Account Management

Admin Console

The Admin Console is a self-service portal where you can perform most account management operations. 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 in only if they are also designated as administrators (which is normally the case for single-user accounts).

On This Page

Subscription Management

Add / Remove Licenses

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

  1. Go to the Billing section in your Admin Console and click the subscription's Edit Subscription link.
  2. Specify the new number of total desired licenses in the Licenses field. For example, if you have 5 existing licenses and want to add 2 more, enter 7 in this field.
  3. Click the Save Changes button.

After adding a new license to your subscription, assign a user to that license 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 If your billing information on file is no longer valid, you must update it before adding new licenses.

New licenses are co-termed with existing licenses 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 licenses by decreasing the license quantity, the change takes effect at the end of the current billing cycle and no partial refund is issued.

If you need to add licenses to your subscription effective upon renewal, rather than immediately, please contact us for assistance.

Upgrade / Downgrade a Subscription

To upgrade or downgrade your subscription:

  1. Go to the Billing section in your Admin Console and click the subscription's Edit Subscription link.
  2. Select the new subscription in the Plan field.
  3. Click the Save Changes button.
  4. If you upgraded to a Suite subscription from a Modeler or Presenter plan and had disabled the Macabacus COM add-ins in Office applications for which you did not previously have Macabacus access, re-enable the Macabacus COM add-ins in those applications.
  5. Restart Office applications as necessary, or reactivate Macabacus in those applications.

Plan upgrades take effect immediately, with any amount due charged to the payment method on file or invoiced, as applicable. For example, if you upgrade your annual Modeler 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.

Conversely, if you downgrade your subscription plan, the change will take effect at the end of the current billing cycle. Downgrades include switching from a Suite plan to an Excel or PowerPoint plan, and switching from an annual plan to a monthly plan. Partial refund are not issued for downgrades.

All licenses in the modified description are collectively upgraded/downgraded. To upgrade/downgrade individual users, purchase a new plan if necessary and move users from their existing plan to another one as described below.

Upgrade / Downgrade Licenses

You cannot directly upgrade or downgrade a subset of licenses (seats) from one plan to another; only an entire subscription can be directly upgraded/downgraded as described above. Instead, you must either purchase a new subscription with the desired number of licenses, or add the desired number of licenses to a different, existing subscription, as applicable, and then reassign users from the old plan to the new one on the Users tab in your Admin Console. Separately, you probably also want to reduce the number of licenses in the original plan.

If you upgrade users from Modeler or Presenter plans to a Suite plan this way, there are two separate transactions: a plan upgrade that results in an immediate charge and a plan downgrade that does not result in a refund/credit, as described above. Not fair, right? To ensure that your cost of upgrade is net of the refund/credit to which you are entitled in this scenario, please contact us for assistance with upgrading a subset of licenses.

Add a Subscription

To add a new subscription to your account:

  1. Update your billing information in the Billing section in your Admin Console before adding a subscription, if necessary.
  2. Go to the Billing section in your Admin Console and click the Add Subscription button.
  3. Complete the form and click the Submit Order button.

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

Suite vs. Modeler + Presenter

Do not purchase both a Modeler plan and a Presenter plan to provide a single user with access to Macabacus' tools for both Excel and PowerPoint. This would provide different users access to either the Excel tools or the PowerPoint tools, not access to both by the same user. Instead, purchase or upgrade to a Suite plan that provides access to both the Excel and PowerPoint tools.

Interns and temporary employees

If you have interns or other temporary employees who require access to Macabacus, and you have an annual 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 licenses are added to an existing subscription, billing for the incremental licenses is co-termed with existing licenses. However, if you purchase a new subscription plan, it will not be co-termed with other subscriptions in your account.

When you add a new subscription, any users linked to expired subscriptions will be relinked to the new subscription automatically, up to the number of licenses available in the new subscription.

Renew a Subscription

Macabacus recurring subscriptions renew automatically until canceled at any time, so no action is normally required to renew. However, prior to renewal you should confirm that the number of licenses (seats) renewing is correct, update your subscription's PO number if necessary, and update your billing information if necessary.

Renewal invoices are automatically generated and emailed to your billing contact(s) at the start of your next billing cycle; we cannot send them earlier. You can generate a quote on our pricing page, if required.

Renewal notices

Upcoming renewal notifications are emailed 30 days prior to renewal. If this allows you insufficient time to prepare for renewal, be sure to track your Macabacus renewal internally rather than rely on our email notification.

Following the instructions above makes it generally unnecessary to submit a purchase order ("PO") for renewal of your subscription. If you do submit a renewal PO that requires attention, a processing fee will apply to your renewal transaction. Ensure that renewal POs are clearly marked as such, and include your account number. Do not submit a renewal PO after renewal has already occurred.

If you had canceled your subscription before the end of your billing cycle to prevent automatic renewal, but want the subscription to renew, you must reactivate the subscription before the end of the billing cycle. After renewal, you can re-cancel the subscription if desired. A subscription that is canceled at the end of the billing cycle will expire. Expired subscriptions cannot be renewed.

Cancel a Subscription

To cancel a subscription so that it does not renew automatically:

  1. Go to the Billing section in your Admin Console and click the subscription's Edit Subscription link.
  2. Click the Turn Off Renewal button.

Subscriptions 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 prior to expiration as described below. Partial refunds are not issued for cancellations.

If you cancel your subscription to prevent automatic renewal, but intend to renew manually, you must reactivate your subscription prior to expiration and then again disable automatic renewal again after renewal. You will not receive notices of upcoming expiration for canceled subscriptions, so do not rely on communications from Macabacus to remind you to take these actions.

