IT and Booking Systems - grgcnnr/LoT GitHub Wiki
The Library of Things will need a system to manage item inventory, member records, bookings, and returns. This page documents the platforms being evaluated — enough for the steering group and funders to see that the technology side has been thought through,
While a simple spreadsheet or free tool (e.g. Google Sheets + a booking form) could manage initial operations, a purpose-built platform will be essential for scaling up, marketing, and providing a good user experience.
What the System Needs to Do
At minimum, the booking system needs to:
- Allow members to browse available items online
- Let members reserve items for specific dates
- Track loans and returns
- Manage member records and membership status
- Be affordable on a community organisation budget
In an ideal world, it would also handle payment of fees deposits and self-service member signups.
Platforms Being Evaluated
MyTurn
Website: myturn.com
MyTurn is a commercial SaaS platform purpose-built for lending libraries and sharing organisations. It is used by tool libraries and libraries of things across the US and internationally.
- Auckland library of tools uses myturn
Key features:
- Member-facing catalogue and booking system
- Volunteer/admin dashboard for managing loans and inventory
- Payment processing integration
- Reporting and impact tracking
- Mobile-friendly
Pricing: Subscription-based (tiered by number of items/members). Costs to be confirmed — will need to be built into the operating budget.
Considerations: US-based platform; support and currency/payment handling in a NZ context needs to be confirmed.
LibCal (Springshare)
Website: springshare.com/libcal/library-of-things-lending
LibCal is a library management platform by Springshare used by public and academic libraries worldwide. It includes a dedicated Lending Hub module specifically designed for Library of Things collections — making it one of the most feature-complete options available.
Key features:
- Virtual catalogue with category and location organisation
- Shopping cart checkout for borrowing multiple items at once
- Customisable booking rules (loan duration, reservation windows)
- Staff approval workflow for loan requests
- Overdues, fines, and damage tracking via staff notes
- Barcode support for item lookup
- Downloadable manuals/instructions per item
- Multi-location support
- Mobile-first responsive design
Pricing: Custom quote — contact Springshare directly. Based on publicly available contract data, institutional pricing is typically in the range of $1,000–$3,000+ NZD per year. There is no free tier and no transparent public pricing.
Considerations: LibCal is designed for established public and academic libraries with existing infrastructure and IT budgets. It is likely too expensive and too enterprise-focused for a startup community LoT. However, it becomes relevant in two scenarios:
- If the LoT develops a formal partnership with NCC Library, which may already hold a Springshare licence
- If the LoT scales significantly and needs a more institutional-grade system
Lend Engine
Website: lend-engine.com
Lend Engine is a platform specifically designed for community lending organisations. It has been used by libraries of things in the UK and internationally, including some of the organisations in our Case-Studies.
Key features:
- Online catalogue and member self-service booking
- Admin interface for managing loans, returns, and inventory
- Membership management and payment
- Active community of lending library operators using the platform
Pricing: Cloud-hosted SaaS only. Four tiers:
- Free (up to 100 items/contacts)
- Starter — ~$12.50/month (up to 500 items/contacts)
- Plus — ~$25/month (up to 2,000 items/contacts)
- Business — ~$50/month (up to 10,000 items/contacts)
30-day free trial of the Plus plan available.
Considerations: SaaS-only — no self-hosted or open source option. The free tier may be sufficient to get started.
LibreBooking
Website: github.com/LibreBooking/librebooking
LibreBooking is an open-source resource scheduling system. It is not designed specifically for lending libraries — its core purpose is scheduling access to resources (rooms, equipment, vehicles) by time slot. However, it could be adapted for LoT use by technically capable volunteers.
Key features:
- Multi-resource booking with waitlist management
- Role-based access controls and quota/credit systems
- Mobile-friendly (Bootstrap 5)
- Docker support for straightforward self-hosted deployment
- Free and open source (no licensing cost)
Technical requirements: PHP 8.2+, MySQL 8.0+ or MariaDB 10.6+, web server. Requires someone with server administration skills to deploy and maintain.
Pricing: Free — hosting costs only (a basic VPS costs ~$5–$15/month).
Limitations for LoT use:
- Not designed for lending libraries — no built-in member borrowing history, damage deposit handling, or item condition tracking
- No payment processing for membership or borrowing fees
- No member-facing catalogue experience (browse what's available)
- Would require significant configuration or custom development to match the workflow of a purpose-built tool
- Ongoing technical maintenance falls on volunteers
Verdict: A viable option only if the LoT has a technically skilled volunteer willing to own the setup and maintenance. If that person leaves, the system becomes a liability. For most community organisations without dedicated technical capacity, a purpose-built SaaS platform (Lend Engine free tier, MyTurn) is a lower-risk choice.
Comparison
| Feature | MyTurn | Lend Engine | LibCal | LibreBooking |
|---|---|---|---|---|
| Purpose-built for LoT | Yes | Yes | Yes | No (resource scheduling) |
| Member-facing catalogue | Yes | Yes | Yes | No |
| Admin/volunteer interface | Yes | Yes | Yes | Yes |
| Payment processing | Yes | Yes | Yes | No |
| Member history & tracking | Yes | Yes | Yes | No |
| NZ payment support | To confirm | To confirm | To confirm | N/A |
| Free tier / open source | No | Yes (up to 100 items) | No | Yes (self-hosted) |
| Pricing model | Subscription | Subscription (SaaS) | Custom quote (~$1k+) | Free + hosting costs |
| Technical skill required | Low | Low | Low | High |
| Suited to startup LoT | Yes | Yes | No (institutional) | With tech volunteer |
| Used by similar orgs | Yes (US-heavy) | Yes (UK/international) | Yes (public libraries) | Not known |
Decision
The platform decision is to be made by the steering group once the legal and funding structure is clearer. Key factors:
- Budget — Lend Engine's free tier is a practical starting point at no cost; paid tiers are low-cost as the LoT grows
- Technical capacity — LibreBooking is only viable if a technically skilled volunteer commits to owning it long-term
- NZ payment processing — MyTurn and Lend Engine both need to be tested for NZ payment provider compatibility (Stripe NZ, POLi, etc.)
- Trial — Lend Engine offers a 30-day free trial; worth starting there before committing
Suggested starting point: Begin on Lend Engine's free tier, evaluate it during the pilot phase, and upgrade or switch if needed once the LoT is established.