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 Seats

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

1. Select the Subscriptions 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 If your billing information on file is no longer valid, you must update it before adding new seats.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.

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

Upgrade / Downgrade a Subscription

To upgrade or downgrade your Macabacus plan:

1. Select the Subscriptions 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.
5. 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.
6. 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 seats 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 Seats

You cannot directly upgrade or downgrade a subset of 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 seats, or add the desired number of seats 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 seats 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 seats.

Add a Subscription

To add a new subscription to your account:

1. If necessary, click the Manage Billing button on the Account tab in your Admin Console to update your billing information.
2. Click the Add button on the Subscriptions tab in your Admin Console.
3. Select your new plan and desired number of seats, then click the Buy 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 seats (licenses), so refer to the section above if you are simply trying to add a seat to support a new user.

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.

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 seats 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 seats (licenses) 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.

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:

1. Select the Subscriptions tab in your Admin Console.
2. Expand the subscription you want to cancel by clicking its button.
3. 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.

Reactivate a Subscription

To reactivate a canceled subscription:

1. Select the Subscriptions tab in your Admin Console.
2. Expand the subscription you want to reactivate by clicking its button.
3. Click the Reactivate button.

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. Select the Users 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.

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. Select the Subscriptions tab in your Admin Console.
2. Expand the subscription you want to modify by clicking its button.
3. Enter your new PO number in the appropriate field.
4. 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.

End User Access

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

Each user row on the Users tab 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. If the user row is shaded red, then the user is linked to an expired subscription and must be relinked to an active subscription to restore the user's access.

Add Users

To add a new end user:

1. Select the Users 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 empty 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.

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, click the button on the user's record on the Users 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.

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. Select the Users tab in your Admin Console.
2. Expand the user row by clicking its button.
3. Click the button next to the authorized Windows user account you want to remove.

Administrators

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 Users 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. There is no charge to add additional administrators to your account, as admins do not occupy seats in your subscription.

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 seats (licenses); and
• Add/remove other administrators.

Add Admins

To add a new administrator:

1. Select the Admins tab in your Admin Console.
2. Click the Add button.
3. Complete the Add Administrator form and click the Save 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 an administrator, click the button on the admin's record on the Admins tab in your Admin Console. To remove multiple admins, check the boxes next to the desired admins and click the Remove button. You cannot remove yourself as an administrator.

Change Password

To change your Admin Console password, click the button to expand your record on the Admins tab in your Admin Console and enter your new password where indicated.

Billing Information

Update Billing Information

To update your billing information (e.g., credit card, address), sign into your Admin Console and click the Manage Billing button on the Account tab.

To update other account information, including the email address(es) to which billing-related emails such as invoices are sent, see the Account tab in your Admin Console.

For any billing-related issues that cannot be addressed in your Admin Console, such as switching between payment by credit card and manual invoicing, contact billing@macabacus.com.

Invoices / Receipts

Invoices/receipts are generated automatically upon a purchase (initial purchase or renewal), or upon placing an order (for manual invoicing), and are emailed immediately to your billing email address(es). You can also download invoices/receipts on the Account tab in your Admin Console. If you are having problems receiving email from Macabacus, please see this troubleshooting guide. If you do not have access to your account's Admin Console, please contact your Account Manager for access. We cannot send invoices/receipts upon request via email, and cannot send invoices ahead of your subscription's renewal, if applicable, 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 8.14.5. 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.