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Account Management

Admin Console

All account management operations are performed in your online Admin Console. This includes modifying subscriptions, adding/removing user access, adding/removing administrators, updating billing information, and more. Only Macabacus account administrators can sign into the Admin Console; end users can sign into the Admin Console only if they are also designated as administrators (which is normally the case for single user accounts).

If you did not purchase your Macabacus licenses using our online checkout, then some Admin Console functionality described in this section may be not be available to you.

Subscription Management

Add / Remove Seats

To add seats (licenses) to or remove seats from a subscription plan:

  1. Select the Account tab in your Admin Console.
  2. Expand the subscription you want to modify by clicking its button.
  3. Specify the new number of total desired seats in the Seats field. For example, if you have 5 existing seats and want to add 2 more, enter 7 in this field.
  4. Click the Save Changes button.

After adding a new seat to your subscription, assign a user to that seat so he/she can activate and use Macabacus software. If your billing information on file is no longer valid, you must update it before adding new seats.

New seats are co-termed with existing seats in the subscription plan for billing purposes. Accordingly, the amount immediately charged to your payment method on file is prorated for the time remaining in the current billing cycle. When you remove seats by decreasing the seat quantity, the change takes effect at the end of the current billing cycle and no partial refund is issued.

Upgrade / Downgrade a Subscription

To switch from a Pro plan to a Suite plan, or vice versa:

  1. Select the Account tab in your Admin Console.
  2. Expand the subscription you want to modify by clicking its button.
  3. Select the new subscription plan in the Plan field.
  4. Click the Save Changes button.

After upgrading your subscription from Pro to Suite in the Admin Console, you must restart PowerPoint and Word for the Macabacus tabs to appear in those applications. If you are using an older version of Macabacus that supports sign-in authentication, sign out of and then back into Macabacus using the Sign Out and Sign In buttons on the Macabacus tab in Excel, then restart PowerPoint/Word.

Plan upgrades take effect immediately, with any amount due charged to the payment method on file. For example, if you upgrade your annual Pro plan to an annual Suite plan, you will be immediately charged a prorated amount based on the time remaining in the current billing cycle. If your billing information on file is no longer valid, you must update it before upgrading your subscription.

Conversely, if you downgrade your subscription plan from Suite to Pro, the change will take effect at the end of the current billing cycle. Similarly, if you downgrade your annual Suite plan to a monthly Suite plan, the change will take effect at the end of the current billing cycle. Partial refund are not issued for downgrades.

Add a Subscription

To add a new subscription to your account:

  1. Select the Account tab in your Admin Console.
  2. Click the Manage Billing button and update your billing information, if necessary.
  3. Click the Add button on the Account tab.

You can add a single Pro subscription plan to an account that already has a Suite plan, or vice versa. However, the Admin Console limits you to one of each subscription plan. For example, if you already have a Pro plan with annual billing, then you can add any Suite plan or a Pro plan with monthly billing to your account, but not another Pro plan with annual billing. Each subscription plan in your account supports multiple seats (licenses), refer to the section above if you are simply trying to add a seat to support a new user.

Interns and temporary employees

If you have interns or other temporary employees who require access to Macabacus, and you have an annual Pro or Suite subscription, you can add a temporary, monthly subscription to accommodate those users. When the temporary employees depart, you can remove their access and cancel your monthly subscription.

As discussed above, when seats are added to an existing subscription, billing for the incremental seats is co-termed with existing seats. However, if you purchase a new subscription plan, it will not be co-termed with other subscriptions in your account.

Cancel a Subscription

To cancel a subscription:

  1. Select the Account tab in your Admin Console.
  2. Expand the subscription you want to cancel by clicking its button.
  3. Click the Turn Off Renewal button.

A subscription may be canceled at any time. Canceling a subscription only prevents it from renewing automatically at the end of your billing cycle, and does not prevent you from using Macabacus through the end of your billing cycle. Canceled subscriptions may be reactivated on the Account tab in the Admin Console by clicking the Reactivate button, provided they have not already expired. Partial refunds are not issued for cancellations.

Expired Subscriptions

If your subscription does not renew automatically at the end of your billing cycle, either because you previously canceled it or because we were unable to process your payment, it will expire. Once expired, your subscription cannot be reactivated, and you must purchase a new subscription as described above. If any users listed on the Access tab in your Admin Console are linked to the expired subscription, you must relink them to the new subscription as follows:

  1. Select the Access tab in your Admin Console.
  2. Expand the user row you want to modify by clicking its button.
  3. Select the new subscription plan in the Subscription field.
  4. Click the Save Changes button.

End User Management

Add Users

To add a new end user:

  1. Select the Access tab in your Admin Console.
  2. Click the Add button.
  3. To add a single user, enter the user's information on the Single User tab. To add multiple users, select the Bulk Add tab and paste a list of names and email addresses in an Outlook-style address field format.
  4. If you have multiple subscriptions, select the subscription to which you want to grant the new user(s) access.
  5. To send a welcome email with activation instructions to new users (recommended), check the "Send welcome email" box.
  6. Click the Save button.

You can only add as many users as you have seats available (unused licenses). If you forgot to send a welcome email when adding a new user, you can do so anytime thereafter by clicking the Send Invite button in the user's expanded record.

