Textbook Management

vBooks allows you to manage your school’s textbooks online. vBooks provides you with comprehensive reporting so that you know where your textbooks are and the status of each book.

Features and Benefits



With vBooks, you can manage and keep track of your school’s textbooks. vBooks is web-based so that you can access it from any computer with an Internet connection.

Each book is assigned a unique bar code that can be scanned using any USB scanner or the number entered when issuing, returning, or making an inquiry on a book. The system will ensure that learners return the book that they were issued.


Learner, subject, and book information can be imported from your administration system, or you can manage the data in vBooks.


Adding new textbooks will generate bar codes. Books may be written off for various reasons, and if a learner has lost a book, they are invoiced for the replacement of the book.


Books can be issued to educators, individual learners, or a class. The system ensures that the correct textbook is issued based on the subjects of the learner or class. Learners who have not been issued with a textbook are easily identifiable, making it easier to ensure that a learner or a class has received all of their textbooks.

The condition of the book can be changed when issuing.

Reports can be printed to show all learners who have not been issued a textbook for a subject. This report can be printed per learner or educator.

Once all the books have been issued, you can print a document for each learner to be sent home for a signature.


Books can be returned individually by educator, individual learner, or class by simply scanning or entering the bar code. You can change the condition of a book before returning it.

Reports can be printed, per learner or educator, detailing who has not returned a book.

Stock Take

At any point, you can take stock of your textbooks. Once all the books have been scanned or entered, the system provides an exception report of books not accounted for. You must manage the exceptions and give a reason for each missing book given.


vBooks provides numerous reports to manage and view the status of your textbooks. These reports include:

  • Learners without books.
  • Issue document for signature by parent/guardian.
  • Books not returned.
  • Totals by Condition and Status.

Audit Trail

Every action is recorded. The full history of a book is available detailing the movement of the book.


You may export the data to SA-SAMS.


The security of your data is of utmost importance to us. Our commitment to security will ensure that your data is safe and secure.

Access to your Data
Your username and password protects your data. No one else has access to your information unless you have given them access. In which case, they too will have access to your data, but using their username and password.

If you are logged in and don’t use the system for an extended period, you will automatically be logged out.

Managed Hosting
Your data is stored in a managed hosted environment at a secure physical location that uses technology-driven measures to provide perimeter, building, and access-control security. The perimeter fence is backed by high voltage barriers, the latest video surveillance technology, and response systems. All outdoor and indoor access zones, including colocation racks, are monitored by video surveillance.

Biometric access control systems and progressive access policies allow unattended access to authorized visitors.

Data Backups
Your data is backed up twice a day. Backups are stored for up to two weeks. Data is stored in an alternative location, accommodating multiple points of failure.

SSL Security
The information you send to and retrieve from vBooks is encrypted. vBooks utilizes a security certificate obtained from a reputable certificate provider. This certificate is fully authenticated and verified, encrypting your data with up to 256-bit encryption (browser dependant) and therefore ensuring that your data is safe.