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Multi-Curricula & Non-IB Reports: Editing Report Card Templates & Publishing

The ManageBac+ Team
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The full reports workflow: enter grades, review data, build templates, generate reports and choose who can see them.

For admins running reports outside the IB programmes or across several programmes. Work through the stages below to collect grades, build a template, generate reports and manage them after release.

Screenshot: Insights menu open on Reporting, Generate Reports page with Proofing and Review, Templates and Reports History tabs
Where to find it: Insights > Reporting

At a glance

Stage What you do Where
1. Collect grades Teachers enter term grades and comments. You lock Gradebooks when ready. Gradebook > Term Grades, Settings > Academic Terms
2. Proof and review Check and edit grades, comments and reflections. Reporting > Proofing & Review
3. Design the template Set up sections and components, including Additional Programmes. Reporting > Templates
4. Preview and generate Choose term, template and years, check drafts, then generate. Generate Reports
5. View generated reports Find reports on student profiles and in Reports History. Student profile, Reports History
6. Update a report Regenerate one student's report after a grade change. Insights > Reporting > Generate Reports > Update Individual Reports
7. Hide reports and exclude Hide reports from students and parents, or leave out classes and students. Student profile, Manage Report Exclusions
8. Optional extras Term aliases, Community Engagement, reflections, multi-programme templates, student photos. Various
Generate Reports page for High School with programme, term, years, template and report title
Generate Reports page for High School with programme, term, years, template and report title.

The Generate Reports page is where you preview, draft and publish report cards.

How reports work: where the data comes from

Report cards pull information from Gradebooks, reflections, attendance and other configured report components. What appears on the final report depends on the academic data entered in ManageBac+ and on the structure of the selected template.

Before you generate reports, make sure grades, comments, reflections and any other components the template needs have been completed and reviewed.

Depending on your template, reports can also include reflections, attendance, Community Engagement data, signatures, badges, images, multi-programme class data and student photos.

1. Collect grades and comments

Enter grades and comments in Gradebooks

Report cards are integrated with class Gradebooks, so complete this before reports are reviewed or generated.

Term Grades tab in a class Gradebook with the grade, term average and comment for a student
Term Grades tab in a class Gradebook with the grade, term average and comment for a student.
  1. Open Term GradesTeachers go to Gradebook > Term Grades in each class.
  2. Add the commentEnter the Comment for the report, using the formatting options where needed.
  3. Add the gradeEnter the Grade that should appear on the report.
  4. Complete custom rubricsFill in any Custom Rubrics used for extra reporting fields such as predicted grade, effort or participation.

Lock or unlock Gradebooks

  1. Open Academic TermsGo to Settings > Academic Terms.
  2. Edit the termSelect the relevant programme and open Edit for the academic term.
    Academic Terms page for High School with an Edit button for each academic year
  3. Lock the GradebooksTick Restrict teachers from making any changes to the Term Grades.
    Edit Academic Year with Restrict teachers from making any changes to term grades, Enable Exam Grade and Set Alias for Report Cards
  4. SaveClick Save Changes. Untick the setting and save to unlock.

The same control is also at Reporting > Proofing & Review > Select Programme > Lock Term Gradebooks.

Proofing & Review header with the programme menu, Export Term Grades to Excel and Lock Term Gradebook
Proofing & Review header with the programme menu, Export Term Grades to Excel and Lock Term Gradebook.
📝 Note

Locking only restricts teachers. Administrators keep full editing access for proofing and review.

2. Proof and review grades

💡 Tip

Use Proofing & Review before you lock Gradebooks and again before you generate final reports.

  1. Open Proofing & ReviewGo to Insights > Reporting > Proofing & Review.
  2. Choose the programmeSelect the Academic Programme from the drop-down menu.
  3. Choose a viewChoose By Student to review one student across all classes, or By Subject to review many students by subject and class.
Proofing & Review with the By Subject, By Student and Reflections tabs and subject tiles
Proofing & Review with the By Subject, By Student and Reflections tabs and subject tiles.

Any edits made in Proofing & Review also update the matching class Gradebook data.

