Please note this guide outlines steps after you've transitioned your account. For steps on how to transition your account to the next academic year, please see here.
Congratulations on completing your account transition!
Don't worry if you skipped some of the steps along the way, they are not all mandatory, and can be completed at different times of the year. As long as you have completed the essential Transitioning to the Next Academic Year step, your account should be in a great condition.
Skip steps not relevant to your school, such as for integrations or services you don't subscribe to.
- Review Permissions & Access Rights
A. Grant Staff Permissions/ B. Lock Profiles/ C. Lock Classes/ D. Custom Portfolio rights
- Final New Academic Year Checks
A. Review Password Restrictions/ B. Add Announcements/ C. Set Theme & Home default/ D. Add access link on your school public website/ E. Import Unit Stream & Lessons
- Opening to your Community!
A. Upload Handbooks/ B. Run Introduction Sessions/ C. Install Mobile Access
Step 1. Review Permissions & Access Rights
1A. Grant Staff Permissions
Default Permissions: We recommend making default permissions more restrictive so that account set-up permissions are only given to a few teachers/admins. The above screenshot outlines the recommended default permissions levels.
Set Teacher Permission Levels in Bulk or Individually
Here you can customise individual teachers' access permissions:
- Attendance Manager: Provides access to edit all attendance data across the entire account.
- Import Users: Provides access to import new users (students, teachers, parents).
- Class Management:
'Full access' provides access to set up classes in bulk, across all programmes, including adding, archiving, locking and assigning users to them.
'Add New Class' provides access to create classes and will exclude all the other Admin options.
- Activity Groups:'Full Access will provide users with all options located in the right navigational menu of the Groups Roster, including bulk assign advisors, lock groups, add new group, bulk archive groups etc. 'Add New Group' will only allow users to create groups and will exclude all the other Admin options. 'None' will not allow teachers to access any Admin permissions relating to Groups.
'Full access' provides access to edit grades across the entire account and generate report cards.
'Proofing and Review' provides access to the Proofing & Review page where users can view and edit term grades. Also, allows teachers to view student reports via the Student Profile > Reports page.
- Student Directory:
'Full Access' provides access to create, edit, archive and delete student profiles across the entire account. It also provides full access to student worksheets in the Year Groups.
'Read-only' provides access to student profiles and read-only access to the student list in School Directory.
- Engagement Analytics: 'Full Access' allows teachers to view all student engagement across the school. 'Class Members and Homeroom' allows teachers to view student engagement for only students assigned to their homerooms and classes.
- Academics: Provides access to academic programme settings, via Settings > Academics.
1B. Lock User Profiles
Lock or Unlock Student and Parent Profiles via Settings > Permissions, Security & Privacy. This will restrict Students and/or Parents from changing all fields in their profile, such as Name, Email and Avatar. Please note, users will still be able to change their password to log-in.
If you have ManageBac integrated with a source of data such as MIS/SIS, it is highly recommended to lock profiles, so as to not accidentally override synced data.
1C. Lock Classes
Class memberships can be locked for students, teachers, none or full (both students and teachers). If you have bulk assigned users to classes, and do not wish for them to change, you may wish to consider locking classes. If you prefer to allow users to find their class allotments on their own, unlock classes.
When a class is locked:
- A user in the class will be unable to leave it
- A user not in the class will be unable to join it
Lock Classes in Bulk via Classes > See all classes > Lock Classes
Under the relevant tab, for Full (both Teachers & Students), Teachers or Students, you can select individual classes, all classes or no classes (to bulk unlock).
First select how you would like to Lock memberships, by Full, Teachers only or Students only. Then select the Classes individually or with Select All. After selecting classes, Save Changes at the bottom of the page.
Please note, if a class is Locked for Teachers ( Teachers only or Full), the member teachers of the class would not be able to access the Edit Class Settings page of that respective class.
1D. Custom Portfolio Rights
Students & Parents can be given access permissions to contribute the student's portfolio, and develop further engagement with the student's learning journey. These permission settings are controlled via Settings > Select Academic Programme > Portfolio > Access & Permissions.
Students can access and add to their Portfolio via the left-hand menu > Portfolio. Students are only able to view content from their own portfolios.
- Ability to post on their Timeline. Set and complete Goals, as well as add Reflections.
- Ability to upload and edit their Portfolio submissions (Photos, Files, Video, Website)
- Ability to add likes and comments to Timeline items.
Parents can access and engage with their children's portfolio via the left-hand menu > Portfolio. Parents are only able to view content from their own children's portfolios.
