com/learn/estimate-app-running-costs
- Existing equipment-checkout brief: https://www.overskill.com/learn?recipe=plan-equipment-checkout#brief-builder

Replace the existing media-team example with your club's audience, records and permissions. Review the prompt, then choose Start build; normal account/access/credit requirements apply. This resource does not automatically prefill its own text.