Help Tutorials, Quickstart Guides and Resources to help you make the most of ManageBac.
Transitioning your ManageBac account from one academic year to the next is crucial to maintaining the integrity of your data & keeping your account up to date. This will help to ensure Teachers and Students see the correct classes and rosters year to year.
Schools with OpenApply-ManageBac sync should first generate reports on ManageBac, then transition OpenApply before completing the remaining steps below.
Units automatically carry over from one year to the next and populate to classes by subject & year level (e.g. MYP 5 Design units from last year will appear in next year's MYP 5 Design classes), transitioning or archiving classes will not result in a loss of units.
We recommend exporting all unit plans to PDF at the end of each year so that you have a carbon copy of what was taught each year. This is especially helpful to provide your curriculum organisation (e.g. the IBO) upon 5-year evaluation.
Navigate to Curriculum > Select the programme > click Bulk Generate PDF Planners.
PDF Planners can be generated in bulk by subject, and can include reflections from previous years. We recommend to generate for every subject and save the Zip file outside of ManageBac.
On the PYP Legacy UI, this is done via Inquiry > Bulk Generate PDF Planners. All planners across all grade levels will be generated to PDF & stored in a Zip file.
Download this file and save outside of ManageBac.
Next, set up your new Academic Years for each programme at the school. Navigate to Settings > Academic Terms > Select your Programme > click Configure New Academic Year.
Set your term start & end dates, ensuring that dates do not overlap. Terms dates are used to group deadlines and grades within each class. It's recommended that these dates are set to be continuous (i.e. they should be inclusive of your school holidays in order to avoid gaps between terms).
Be sure to set up your academic term dates for each academic programme used at the school (e.g. Diploma, High School, IGCSEs, Primary School, etc.).
Complete this step only after all report cards have been generated for the previous academic year.
The next step is to manage your students for next year. This includes archiving graduated year groups, moving year groups up a grade level, archiving individual students who are not returning & importing any new students. Complete this in the following order:
Via the Homepage, navigate to Year Groups > See all Year Groups > Transition Years.
Transition the year groups for each programme, starting with the highest programme (e.g. IB Diploma). Archive the graduating year groups who are leaving the school and move lower year groups up a year level.
Click Save Changes to transition. Repeat steps 2 - 4 for each programme.
Note: only archive graduating year groups who are not returning. Year groups moving from one programme to another (e.g. MYP5 to DP1) should be moved up a year level (see below)
The screenshot above shows how to transition year groups continuing onto another programme. For example, MYP 5 moving from IB Middle Years to Diploma.
If your school has OpenApply-ManageBac Sync enabled, skip this step as new students will sync from OpenApply to ManageBac, while students marked as withdrawn will be archived on ManageBac.
Finally, create student accounts for incoming new students. See our tutorials on how to add students via Bulk Import or Individually:
The next step is to transition your classes for each programme & subject. ManageBac is designed so that all classes have a set duration as they are linked to academic terms and archived once completed. ManageBac supports the following 4 transition types:
It is possible to use certain transition types for some classes but not for others. Please watch our video tutorial & review the steps below to better understand which type is best to transition the classes at your school.
This option can be used to bulk archive classes and recreate classes from scratch.
Scenarios where you may wish to bulk archive all classes and start from fresh:
Navigate to Classes > See all classes > Manage Classes:
Repeat steps 1-3 with the next academic programme.
After archiving classes, new classes will need to be created via Classes > Show all Classes > Import Classes. See our tutorial here on creating classes via Bulk Import:
This option archives existing classes to preserve historical data, and creates a new version of each class one grade level higher. This option is best used for Non-DP and Non-IGCSE classes that will continue with the same students next year.
Example: A two-year High School Biology class may choose to duplicate messages, files, and class settings from Year 1 to Year 2. Archiving and duplicating into the next grade will archive all Year 1 class data and create a new class of the same subject a grade level higher, with the option to carry over messages, files & students from the Year 1 to Year 2 class.
First archive the highest level classes of the programme via Classes > See all Classes > Manage Classes.
Next, transition lower level classes by navigating to Classes > See all Classes > Transition Classes:
Repeat these steps for each subject within the programme.
This option archives your existing classes to preserve historical data, and creates a new version of each class in the same grade level. This is the quickest way to copy this year's classes into next year and is best used for programmes where the classes offered in each year level are roughly the same every year.
Example: If last year's MYP Design Grade 9 classes are offered again in Grade 9 next year, archiving and duplicating the class will allow you to archive the old class & create a copy keeping the messages, files and class settings the same.
In this option, you do not have to create any new classes if you are happy with your current class structure, since all selected classes will be duplicated into their existing grade levels.
Navigate to Classes > See all Classes > Transition Classes.
Repeat these steps for each subject via the Subject dropdown.
This option is for two-year classes, where class rosters remain the same from year 1 to year 2, which is often the case for Diploma & IGCSE Year 1 classes transitioning into Year 2.
Example: If DP English Language & Literature is a two-year course, the class should not be archived after the first year. Use 'Transition Classes to the Next Year' to move classes up a year level, ensuring all student work & class data stays with the class as it moves.
First, archive the DP-2 and IGCSE-2 classes from last year as these classes have finished. Bulk archive classes via Classes > See all Classes > Manage Classes.
How to resolve error messages:
Class ID has already been taken: Appears if another class (active or archived) has the same class ID. Remove or update the class ID so it is unique and try again.
Class Terms must be in the same or following Year: Edit the class terms to start & end within the previous or next academic year.
Navigate to Classes > See all Classes
Navigate to Classes > See all Classes > Transition Classes to transition the lower level classes up a year level.
Repeat these steps for each subject.
The last step to transition 2-year programmes is to create new Year-1 classes.
4. Add or remove classes as needed to match the set up for the incoming Year-1 classes. Be sure that all required fields are added: Year, Subject Group, Subject, Level. Class ID is not required but is strongly recommended.
5. Once all class data has been added, save the file as CSV format and upload via the Import Classes page.
Navigate to Classes > See all Classes > click Bulk Assign Students
Download our CSV template, completing the CSV with the required fields to assign students to classes:
Save the file as CSV format and upload. Then choose to either Bulk assign, adding students to existing rosters, or Bulk assign and remove, replacing any existing class rosters.
When transitioning to the next year, the most common option is to Bulk assign as you are adding students to newly created classes for the new year.
The final step is to set up class & homeroom attendance - this step is only necessary for schools using ManageBac for Attendance.
Assign Homeroom Advisors to students via Year Groups > See all Year Groups > Bulk Assign Students.
This step is necessary if Homeroom advisors for students have changed from last year to this year, or if there are students who are not yet assigned to a Homeroom Advisor.
Download our CSV template and complete with the required fields to assign students to Homeroom Advisors:
Save the file as CSV format and upload by clicking Bulk assign. This will bulk assign Homeroom Advisors to students, allowing them to easily keep track of their students via the Homeroom tab. See here for further guidance.
Note that class timetables do not need to be set up for programmes where you are only tracking Homeroom Attendance. For example, if you are taking class attendance in your secondary school, but homeroom attendance only in primary school, you can skip this step for primary school.
Bulk import is the fastest method to set up class timetables and can be done via Classes > See all Classes > Import Timetable.
If you need any assistance with any of the above imports or have any questions about the best transition options for your school, please email us at email@example.com and we will be happy to help.
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