An Introduction to ManageBacYou have questions, we have answers.
What is ManageBac?
ManageBac enables efficient curriculum planning, assessment and reporting, while eliminating paperwork and enhancing communication to parents and students.
Why should I choose ManageBac?
ManageBac is the trusted choice of over 2,300 leading IB World schools and 4 in 5 IB Diploma students globally.
ManageBac provides coordinators, teachers, students and parents with a more efficient alternative to paper forms, Word docs on shared drives, and Excel spreadsheets. It is designed as a turnkey curriculum-first learning platform to support the effective implementation and management of the IB programmes.
What do I need to run ManageBac?
How much does ManageBac cost?
ManageBac is provided as an annual subscription service. For the DP, MYP and PYP, the cost varies with the total number of students.
In what languages is ManageBac available?
The ManageBac interface is provided in English and Spanish, but it supports Unicode (UTF-8) formatting, which allows for input of international characters in all major languages.
Who is behind ManageBac?
ManageBac was founded in 2007 by three former IB students at the University of Pennsylvania. We develop solutions that enhance efficiency in education globally.
What is your relationship with the IB?
We have been granted two licenses by the International Baccalaureate (IB). The first license for the use of forms and curriculum and assessment information, and the second for our integration with IBIS to facilitate automated exam registration. We are not a subsidiary, employee or affiliate of the IB. To ensure a level playing field, the IB does not endorse any software companies, including ours.
What do you need from me to get setup?
Setting up ManageBac is quick and easy. There is no technical setup, and we can have you up and running in a few business hours. The main step is adding your student accounts – to do so, you will need a list of their first & last names and their email addresses (we can provide a work around if you do not have their email addresses on file).
How do I sign-up for ManageBac?
You can sign-up directly on our website here. You can also call us at +1 866 297 7022 (or any of the numbers below).
Help & Training
What language is ManageBac built on?
ManageBac was built on Ruby on Rails. It is proudly W3C compliant.
Where is ManageBac hosted?
ManageBac is hosted on the iWeb data center in Montreal, Canada. For more information, learn about our infrastructure.
Are my files backed up?
Yes, files are backed up in real-time on redundant RAID storage locally, and disk images are backed up daily at the data center. Records are also encrypted, and backed up off-site at a separate facility three times each week. For more information, learn about our infrastructure.
Can I export my information from ManageBac once it is in the system?
You can export student information directly using a series of PDF forms from the Handbook of Procedures, which we have licensed from the IB, or you can export individual data fields in Excel CSV format. You can also download all files submitted by your students.
How secure is ManageBac?
ManageBac is committed to keeping your data safe and secure, by using best practices to protect our systems. These range from SSL connections to continuous security review of our source code.
As a condition of our license with the IB, we undergo an annual security audit. For further details, refer to our Security and Compliance page.
Where can I get additional help?
If you have support related questions, you can visit the Online Support section. If you have additional questions, please email us or call us at +1 866 297 7022 (or any of the numbers below).
What kind of support do you offer?
We guarantee a response by phone or e-mail within a maximum of 24 hours, and during normal business hours we normally respond within several hours. We also provide online training sessions for coordinators and staff during the setup phase.
When are invoices raised and due?
Invoices are raised annually based on your renewal month. For most schools, in the northern hemisphere renewal occurs in the fall and in the southern hemisphere during the winter.
Invoices are issued to your school’s designated Billing Contact by e-mail 30 days before your renewal date. For instance, if your account renews on November 15, your school’s Billing Contact will receive a PDF invoice via e-mail by October 15. Our standard payment terms are net 30, which means that invoices are due within 30 days from the date of issue.
If you require an early invoice, please feel free to contact us at firstname.lastname@example.org and include your student count by programme.
What payment methods do you accept?
We accept payment by credit card, cheque and bank transfer. Any administrator on your ManageBac account can pay via credit card by navigating to Settings > Billing. When a credit card is updated or entered in the presence of an outstanding invoice, payment will be processed immediately. Credit cards already stored on the system will be charged on the account’s renewal date.
Instructions for paying by wire transfer or cheque can be found directly on the invoice. Please note that it can take up to six weeks before your invoice is marked as paid if paying by foreign US$ check. For domestic US$ checks, reconciliation normally occurs within three to five working days.
We only accept payment by bank transfer for school in China currently, we are working to offer more payment options to schools in China.
How do I submit my purchase order?
A purchase order can be submitted directly through your ManageBac account by navigating to Settings > Billing > enter PO number and upload the file > Save Changes.
If you do not have access to your school’s ManageBac account, please email the purchase order to email@example.com.
Once we receive the purchase order, we will generate a new invoice that includes the purchase order number.
The student count on my invoice is incorrect. How do I adjust this?