Reactivate a Subscription

To reactivate a canceled subscription so that it renews automatically, go to the Billing section in your Admin Console and click the subscription's Reactivate Subscription link. You cannot reactivate a subscription that has already expired. If your subscription has expired and you wish to continue using Macabacus, see the next section.

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.

In most cases, users linked to the expired subscription will be automatically relinked to the new subscription. However, if any users remain linked to the expired subscription, you must relink them to the new subscription manually as follows:

  1. Go to the Users section in your Admin Console.
  2. Click the user row you want to modify.
  3. Select the new subscription plan in the Subscription field.
  4. Click the Save Changes button.

Change a PO Number

You can add a purchase order ("PO") number to your subscription or change your subscription's existing PO number at any time. You may need to update your PO number if the PO number for your upcoming renewal differs from the PO number from your initial purchase or prior renewal. To modify your subscription's PO number:

  1. Go to the Billing section in your Admin Console and click the subscription's Edit Subscription link.
  2. Enter your new PO number in the appropriate field.
  3. Click the Save Changes button.

A subscription's current PO number will appear on all future invoices for that subscription, but changing this PO number will not change the PO number, if any, that appears on prior invoices.

Switch To / From Manual Invoicing

To switch a subscription to manual invoicing (net 30) from automatic collection (e.g., credit card, PayPal), or vice versa:

  1. Go to the Billing section in your Admin Console and click the subscription's Edit Subscription link.
  2. Select the desired Collection Method option.
  3. Click the Save Changes button.

Only subscriptions with four or more licenses qualify for manual invoicing.

End User Access

End users are the individuals licensed to use Macabacus software, and are identified in the Users section of the Admin Console. End users do not have access to the Admin Console unless they are also designated as administrators.

Each user row in the Users table contains summary information about the user, including the version number of the Macabacus software he or she is using. If a user has installed different versions of Macabacus on different PCs, the version number on the last PC used to authenticate the user is shown here.

Add Users

To add a new end user:

  1. Go to the Users section in your Admin Console.
  2. Click the Add User 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. If you have multiple subscriptions, select the subscription to which you want to grant the new user(s) access.
  4. Click the Create User button.

You can only add as many users as you have unused licenses (empty seats) available. You will receive an error message if you try to add a user whose email address is already associated with another Macabacus account. As indicated in this error message, an administrator for the other account must remove the user from that account before you can add the user to your account.

Remove Users

To remove a single user:

  1. Go to the Users section in your Admin Console.
  2. Click the user row you want to remove.
  3. Click the Delete User button.

Removing a user frees up a license, but does not reduce the number of licenses in the subscription or otherwise impact your subscription/billing.

Employee turnover

If an employee leaves your company, remove that user's access to (a) prevent unauthorized access and (b) free up a seat in your subscription that can be reassigned to another user.

Edit Users

To edit a user:

  1. Go to the Users section in your Admin Console.
  2. Click the user row you want to modify.
  3. Make desired changes and click the Save Changes button.

Transfer Licenses / Switch Computers

No more than two Windows users accounts can be associated with a single email address (i.e., user) simultaneously. If you change computers or are assigned a new Windows user account, for example, you can deauthorize an old Windows user account as follows:

  1. Go to the Users section in your Admin Console.
  2. Click the user row you want to modify.
  3. Click the button next to the authorized Windows user account you want to deauthorize.

Administrators

Macabacus account administrators are responsible for managing subscriptions, provisioning end user access, and other account operations. They can access the Admin Console, but can only activate Macabacus software if they are also designated as end users in the Users section of the Admin Console (as would normally 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. There is no charge to add additional administrators to your account, as admins do not occupy licenses 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;
  • Access invoices;
  • Edit subscriptions, including plan and number of licenses; and
  • Add/remove other administrators.

Reseller considerations

The reseller will typically be the Account Manager and the customer the Software Coordinator.

Add Admins

To add a new administrator:

  1. Go to the Administrators section in your Admin Console.
  2. Click the Add Addmin button.
  3. Complete the form and click the Create Admin button.

New admins will receive an email containing a link to set a password for accessing the Admin Console. This link expires after a finite period of time. If the link has expired, the new admin must be removed in the Admin Console and re-added.

Remove Admins

To remove a single administrator:

  1. Go to the Administrators section in your Admin Console.
  2. Click the administrator row you want to remove.
  3. Click the Delete Admin button.

Multiple admins can be removed at once in the Administrators section. You cannot remove yourself as an administrator.

Edit Admins

To edit an administrator:

  1. Go to the Administrators section in your Admin Console.
  2. Click the administrator row you want to modify.
  3. Make desired changes and click the Save Changes button.

Change Password

To change your Admin Console password, click the profile icon in the top right corner of your Admin Console, or follow the instructions above to edit your administrator profile.

Billing Information

Update Billing Information

To update your billing and other account information (e.g., credit card, address, billing contacts), sign into your Admin Console and go to the Billing section.

Invoices / Receipts

Invoices/receipts are emailed immediately to your billing contact(s) as they are automatically generated, and can be downloaded in the Billing section in your Admin Console. We cannot send invoices/receipts upon request via email.

If you do not have access to your account's Admin Console, please contact your Account Manager for access. If you are having problems receiving email from Macabacus, please see this troubleshooting guide. We cannot send invoices ahead of your subscription's renewal, since they are not generated until renewal. If you would like a quote, rather than an invoice, you can generate one on our pricing page using the Get a Quote button.

This documentation refers to Macabacus version 8.15.10. Some features and descriptions of these features may not
apply to older versions of Macabacus. Update your Macabacus software to take advantage of the latest features.