Go to your DP year group's Plans tab. Update one student by selecting their name and then Edit Candidate Personal Information, or update many at once with Manage IBIS Personal Codes (type them in or use Bulk Import). PINs are never updated automatically, so you must add them yourself.
- ManageBac+
- How-to
- Admin
Updating IBIS information (candidate session numbers, personal codes, PINs)
For DP coordinators and admins: how IBIS details reach ManageBac+, and how to update them for one student or in bulk.
Since the May 2022 registration, the IB does not allow exam registrations for schools with certain outstanding payments. In that case, registration through ManageBac+ fails and every student shows this message:
"The ability to register candidates for this session has been withdrawn as your school has outstanding debts over 90 days old. Please contact Finance via myaccount@ibo.org for further discussion."
| I want to | Go to |
|---|---|
| Show the missing Plans tab | Enable the Plans tab |
| Know when details update automatically | Automatic updates after registration |
| Update one student | Update an individual student |
| Update many students with a CSV file | Bulk update by import |
| Update many students on screen | Bulk update manually |
| Understand how session numbers are assigned | Session number allocation |
Enable the Plans tab
If your DP year group has no Plans tab, turn it on first.
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Go to the year group Overview > Edit Year Group Settings.
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Under Diploma Plan, select the Diploma Plan and invoicing option (if required), then select Save Changes.
Automatic updates after registration
If you registered students with IBIS through ManageBac+:
- IBIS Personal Codes update straight away when registration succeeds.
- Candidate session numbers update automatically by January 30 each year for May session registrations, and by July 31 each year for November session registrations.
For security reasons, PINs are not updated automatically. Add them yourself for individual students or in bulk, as shown below.
Update an individual student
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Go to the Plans tab, select the student's name, then select Edit Candidate Personal Information.
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Enter the student's IBIS Personal Code and Candidate Session Number (without the IB School Code), then select Save Changes.
Bulk update by import
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Go to your IB year group's Plans roster and select Manage IBIS Personal Codes > Bulk Import.
Download the CSV template.
Fill in Candidate Session Numbers (without the IB School Code), IBIS Personal Codes and PINs. Include the required field: Student ID or Student Email.
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Upload the CSV file.
CSV file rules
You need a programme such as Microsoft Excel or OpenOffice Calc to complete the template.
- Save the file as Comma Separated Values (.csv) or CSV UTF-8 so special characters work.
- Keep the first row (the header row) and do not change it. Keep every column from the template, even if you only fill in the required fields.
- Empty columns do not overwrite existing data for a student.
- Content is case-sensitive and space-sensitive.
- Fill in every required field. A missing required field causes an error.
Bulk update manually
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Go to your IB year group's Plans roster and select Manage IBIS Personal Codes.
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Enter each student's IBIS Personal Code and Candidate Session Number (without the IB School Code), then select Save Changes.
What students see
Students can see their candidate session credentials in Year Group Manager > Plan.
Session number allocation
Candidates first get numbers in the order they are registered. If registration through ManageBac+ fails, no candidate numbers are assigned.
For example, if Student A registers successfully, Student B fails and Student C registers successfully, session numbers are assigned like this:
- Student A: 0001
- Student C: 0002
- Student B: 0003, once the error is resolved
Once the students' records are in IBIS, you can re-order session numbers by:
- Original registration order
- Candidate name
- Category (alphabetical) and candidate name
- Category (D, A, R, C) and candidate name
You can do this up until the registration deadline.
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