If you notice a discrepancy, please contact us at firstname.lastname@example.org. If the invoiced student count is too high, please ensure that any non-active users are archived before contacting us.
Please feel free to contact us at email@example.com if you have any issues archiving your non-active users.
I see two student counts on my Billing tab: “Actual” and “Adjusted.” What is the difference?
Actual refers to the number of active student accounts on the system for a given service. Adjusted refers to the number of enrolled students reported to us by the school in a given service.
Since some schools do not upload all of their students, particularly in cases where they are using ManageBac for curriculum management, we bill on the basis of the reported “Adjusted” count of enrolled students in a given programme.
Please make sure your account administrators have archived all of your graduated and withdrawn students to prevent being invoiced for too many students.
I need a quotation before I can pay the actual invoice. Whom can I contact?
Quotation requests can be sent to firstname.lastname@example.org. Please allow 1-2 business days for the quotation request to be processed.
I have documentation (e.g. W-9, sole source letter, vendor forms, etc) that I need ManageBac to complete before I can issue payment. Whom can I contact?
Documentation requests can be sent to email@example.com.
How do I obtain a receipt for the invoice payment?
A receipt will be generated automatically within 3-5 business days of receiving payment. Receipts will be emailed automatically to the school’s Billing Contact and will also post to your Billing page.
For schools in China, we will provide Fapiao upon receiving payment. Schools need to provide an official name in Chinese , Tax ID and mailing address for sending the official tax receipt.
How do I update our school’s Billing Contact?
Schools can modify their Billing Contact by logging into their account and navigating to Settings > Billing.
Please note that one Billing Contact is allowed per account and that this person will receive the initial invoice as well as any correspondence about that invoice.
Are there penalties for late payment?
Invoices that are more than thirty days outstanding incur a late payment interest rate of 2% per month until payment is made.
In the very rare case that a school is more than sixty days past due, ManageBac reserves the right to suspend an account. We do everything possible to avoid this situation, and so long as the school remains communicative and provides an anticipated date of payment within 10 business days, we will not suspend the account.
I would like to add or remove modules on my ManageBac account. Whom should I contact?
Any requests to modify your subscription should be sent to your region’s Regional Director:
Americas: Stephen Worden (firstname.lastname@example.org)
Asia-Pacific: RVenus Lai (email@example.com)
Europe, Middle East, and Africa: Kevin Piersialla (firstname.lastname@example.org)
Are there any multi-year plans or discounts available?
Yes, schools that subscribe for multi-year plans and pay two years up front will receive a 5% discount; schools that subscribe for three years and pay three years up front will receive a 10% discount. Please note that the full payment is due at the time of the subscription’s commencement.
To learn more, browse our multi-year FAQs
If you would like to subscribe to a multi-year plan, please contact us at email@example.com.
I would like to discuss my invoice by phone.
Please feel free to contact us at any of the following numbers:
US: +1 866 297 7022
UK: +44 208 133 7489
HK: +852 8175 8152
Australia: +61 2 8006 2335
How large of a discount can I get for subscribing to a multi-year plan?
We provide a discount of 5% of total fees for a 2-year subscription and 10% of total fees for a 3-year subscription.
When I need to make payment for a multi-year plan?
2-year or 3-year services fee payments must be received on or before the subscription start date to enjoy the discount.
What if my student numbers increase in Year 2 or Year 3?
ManageBac’s services fees are based on the number of enrolled students. If your total number of students in Year 2 or Year 3 increases, a supplementary invoice will be issued with the same discounted rate applied until the end of the subscription period.
Can I select a partial service for multi-year plan with the remaining services billed annually?
Yes, we offer this option. If you only want to subscribe for a multi-year plan for a given programme, but keep other services under an annual renewal, we can accommodate this.
I have already paid my 2018-2019 academic year subscription fees recently, but would like to subscribe to a multi-year plan for 2019-2021, can I do it now?
Yes. We can issue an early invoice to cover the next 2 or 3 academic years. Please contact firstname.lastname@example.org for assistance.
When does this offer expire?
Multi-year plans are reviewed annually and this 5% or 10% discount offer will be expire on Dec 18, 2018. Multi-year plans must be confirmed by Dec 18, 2018.
How does this multi-year plan benefit my school?
The multi-year plan saves schools money on the annual renewal of existing services and provides more stability by locking in the current pricing structure for existing services, meaning the school would be exempt from any pricing adjustments (besides changes in student numbers) for the duration of the multi-year subscription.
How can I sign up for multi-year plan?
You can confirm your multi-year plan via email to email@example.com or contact our Sales and Support team to confirm. Our finance team will send you an invoice of total subscription fee.
Can I have refund if I cancel my subscription before expiry?
Based on our terms of service, ManageBac’s services fees are non-refundable.