This article explains how admins can efficiently manage their Udemy Business account’s licenses by creating and leveraging license pools.
- Learn more about license pools.
- Learn how to assign license pools to learners.
Please note:
|
Table of contents
- How to create license pools
- Editing or deleting license pools
- Granting users permission to invite from license pools
- Difference between membership and permissions to license pools
- Memberships and permissions for group admins
How to create license pools
To use the license management and allocation capabilities facilitated by license pools, there are two essential steps to take first.
- Create license pools to distribute available licenses
- Grant access to these license pools for group admins with the ability to invite others
Please note: Only admins can create license pools. |
This section will address the first one:
To create a license pool, please follow the steps outlined below:
1. Access the license pools option from the Manage users dropdown on the left of the Admin tools.
2. Click the Create license pool button.
3. Enter the following:
- Name: Give your license pool a name.
- Select group admins to manage this pool: Select which group admins you would like to be able to manage licenses for this pool.
4. Move users to this license pool: Enter the names of users, their email addresses, or groups to move users to this license pool. This step is optional.
- Allocate licenses for this pool: Here you can enter the number of licenses you’d like to allocate to this pool.
- Enterprise licenses: Enter the number of enterprise licenses to be assigned to users. Bear in mind this number represents the limit of licenses for this license pool. The maximum number accepted in this field is the number of enterprise licenses available in the main Enterprise subscription.
- Pro licenses: Enter the number of Pro licenses available to be assigned to users. This information is only visible to customers who purchased a Pro subscription. This number represents the limit of licenses for this license pool. The maximum number accepted in this field is the number of Pro licenses available in the main Pro subscription. Note: you cannot add more Pro licenses than Enterprise licenses to a license pool.
- Review how admins can add users to license pools via SSO (SAML) or SCIM methods.
5. Once you've entered the required information, depending on how you enter it you may see one of three different information boxes:
5.a. The information box below shows when you didn’t populate any numbers under the “Allocate licenses for this pool” inputs, but added users, and the system pre-populated it for you.
5b. Alternatively, you will see a yellow box appear if you don’t have available licenses in your pool - this will transfer licenses from other impacted pools to enable your change.
5c. Finally, the shorter yellow box appears when a change was made to the numbers you previously typed in the inputs due to the user selection.
6. You’ll see a final summary of the pool manager(s) and an overview of the number of Enterprise / Pro licenses set up for the pool created. If you have chosen to move users from other license pools, you will see the impact on those pools.
Finally, click Create to create your license pool.
After the license pool has been created, you can grant invite permission specifically for this license pool to group admins. This allows them to allocate licenses directly from this license pool. You can also move active users to this license pool to accurately reflect the pool's available license balance, by editing the license pool.
Editing or deleting license pools
To delete a license pool, change its name, or update its license limits, click on the ellipses icon (three-dots) next to the license pool name. Next, select the desired action.
Please note:
|
- When choosing the Edit license pool option, you will have the opportunity to define the following parameters, similar to the creation process:
1. Enter the following:
- Name: Enter the new name for this pool if you wish to change it. Only unique names will be accepted in this update
- Select group admins to manage this pool: Add or remove the group admin(s) to manage the pool.
2. Search users or groups: Here you can enter the users or groups you’d like to add to this license pool.
Allocate licenses for this pool:
- Enterprise licenses: When increasing the license limit, the number of licenses added must be available in the Default pool. When decreasing the license limit, the number of licenses must not be lower than the number of active users in the license pool.
- Pro licenses: Same as above.
You’ll see a summary of the users to be added before going to the next step.
3. View your Edits Summary for the license pool at a glance. Once you’re happy with the new allocation and impacted pools, click Save.
- When choosing the Delete license pool option, the available licenses and associated users from the deleted pool will be assigned to the Default License Pool.
Please note: A few points to consider if you choose to delete a license pool:
|
Granting users permission to invite from license pools
After license pools are created and licenses are distributed, it is time to grant access to the users who will allocate these licenses and invite users. You can also grant permissions to users while creating or editing a license pool. This permission is available only to group admins.
- Review how to manage roles and permissions in your Udemy Business account.
Once this option is selected, you will see a dropdown where you can specify the license pool this group admin can draw licenses from and assign licenses to users. Once selected, click the Save changes button.
Please note: Group admins can manage multiple groups but they may be granted permission to only one license pool. |
Difference between membership and permissions for license pools
Membership: When an active user is moved to a license pool or joins Udemy Business via a group admin invitation, their licenses are drawn from that pool, making them members. We also refer to members as users assigned to a license pool. Admins can view users assigned to license pools at any point by either using the license pool filter in the manage users section or from the license pools page.
- Learn how to assign license pools to learners.
Permissions: When an admin grants a group admin permission to allocate licenses and invite users from a license pool, this group admin now has permission to invite and assign licenses from this license pool. Admins can view a group admins’ permissions using the Edit role and permissions menu option for the user in the manage users section.
Example: an organization’s Udemy Business account includes a “Marketing” group that has two group admins. Group admin A could be inviting users from a license pool titled “North America” and group admin B could be inviting users from a license pool titled “EMEA”. The “Marketing” group could be used to assign marketing-focused courses, but the two license pools are used to assign the licenses paid for by two distinct regional centers.
Memberships and permissions for group admins
Group admins can be granted permission to a single license pool and as a user they can be assigned to one license pool only. It is important to know that these license pools may not necessarily be the same. For example, a group admin may be a member of the Learning and Development license pool and have permission to send invites from the Sales license pool.