Assigning License Pools to Learners

This article explains how admins can invite and assign learners to license pools, as well as, track license availability across various organizational units. 

Please note: 
  • License pools are exclusively available for Enterprise Plan organizations

Table of Contents

Inviting users with license pools

Only Udemy Business admins have visibility and control over license pools. They can view license pool details including limits, permissions for inviting users, and user assignments. Additionally, admins can select any license pool when inviting users. 

Group admins, on the other hand, have no visibility into license pool details. This results from automatic license pool assignments when group admin permissions are granted for inviting and deactivating users. Consequently, any invitations created by group admins are associated with the designated license pool. In this case, upon acceptance of an invitation created by group admins, the user's licenses are drawn from the license pool the group admins have permission to invite from. This approach ensures efficient license management, with real-time updates to available license balances.

Please note: Important rules about user sign-up with license pools: 
  • SSO or SCIM provisioned users will draw licenses from the default license pool.
  • Users who sign up via the approved domain feature will also consume licenses from the default license pool, unless SSO or SCIM is set up to send users to a specific license pool.

 

Assigning Pro Licenses

With the introduction of license pools, group admins can allocate licenses from the license pool they have permission to for all product types. This means group admins can now assign Udemy Business Pro licenses to active users they manage or to users they invite. 

Moving users to license pools

When license pools are created, you can move users to the license pools during creation or after they are set up.

To move active users to a license pool, please follow the steps outlined below:

  1. Access the license pools tab from the Manage licenses option. This option is available on the Manage users dropdown on the left of the Admin tools.
  2. Select the license pool you wish to assign users to by clicking on the ellipses icon (three-dots) next to the license pool name. Next, select the action Edit license pool.

  1. For this action, it is possible to move users individually or indirectly by selecting a group of users. 

4. Begin typing the user’s or group’s name you want to move to this license pool. The list below will update as you type to display relevant results. Once you locate the desired user or group, select them. You can repeat this step as many times as needed.

  • Note: License pools and user groups are not directly linked to each other, although groups can be used to move active users to a license pool during the license pool setup. Adding a group is a one-time action that adds only the current group members.

5. After completing this step, click Next.

6. In the next step, a summary of the updated  license pools page will be displayed. The balance for the number of licenses used in the applicable pool will be updated, including newly added users. Click Save to finalize the updated license pools.

7. A confirmation notification will also appear at the bottom of the page indicating that the process was successful

If the number of selected users exceeds the available licenses in the chosen license pool, a warning message will be displayed. The message will prompt you to either adjust the license limit on the selected pool or choose fewer users. 

 

Seeing users assigned to license pools

Udemy Business 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:

From the manage users section:

  1. Select All users or Licensed users from the admin tools menu

Admin tools.png

  1. Select the desired license pool on the license pool filter
  1. The list of users will be filtered and displayed according to the selected license pool

From the license pools page:

  1. Access the license pools tab on the Manage licenses option from the Manage users dropdown on the left of the Admin tools.
  2. Select the license pool you wish to assign users to by clicking on the ellipses icon (three-dots) next to the license pool name. Next, select the action See members 

  1. The list of users will be filtered and displayed according to the selected license pool

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