This article explains license pools and how admins can use them to set a number of licenses for specific departments or teams.
Please note:
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What are license pools?
License pools is a feature that enables Udemy Business site administrators to allocate a set number of licenses for specific users during the invitation process. Admins can create license pools with a set number of licenses that correspond to a department or team. Group admins can also be assigned to license pools, to distribute licenses from it to other users.
When a group admin invites a user to join Udemy Business, their license is taken from the license pool managed by that group admin. Additionally, active users can be designated to a license pool.
- Learn how to create and manage license pools.
- Learn more about assigning license pools to learners.
License pools have the following attributes:
- Name: The name of the license pool, chosen by the admin.
- Number of Enterprise licenses: Maximum number of Enterprise licenses that can be assigned to users from this pool.
- Number of Pro licenses: Maximum number of Pro licenses that can be assigned to users (Pro customers only) from this pool.
- Licenses used: Number of licenses assigned to active users. When users accept invitations or are moved to license pools this number increases. When users are deactivated or moved to another pool, this number decreases.
- Licenses remaining: Balance of licenses available to allocate. This number represents the difference between the maximum number of licenses and the number of licenses used in that pool.
Please note: License pools are subsets of customers’ active subscriptions. When creating a pool, it's essential to set allowances for all active products. An allowance of zero is accepted. For instance, if group admins shouldn't consume pro licenses, a limit of 0 must be specified for the pro product when creating a license pool. Important rules about license pools:
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The default license pool
When creating a license pool for the first time, a default license pool is automatically generated and displayed on the license pools page.
The default license pool serves as the default destination for various actions and processes within your Udemy Business site. Here’s what happens when the first license pool is created:
- All active users are assigned to the default license pool
- All deactivated users are also assigned to the default license pool
- Pending invitations are directed to the default license pool
- If SCIM (System for Cross-domain Identity Management) is enabled, all SCIM provisioned users are automatically assigned to the default license pool
- Group admins who can invite users are automatically granted permission to the default license pool
Additionally, the default license pool is utilized in processes where users are created without an explicit invitation, such as through approved domain or SCIM and SSO provisioning.
Finally, when a license pool is deleted, the available licenses and assigned users from the deleted pool are reassigned to the default license pool. Similarly, group admins who were granted permission to the deleted license pool will automatically receive permission for the default license pool.
License pool impacts from subscription license modifications
One important aspect of the default license pool is its adaptability to subscription changes. If you modify the number of licenses in your subscription during renewal, the license limit for the default license pool will adjust accordingly.
What is the difference between license pools and user groups?
License pools and User groups might seem alike, but they're actually different. Check out the table below to see how they're used and what makes them unique
| License pools | User groups |
| License pools allows Udemy Business site admins to determine a number of licenses that can be used by specific users during the invitation process | User groups allows Udemy Business site admins to categorize and organize users based on common characteristics or shared attributes |
| License pools can be set up in a way that they represent organization units such as a region, department, cost center or even a group of individuals | Groups can be set up in a way that represents an organization structure or organized in themes or subjects for learning |
| License pools are related to subscriptions and literally represent a partition of the subscription | Groups are related to users and represent a set of users |
| License pools empower admins by simplifying license management and license allocation | Groups enable group admins to see reporting and insights specific to groups they manage, assign courses within their groups, manage the users in their groups, and invite new users if they have the permissions to do so |
| Users are always assigned to a license pool and that represents where users’ licenses originate from | Users may not be members of groups. In other words, there may be users who are not members of groups |
| Users can be assigned to one license pool only | Users can be members of several groups |
| Group admins can be granted permission to invite from one license pool only | Group admins can manage several groups |