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Reports Quick Start Guide (PYP)


Review the topics on this page to familiarize yourself with how report cards are generated on ManageBac:

  1. How teachers enter grades & comments into Gradebooks
  2. How to lock / unlock gradebooks
  3. Designing Report Templates
  4. Previewing & Generating Reports

How teachers enter grades & comments into Gradebooks


Report cards are integrated with class gradebooks, so the first step to generating reports is to have teachers enter grades and comments in their class Gradebooks. This can be done for both the Programme of Inquiry, and for Specialist Subjects. 

Teachers will need to navigate to the Gradebook > Term Grades tab to input term grades and comments. Click here for a teacher tutorial on submitting term grades. 

Reference (see screenshot):

  1. Comment: teacher comment
  2. Criteria: Custom criteria to assess students can be added via Settings > Primary Years > Criteria
  3. Individual Subjects: Students can be assessed under the Programme of Inquiry, and also subject by subject. Click on a subject to assess it in detail, as customised by the PYP Coordinator. 

How to lock / unlock gradebooks

Admins can lock and unlock gradebooks on by programme & academic term, this ensures grades are not changed after a certain date before reports are generated.

Logged in as an admin, navigate to Settings > Academic Terms.

1. Select your programme

2. Tick Restrict teachers from making any changes to term grades

3. Save Changes

Designing Report Templates

Once grades have been submitted by teachers, the next step is to build your Report Card Template to configure the look & feel of your report cards.

Navigate to Generate Reports. By default, a set of report templates will be built-in to your ManageBac account under each programme tab. You can customize these report templates and create new ones by clicking Edit Template besides the Report Template dropdown menu, or click Manage Templates to create a new template.

Configure each one of the tabs below to design your report:

Overview

The Overview tab is the first page of your template, where you can name your template and customise the general layout of your report, enabling various sections & dragging sections around to reorder the sequence (see section descriptors below):

  1. Cover Sheet: displays key report & student details together with an optional letter to families and signatures of your Head of school, IB Coordinator and Advisor.
  2. Letter: provides an opportunity to communicate school news to families.
  3. IB Learner Profile: shows the IB learner profiles, this is only available on IB Diploma, Middle Years & Primary Years report templates.
  4. Transdisciplinary Skills: Adds any assessed skills from the gradebook into the report card.
  5. Summary of Achievement: displays the academic results for the past term together with Advisor comments.
  6. Attitudes: Adds any assessed attitudes from the gradebook into the report card.
  7. Learning Goals: Adds any learning goals written in the student Portfolio into the report card.
  8. Grade Descriptors: allows you to display assessment rubric descriptors or enable an additional Assessment Explanation page to further expound on how students are assessed.
  9. PS Class Reports: Adds any non-IB primary school classes onto the report card.
  10. Page Setup: allows you to choose the page size, orientation and indicate whether or not to show page numbers.

Remember to click Save Changes at the bottom of the page.

Cover Sheet

Select the Cover Sheet tab to configure what will appear on the cover page of your reports. Here you can define the student fields to include and add report signatures (such as your Head of School or Academic Coordinator).

Please click here for a tutorial on how to Display Student Photos on the Cover Sheet of Report Cards.

Remember to Save Changes.

Letter

On the Letter tab, you have the option to write a letter to the parents/guardians. The letter can be written using plan text or HTML. For HTML, select the HTML radio option and copy-paste your HTML text into the letter text box.

Click Preview Report on the right side to review how the letter will appear on the PDF report.

Remember to Save Changes.

Summary

The Summary tab is used to show a summary of achievement from all classes within a given programme, including 'general' rubrics assessments.

  1. Summary Section Title: allows you to configure the title of this page (e.g. 'Summary of Achievement')
  2. Grades Rubrics Section: Label any custom rubrics with your preferred title
  3. Units of Inquiry: Add the assessed units of inquiry to the report card. You can customise how much detail is included here.
  4. Assessed Subjects: Add any assessed subjects to the report card from the gradebook.
  5. Rubrics and Options: Include any custom rubrics added via Settings > Primary Years > Rubrics and Options
  6. Advisor Comments: these are the student's Homeroom Advisor (i.e. tutor) comments.