- Ability to leave comments and likes on the Timeline.
- View only permissions without the ability to edit content or set Goals and post Reflection to the Timeline.
Step 2. Final New Academic Year Checks
2A. Review Password Restrictions
For security purposes, the default password requirements ask users to create strong passwords. These requirements can be relaxed, however, for students and/or parents if necessary.
Please note that if you choose to allow weak password requirements, security risks will be higher and we do not recommend this.
Via Settings > Security & Permissions
Navigate to Settings > Security & Permission to relax password requirements for students and/or parents. Weak passwords require a minimum of 6 characters.
2B. Add Welcome Announcements
To make a nice greeting for your users, we recommend to add Year Group and Class overview announcements. These act like pinned notes, and will be highlighted to Students & Parents when they access the page. Add a greeting, link to important resources or add a personal touch!
- Add Year Group via the Year Group > Overview > Edit Year Group Settings.
- Add to a Class via the Class > Overview > Edit Class Settings.
2C. Set Theme & Home Default
Admins are able to set the Brand Customisations to tailor the account to align with the schools branding. This can be done by navigating to Settings > School Settings > Brand Customisation. Here you can set the default Landing Page, Themes, Wallpaper and Login Background for your school community.
Please note that these options can be tailored by each individual user. For more information, see: Customising your Landing Page and Home Menu
2D. Add a link to your ManageBac account on your school's website
To make finding your school's ManageBac account easy, we recommend to add a link or button from your schools public website, to direct Students, Parents & Teachers to your specific schools ManageBac website. This will require the support of your school's Website Manager.
Note, if users get lost, they can also use the Find My School link and enter their ManageBac email address.
2E. Have Teachers review their Unit Stream, Lesson & Resources
Teachers may also want to have the streams and lesson plans from previous year's unit planners available in their new classes. This can be done by the teachers/authors of each unit.
Note: Resources added to each unit under the Unit Planner's 'Stream & Resource' tab will stay with the unit when it's carried over into the next academic year. However, the stream (i.e. the order in which those resources appear) and any lesson plans are set on a class-by-class basis.
In your new class, click into the unit's Stream & Resource tab and click Import from ResourceBank.
Next, via the My School tab, select which unit you wish to import resources from:
Next, select the Lesson Experiences (i.e. lesson plans) that you wish to import resources from. Note that while unit plans may share across multiple classes, the lesson plans are different from class to class - this means you can choose which class you wish to import Lesson Experiences from (see below):
And finally, choose which resources you wish to import from the selected lesson experience. You can select All or select resources individually. Click or .
Step 3. Opening to your Community!
3A. Upload Handbooks
Academic Guides provide relevant information that the school wishes to share with its students. Admins can add guides via Settings > Select Programme > Guides.
Via the service learning (CAS/SA/SL), core (EE, TOK) or project-based learning tabs (PP/CP/PBL), you can upload relevant guides, as well as customize guidance for your students.
Via the Handbooks tab, you can additionally upload programme generic handbooks (Diploma, Middle Years etc) as well as for Parents.
To upload your handbook, click Choose File under the relevant heading. Select the handbook from your computer and upload it. To replace a pre-existing handbook, click Update, or click the rubbish bin icon to Delete it. Once you have finished choosing your handbooks, click Save Changes at the bottom of the page.
Note: Supported file types include Word or PDF documents.
3B. Run Intro Sessions
We suggest planning for ManageBac intro days (or nights) sometime during the start of your academic year. This can ensure all users know how your school plans to use ManageBac, what expectations there are for what will be found in ManageBac or any other systems your school is using, and how to navigate the platform.
3C. Install the Mobile App
ManageBac features mobile apps for both Apple iOS and Android. Please download them from the relevant mobile stores. We recommend including this in an announcement for your school, so Students, Parents & Teachers can all ManageBac on the go!
If you wish to have your account manager review your school's account, please navigate to Settings > Services Manager, where you will find your account manager details on the right-hand side. Reach out to them with the email title "Account Transition Review" and they will be in touch shortly, to confirm the status of your account and any best-practice advice.
If you have questions on any of the steps in this guide, feel free to submit a support request to the ManageBac Support team.
New User Training Options
Administrators can book in 1-1 trainings on handling your ManageBac account, or arrange for group teacher training sessions to become familiar with ManageBac. Training sessions are free and available to book within 24hr notice.
Join a Training Academy
For those looking to progress to a Certified Educator or interest in being a Community Ambassador, we recommend joining a ManageBac Training Academy, which serves as an entry point to these new initiatives in 2022.