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).
Subscription management:
Add/remove licenses
Upgrade/downgrade a subscription
Add a subscription
Cancel a subscription
Reactivate a subscription
Expired subscriptions
End user access:
Administrators:
Administrator roles
Add administrators
Remove administrators
Change your password
Update billing information
Billing info:
To add licenses (seats) to or remove licenses from a subscription:
Billing
section in your Admin Console and click the subscription's Edit Subscription
link.Licenses
field. For example, if you have 5 existing licenses and want to add 2 more, enter 7 in this field.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 If your billing information on file is no longer valid, you must update it before adding new licenses.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.
To upgrade or downgrade your subscription:
Billing
section in your Admin Console and click the subscription's Edit Subscription
link.Plan
field.Save Changes
button.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 If your billing information on file is no longer valid, you must update it before upgrading.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.
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.
To add a new subscription to your account:
Billing
section in your Admin Console before adding a subscription, if necessary.Billing
section in your Admin Console and click the Add Subscription
button.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.
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.
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.
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.
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.
To cancel a subscription so that it does not renew automatically:
Billing
section in your Admin Console and click the subscription's Edit Subscription
link.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.
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.
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:
Users
section in your Admin Console.Subscription
field.Save Changes
button.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:
Billing
section in your Admin Console and click the subscription's Edit Subscription
link.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.
To switch a subscription to manual invoicing (net 30) from automatic collection (e.g., credit card, PayPal), or vice versa:
Billing
section in your Admin Console and click the subscription's Edit Subscription
link.Collection Method
option.Save Changes
button.Only subscriptions with four or more licenses qualify for manual invoicing.
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.
To add a new end user:
Users
section in your Admin Console.Add User
button.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.Send welcome email
box, if desired. A welcome email is not required, and users can still activate Macabacus without one as described below.Create User
button.Once you have added a user, the user can then activate Macabacus software using the exact email address you used to create the user by clicking the button with the key icon at the right edge of the Macabacus tab in Office applications.
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.
To remove a single user:
Users
section in your Admin Console.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.
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.
To edit a user:
Users
section in your Admin Console.Save Changes
button.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:
Users
section in your Admin Console.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.
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.
Macabacus account admins can be designated as either a "Super Admin" or an "Admin." Super Admins are unrestricted and can perform all account management operations, while Admins can do everything except:
The reseller will typically be the Super Admin and the customer the Admin.
To add a new administrator:
Administrators
section in your Admin Console.Add Admin
button.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.
To remove a single administrator:
Administrators
section in your Admin Console.Delete Admin
button.Multiple admins can be removed at once in the Administrators
section. You cannot remove yourself as an administrator.
To edit an administrator:
Administrators
section in your Admin Console.Save Changes
button.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.
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 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 Super Admin 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 9.4.5. 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.