Review by student

  1. Choose the termSelect the Academic Term.
  2. Choose the advisorSelect the Homeroom Advisor.
  3. Choose the studentSelect the student.
  4. ReviewReview or edit grades and comments across the student's classes.
Proofing & Review By Student with one student open showing grade, average and comment for a class
Proofing & Review By Student with one student open showing grade, average and comment for a class.

Review by subject

Click By Subject and select the subject icon to filter the classes and students shown. This view helps you check consistency across many students in a subject.

Proofing & Review By Subject for Art with the Field Checker and each student grade and comment
Proofing & Review By Subject for Art with the Field Checker and each student grade and comment.

Review reflections

The Reflections tile shows which roles have added comments for each student, from students and staff. A green check means a reflection has been added. Review them before deciding whether to include them in the template.

Reflections tab in Proofing & Review showing which roles have added reflections for each student
Reflections tab in Proofing & Review showing which roles have added reflections for each student.

3. Design or edit your report template

Templates are built from sections, and each section holds components. Legacy PDF report content can usually be recreated by adding the right components to one or more sections.

Create or edit a template

  1. Open TemplatesGo to Insights > Reporting > Templates.
  2. Choose the programmeSelect the programme from the drop-down menu.
  3. Pick a starting pointChoose an existing template to edit, or click Add New Template or Add Template from Library. Library types are Progress Report, End of Term Report, Narrative Report, Core Report and Standard based Grading Report.
    Templates page with Report Resources, Add New Template and Add Template from Library
  4. Set up the templateSet the template name, type, background image, report purpose, sections, PDF settings and any Additional Programmes.
    Edit Template window with Template Settings: background, theme, title, Additional Programmes and type
  5. Add componentsAdd components to each section and configure them as needed.
    Template editor with Components and Customisation tabs, Add Component and a section preview
  6. Save as you goClick Save Changes or Save and Next after each adjustment.
💡 Tip

Save template changes often. If the report needs classes from more than one programme, set up Additional Programmes in the template first.

Which component to use

To show Use
Cover-style content Student Details, Report Details and Signatures
Letters or narrative content Text Box
Class grades, rubrics, tasks, attendance and teacher comments Assessment
Rubric explanations Assessment Explanation and Grade Descriptors
Programme-specific content Community Engagement (called Service Learning in some non-IB programmes), Project-based Learning, Reflections and other programme-specific components
Badges, signatures and images Report Resources (see below)
Add Component window, General tab: Report Details, Student Details, Homeroom Information, Heading, Reflections, Signatures, Badges and Image
Add Component window, General tab: Report Details, Student Details, Homeroom Information, Heading, Reflections, Signatures, Badges and Image.
Cover, details and letter components

Student Details and Report Details components offer different layout options for more customisation.

Student Details component options with the version list and fields including Student Photo
Student Details component options with the version list and fields including Student Photo.

Use Text Box components to add cover letters or other formatted narrative content to any section.

Text Box component with the rich text editor
Text Box component with the rich text editor.
Assessment display options

Assessment components can show class grades, rubrics, tasks, teacher comments, attendance and other assessment information.

You can show each class in its own table:

Assessment component options for class naming, class ordering, Separate Tables for each Class, teacher comments and attendance
Assessment component options for class naming, class ordering, Separate Tables for each Class, teacher comments and attendance.

You can include tasks assessed within the selected term:

Assessment component options for header, final grade, rubrics and tasks
Assessment component options for header, final grade, rubrics and tasks.

If students take classes across several programmes, add those programmes as Additional Programmes so their classes appear on the same report.

Edit Template window with the Additional Programmes field
Edit Template window with the Additional Programmes field.
Grade descriptors and attendance

Assessment Explanation and Grade Descriptors can be added as separate components.

Add Component window, Academics tab: Service Learning, Assessment, Assessment Explanation, Project-based Learning, Grade Descriptors and Units Covered
Add Component window, Academics tab: Service Learning, Assessment, Assessment Explanation, Project-based Learning, Grade Descriptors and Units Covered.

Attendance data can be shown through the Assessment, Homeroom Information or Student Details components.