Note that the summary tab may show different items based on the academic programme - see below for further guidance on how to set up the summary tab for your programme:

PS Class Reports

The PS Class Reports option will add any non-IB Primary School classes the student is enrolled in to their report card. This section can be customised to include a class description, final and exam grades, custom rubrics, attendance, and teacher comments.

Grade Descriptors / Assessment

Depending on your academic programme, this may be called the Assessment tab or the Grade Descriptors tab.

These fields are completely customisable so you can use them to add any other additional information.

Once completed, click Save Changes at the bottom of the page.

Attendance

If your school subscribes to the ManageBac Attendance Module, attendance data can also be added to Reports Templates by selecting the Attendance tab.

You can then choose which data you wish to include. Attendance can be shown for Classes or Homeroom. Data will show based on the Academic Term dates or for the whole school year if Show yearly attendance is enabled. Homeroom attendance can be displayed on the Cover Sheet or Summary of Achievement.

To preview accurate versions of the final reports, navigate back to Reports. Click either Preview Individual Report or Generate Draft. These buttons generate PDFs that are not stored on ManageBac.

Additional Programmes

If students are enrolled in classes outside their programme, select the Additional Programmes tab to include additional programmes when exporting reports.

  1. Enable the additional programmes you wish to include on the report.
  2. Select a subtemplate for any additional programme. Click the + or pencil icons to add / edit templates.
  3. Click Save Changes at the bottom of the page.

Click here for a tutorial on configuring Subtemplates and generating multi-programme reports.

 

Previewing & Generating Reports

Next, preview your reports before actually generating.

First, please confirm the following:

  1. Term: Select a term with the correct grade data.
  2. Template: Ensure that your selected template includes your desired information and excludes other information. You can easily adjust your template by clicking Edit Template, and you can have an unlimited number of templates.

  3. Years: Choose to generate reports for all year levels at once, or specify which years will have reports generated. (This setup allows you, for instance, to generate reports for Grade 11 using one report template, and then generate for Grade 12 using another template.) If you would like to include non-IB grades, tick the checkbox and specify the term.
  4. Next, give your report a Title (e.g. First Semester Report).
  5. Indicate the Preparation Date.
  6. Choose your Sort Order.
  7. Indicate whether you would like parents and students to receive email notifications. You can also send email notifications at a later time by clicking Send report notification e-mails.

For Multi-Programme Reports

To generate Multi-Programme reports to show classes from multiple programmes on the same report (e.g. DP & HS classes, DP & CP classes, IGCSE & MS classes, etc.), please follow these additional steps:

1. Template: Ensure that your selected template includes the additional programmes you want to add to your reports.

2.Term: For each additional programme, select a term with the correct grade data

3.Years: For each additional programme, choose to generate reports for all year levels at once, or specify which years will have reports generated.

Previewing Report Cards

Preview Individual Reports: Click this option to view an individual student report. This is a quick & easy way to see what report cards will actually look like.

Generate Draft: Click this option to bulk generate Draft reports for all students & classes in the year levels selected. Drafts can be found via the Reports History tab from the left menu.

Generating Report Cards

Once confident that reports are ready, click the green Generate Reports button. A full PDF will also be generated and stored as a master copy in the list in the Reports History tab.

Note that reports are generated one at a time. Each report job may take up to 60 minutes, depending the number of students you are generating for and the time of year (Dec and May are busy reports seasons!).

Viewing Individual Student Reports


To view an individual report, navigate to the student’s profile and click Reports.

The report card is available via PDF for parents, students, and teachers to view, and stays with the student profile for as long as the student has a ManageBac account.

Reports History

Navigate to Reports History to download a zip file of all reports jobs (actual & draft). We provide each student’s report as an individual file.

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