Adding and Managing Users via CSV Import

This article outlines how admins can add and manage users using the CSV import feature. 

Getting started with your CSV import

To navigate to the CSV Import, take the following steps:

  1. Log into your Udemy Business account.
  2. Select Manage 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).
  4. Submit your CSV file. Learn how to format files for CSV imports.
  5. Optionally, you can also select the language you would like to issue your invitations in and add a custom message (please note this does not include localization of your custom message). Learn more about selecting a language for your invitations and adding a customized message. 
  6. Upon the successful completion of your CSV upload you will see a summary message displaying the result in the modal dialog. If the CSV import file is 10KB or larger,  you will 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.

Adding users to groups (Enterprise Plan only)

By including group names in the “groups” column of your CSV, you can add users to existing groups you have configured within the User Management section of your Udemy Business account. This works for new users, for users you’ve invited but have not yet logged in, and existing users in your account.

The group names in your CSV must match the group names in your Udemy Business account exactly. You can add a user to multiple groups by including multiple group names in the “groups” column, separated by a semicolon “;” character.

It is not currently possible to remove users from groups, or to create new groups, using CSV import.

Assigning users Udemy Business Pro licenses (Udemy Business Pro only)

If you have Udemy Business Pro licenses for some, but not all, users in your account, you can assign Udemy Business Pro licenses by adding “Pro” in the “license type” column of your CSV. Where this column is left blank, Udemy Business Pro licenses will not be assigned, unless you have Udemy Business Pro licenses for all users on your account. 

  • This column is optional.

Please note: if you have purchased Udemy Business Pro licenses for all users in your account, they will automatically be assigned a Pro license when you import users via CSV. You do not need to specify the license type in the CSV file. 

It is 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 that only one message may be used per CSV file upload.

It is not currently possible to remove users or groups from invitations through the CSV Import. For more information, please 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

 

Please note: 
  • Only Udemy Business admins have visibility and control over license pools allowing them to choose any license pool when inviting users. The license pool for group admins who can manage users is automatically assigned based on the license pool selected when granting them permission to invite and deactivate users. Therefore, the option to select license pools is never visible to group admins.
  • The license pool selected in the Manage Licenses option will only be applied to users who are being invited to your Udemy Business account. If you wish to assign license pools to active users, go to the License pools page.

 

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. Please 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.

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