This article outlines how admins can manage users using the CSV import feature.
- Learn which functionality is supported through the CSV import feature.
- Learn how to format files for CSV imports.
- Review how to assign courses using a CSV file.
Getting started with your CSV import
To navigate to the CSV Import, take the following steps:
1. Log in to your Udemy Business account.
2. Select Manage Users > All Users from the Manage menu at the top of the screen.
3. Click Invite Users at the top right and then Import Users From CSV. A window will pop-up that enables you to add a unique message and upload your CSV file (you can download an example CSV file via this link).
Please note:
- The CSV import will add users to groups. If the Allow CSV import to remove users from groups checkbox is selected, the CSV import may also remove users from groups.
- If your CSV includes deactivated users, they’ll be automatically reactivated and assigned a license.
4. Submit your CSV file. Learn how to format files for CSV imports.
5. (Optional) You can also select the language you would like to issue your invitations in and add a custom message. Note: this does not include localization of your custom message.
6. Upon the successful completion of your CSV upload, you'll see a summary message displaying the result in the modal dialog. If the CSV import file is 10KB or larger, you'll receive an email summary of the result.
Note: Each CSV file you import can be accompanied by one message. You may edit this message on the same window that appears when you submit your CSV file. The file size limit is 1MB.
Troubleshooting import errors
Review tips for formatting files for CSV imports and troubleshooting common error notifications.
Adding users to groups (Enterprise Plan only)
You can use the Groups column to add users to existing groups, or to create new groups. This works for new users, users you’ve invited but who haven’t logged in yet, and existing users.
If a group name in your CSV doesn’t match an existing group name in your Udemy Business account exactly, the import will create a new group using the name specified in the CSV.
You can add a user to multiple groups by including multiple group names in the Groups column, separated by a semicolon “;” character.
Note: The CSV file sets the groups to which the user has been added to with each import.
If the Allow CSV import to remove users from groups checkbox is selected, all desired groups must be listed in the Groups column to remain in their existing groups. For example, if a user has already been added to groups A and B, and needs to be added to group C, then groups A, B, and C must be included in the Groups column.
When the Allow CSV import to remove users from groups checkbox is not selected, listing group C will add the user to the group without affecting existing group memberships.
Please see the section below for more information on removing users from groups with the CSV file.
Removing users from groups (Enterprise Plan only)
Users can also be removed from groups using the CSV file. When a group is included in the Groups column for a user, the CSV will add them to that group.
If the Allow CSV import to remove users from groups checkbox is selected and the group is then removed from the user’s Groups column in a subsequent import of the CSV file, the user will no longer be included in that group.
Please note: If the checkbox is not checked and the group field is left empty in the “groups” column for a user, the system will take no action, and the user will not be removed from any group. Learn how to remove users from groups via the admin editing settings.
Assigning users Udemy Business licenses
Note: We currently have two experiences for assigning licenses.
- If your organization joined Udemy Business before February 16, 2026, please see these instructions for managing Udemy Business Pro licenses.
- If your organization joined Udemy Business after February 16, 2026, please see these instructions for managing all Udemy Business licenses.
You must assign a license to each user on the CSV file by adding the applicable license in the license type field. If you leave this field blank, your CSV import will return an error message. Learn more about formatting your CSV file.
Note: It's not currently possible to remove Pro licenses from users using CSV import.
Changing user roles
By including either user or admin in the role column of your CSV, you can give or remove administrator access. This works for new users, for users you’ve invited but have not yet logged in, and existing users in your account.
Enterprise plan users can also assign a group admin role.
Inviting new users to your account
Importing a CSV containing new email addresses will invite each person in your CSV file to your Udemy Business account via email. This email message can be crafted in the same window you use to upload your CSV file. Note: Only one message may be used per CSV file upload.
For existing, pending invites, the CSV import will set the groups to what has been added in the groups column. If the groups column is left empty, the subsequent CSV import won't place the user in a group.
It's not currently possible to remove users or groups from pending invitations through the CSV Import. For more information, see Inviting Users.
Inviting users from license pools
For customers who created license pools for their Udemy Business site:
- For admins: Select the license pool from which the invited users licenses should come from by clicking on the dropdown under Manage Licenses
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Email notifications
An email notification will automatically be sent to all new users included in the CSV file, who have not yet joined the account. Note: An email notification will not be sent to any user that has already joined the account.
Email notifications for Pro license assignments
For customers who have Udemy Business Pro for all the users in their organization’s account, an email notification will be automatically sent to all users, encouraging them to claim their Pro license. Once they log in, they will have access to Pro features and content, including pre-built Udemy paths, assessments, labs, and workspaces, to help accelerate their learning.