Remove Users

To remove a single user, click the button on the user's record on the Access tab in your Admin Console. To remove multiple users, check the boxes next to the desired users and select "Remove selected users" from the Actions menu. Removing a user frees up a "seat," but does not reduce the number of authorized seats in the subscription or otherwise impact your subscription/billing.

Transferring Licenses

Switching Computers

If you change computers or are assigned a new Windows user account, for example, you can deauthorize an old Windows user account associated with your email address or deactivate an old computer associated with your legacy activation code. To do so:

  1. Select the Access tab in your Admin Console.
  2. Expand the user row by clicking its button.
  3. Click the button next to the Windows account or computer, as applicable, you want to remove.

Employee Turnover

If an employee leaves your company, sign into the Admin Console and remove that employee's access. Doing so frees up a seat on your subscription that can be reassigned to a new employee.


Macabacus account administrators, listed and managed on the Admins tab in your Admin Console, are responsible for managing subscriptions and/or provisioning end users. They can access the Admin Console, but can only activate or sign into Macabacus software if they are also designated as end users on the Access tab (as would generally be the case with single-user, or individual, accounts).

When a new Macabacus account is created, the customer—either the person who completed the online checkout or the person who submitted the purchase order—is automatically designated as the sole administrator with unrestricted administrative access. You can add additional administrators to the account free of charge, as admins do not occupy seats in your subscription.

Enterprise Considerations

For organizations with multiple users, designate at least two or three account administrators for redundancy. Admins should generally be IT, purchasing/procurement, training, and/or presentation technologies professionals. Be sure to remove admins who no longer work for your company immediately.

Admin Roles

Macabacus account admins can be designated as either an "Account Manager" or a "Software Coordinator." Account Managers are unrestricted and can perform all account management operations, while Software Coordinators can do everything except:

  • View/modify billing information;
  • Edit subscriptions, including plan and number of seats (licenses); and
  • Add/remove other administrators.

Software Resellers

Initial Purchase

Purchasing & Fulfillment

You can purchase Macabacus for your customer using our online checkout (recommended), or by emailing a purchase order to If you submit a purchase order, include your credit card information in the order. We do not require purchase orders, and may direct you to complete the purchase via our online checkout instead (particularly for low-volume orders).

Email Address

The reseller email address you provide when purchasing Macabacus is used to access your Admin Console for account management. We recommend providing an email address in the format [customer]@[reseller].com. If you instead supply an employee email address, such as [first].[last]@[reseller].com, that employee will be unable to place orders for other customers because his/her email address is already associated with another Macabacus account.

Using a customer-specific email address also lets multiple employees monitor that email account, which provides continuity and better service to your customer when an employee leaves your company, for example.

Orders are fulfilled when the financial transaction is completed—immediately, for orders placed online, and within 48 hours, typically, for purchase orders. Your automatically generated invoice is confirmation that the order was fulfilled. Once your order is fulfilled, all further account management described on this page is the reseller's and customer's responsibility.


Macabacus is not traditional box software that some resellers are accustomed to working with. It does not ship to your customer, there are no tracking numbers, no activation keys are sent to your customer, and simply placing the order does not satisfy your obligation to your customer.

Account Setup

When you purchase Macabacus for your customer, a Macabacus account is created for you when the order is fulfilled. This account is in the reseller's name—not your customer's—and you are the sole administrator for this account. Once your purchase is confirmed, you must sign into your Admin Console and either:

  • Designate at least one person in your customer's organization as a Software Coordinator who will configure end user access, or
  • Configure end user access yourself.

We strongly recommend the former option so that you, the reseller, are not burdened with periodic account maintenance such as adding/removing end users. Software Coordinators do not have access to the reseller's billing information, or the ability to make changes to the subscription. Since Software Coordinators also cannot add other administrators to the account, ask your customer whether any additional Software Coordinators are required (accounts with multiple users should designate two or three internal administrators for redundancy).

Using the Software

Once administrator and end user access has been configured in your Admin Console, have your customer download Macabacus software from our downloads page or within your Admin Console. End users can activate the software as described above.

Loss of Access

When your customer installs and runs Macabacus for the first time, a 30-day trial begins automatically (unless end user access has been granted as described above). Your customer may think it has activated the software when, in fact, the software is in trial mode. Accordingly, if a user's trial ends and that user has not been granted access as described above, your customer may contact you to learn why it can no longer use the software.

Subsequent Purchases

If your customer already has a Macabacus subscription and requires additional seats (licenses) to add new users, do not use our online checkout or submit a purchase order unless you intend to create a new Macabacus account for that customer (perhaps to support a separate business unit). Instead, add new seats to the existing subscription as described above. All seats for a single customer should normally be under a single Macabacus account.

Once you have purchased a new seat, it must be assigned to the user for whom the seat was purchased as described above. Either do this yourself, or inform your customer's Macabacus account administrator that he/she must do so.

Account Management

The Admin Console is self-service, and can be used to perform almost any account management operation using the guidance above. We cannot perform these operations for you.

This documentation refers to Macabacus version 8.6.7, and may differ from the PDF documentation
on your computer that installed with your version of Macabacus.