Template editor Academics section preview with class grades, comments and attendance
Template editor Academics section preview with class grades, comments and attendance.

Report Resources: badges, signatures and images

Upload badges, signatures and images to Report Resources before you place those components in templates. Click Report Resources at the top of the Templates page. It has tabs for Badges, Signatures and Images.

Templates page with the Report Resources button at the top
Templates page with the Report Resources button at the top.

Uploaded items can then be added to report templates as components.

Report Resources page with Badges, Signatures and Images tabs
Report Resources page with Badges, Signatures and Images tabs.

4. Preview and generate reports

Choose your report settings

  1. Open Generate ReportsGo to Generate Reports.
  2. TermSelect the correct Term.
  3. TemplateSelect the Template.
  4. YearsChoose the relevant Years, or include non-IB grades if needed.
  5. TitleEnter the Title for the report run.
  6. Sort Order and file nameChoose the Sort Order and file name settings.
  7. Preparation DateSet the Preparation Date.
  8. Release and notificationsIf required, choose a Future Release Date and decide whether to Notify parents & students.
Generate Reports settings with preparation date, release date, notification options and the Preview, Generate Draft and Generate Reports buttons
Generate Reports settings with preparation date, release date, notification options and the Preview, Generate Draft and Generate Reports buttons.

Preview, draft and generate

  1. Preview one reportSelect Preview Individual Report to check a single student report.
  2. Create draftsSelect Generate Draft or Generate Draft with Zip to create bulk draft PDFs. Drafts are not stored on student profiles and are not visible to students or parents. You will find them in Reports History.
  3. Generate final reportsWhen ready, click Generate Reports. A consolidated PDF is also stored in Reports History.
💡 Tip

Preview at least one individual report before a bulk final run. Use drafts when testing a new template or checking a large report run.

📌 Good to know

Report generation jobs are processed one at a time and may take longer during busy reporting periods.

5. View generated reports

  1. One studentOpen the student profile and scroll to the Reports section. Generated report cards stay available there.
    Reports section of a student profile with downloadable report cards
  2. All reports from a runOpen Reports History. It stores both draft and final report jobs.
    Reports History page listing report runs with term, date and type
  3. Download in bulkOpen the three dot menu for the run and choose Download PDFs to download the individual student reports.
    Reports History three dot menu with Download PDFs, Download Term Grades ZIP and Delete

6. Update an individual report

  1. Open Update Individual ReportsAfter correcting the student's grade data, go to Insights > Reporting > Generate Reports > Update Individual Reports.
    Generate Reports page with the Update Individual Reports button
  2. Programme and termSelect the Programme and Academic Term.
  3. Student and reportSelect the student and the specific Report Card to update.
  4. Check itDownload the existing report if you want to confirm you have the right one.
  5. Update settingsSelect the Report Card Template, Report Title, Preparation Date and file name options.
    Update Individual Reports page with programme, term, student and report fields
  6. PreviewPreview the updated version.
  7. UpdateClick Update Individual Report to replace the report on the student profile.
⚠️ Warning

Updating a report replaces it on the student profile only. The consolidated PDF and transcripts are not updated. To print the new version, download it directly from the student profile.

Classes do not need to be unarchived to update a previous report card. Use the Previously Updated Reports tab to review and download updated report versions.

Previously Updated Reports tab listing updated report versions
Previously Updated Reports tab listing updated report versions.

7. Hide reports and exclude classes or students

Hide or unhide reports for students and parents

  1. Open the profileOpen the student profile.
  2. EditClick Edit Profile.
  3. Hide reportsUnder Additional Options, tick Hide Reports.
  4. SaveClick Save Changes.
Edit Profile, Additional Options with the Hide Reports checkbox
Edit Profile, Additional Options with the Hide Reports checkbox.

Administrators and teachers can still view hidden reports. Students and parents cannot access the Reports tab, and report notification emails are not sent. To unhide reports, untick the same setting and save again.

Export a list of students with hidden reports
  1. Open School DirectoryGo to Settings > School Directory.
  2. ExportUnder Exports in the right-hand panel, select Student & Parent Information.
    School Directory right-hand panel with Exports: Student & Parent Information
  3. Check the spreadsheetThe spreadsheet shows whether report hiding is enabled for each student.
    Screenshot: Student and Parent information spreadsheet

Manage report exclusions

Exclusions are available for reports that use the Multi Curricula report template.

  1. Open exclusionsGo to Insights > Reporting > Generate Reports > Manage Report Exclusions.
  2. Choose an optionPick Exclude Classes, Exclude Students or Exclude a Student from a Class.
  3. FilterSelect the programme, year and, where needed, the student.
  4. ExcludeTick the Exclude checkbox for each record.
  5. SaveClick Save Changes.
Screenshots of each exclusion option

Exclude Classes from a report run:

Manage Report Exclusions, Exclude Classes tab with an Exclude checkbox for each class
Manage Report Exclusions, Exclude Classes tab with an Exclude checkbox for each class.

Use Show Only Excluded Classes at the top of the page to review classes already marked as excluded.

Exclude Students from a report run:

Manage Report Exclusions, Exclude Students tab
Manage Report Exclusions, Exclude Students tab.

Exclude a Student from a Class without excluding the whole student or class:

Manage Report Exclusions, Exclude a Student from a Class tab with one student selected
Manage Report Exclusions, Exclude a Student from a Class tab with one student selected.

8. Optional extras

Use these when your school needs them.

Show a custom term name on reports (term alias)

Set a report alias via Settings > Academic Terms > Edit Academic Year if the term name on reports needs to differ from the system term name. The alias appears only on reports.

Edit Academic Year with the Set Alias for Report Cards option
Edit Academic Year with the Set Alias for Report Cards option.
Enable and report Community Engagement assessment

Enable the rubric

  1. Open assessment modelsGo to Settings > [Programme] > Assessment > Assessment Models > Term.
  2. Enable SLTick the SL option to enable the Community Engagement rubric.
  3. Edit if neededOpen the SL tile and use the blue pencil icon to edit rubric values or descriptors.
  4. SaveClick Save Changes.
    Screenshot: Settings > [Programme] > Assessment > Assessment Models > Term

Enter marks and comments

  1. Open the SL rosterGo to Year Groups > Select Year Group > SL.
  2. Submit gradesClick Submit Term Grades.
  3. Enter detailsEnter marks and narrative comments for each student.
    Screenshot: Year Groups > Select Year Group > SL. Click Submit Term Grades

Show on reports: open Reports > Templates > Select Template > Community Engagement and enable the options you need.

Screenshot: Reports > Templates > Select Template > Community Engagement
Reports > Templates > Select Template > Community Engagement.
Add term reflections to reports
  1. Enable questionsGo to Settings > Select Academic Programme > Reflections and enable the term reflection questions.
    Reflections settings with a question for each year level
  2. Students respondStudents answer through Profile > Reflections.
    Reflections section of a student profile with the term goal and reflection
  3. Show on reportsAdd the reflections component in Reports > Templates > Select Template > Reflections.
    Add Component window with the Reflections component
📝 Note

Term goals are view-only in student profiles and cannot be shown on reports. Only reflection question responses can be shown.

Create multi-programme report templates

This lets students assigned to one year group have classes from other programmes on the same report, where relevant.

  1. Open the templateOpen Reporting and select the template to edit, or create a new one.
  2. Open settingsGo to the template settings.
  3. Add programmesAdd the Additional Programmes you need.
  4. SaveSave the template.
    Edit Template window with the Additional Programmes field
Display student photos on reports
  1. Upload photosBulk upload student profile photos via Settings > Import Manager > Students > Import Student Photos. Upload a zip file where each photo file name matches the student ID exactly, or images will be missing.
    Import Student Photos page with formatting and upload steps
  2. Check the formatUse PNG, JPEG or GIF, ideally 300 by 300 pixels and under 1 MB.
  3. Turn photos onOpen the report template, edit the Student Details component and tick Student Photo.
    Student Details component with the Student Photo option
🔗 See also

Related to

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