• LMS/LXP Product Support for Udemy Business Course & Learner Transcript Synchronization

    The table below includes the LMS/LXP product support Udemy Business provides for course synchronization and learner transcript synchronization, via REST API, as well as learner transcript synchronization via real-time xAPI.

     

       LMS/LXP

    Course

    Learner Transcript

    xAPI

    SuccessFactors

    Yes

    Yes

    No

    Cornerstone OnDemand

    Yes

    Yes

    No

    Saba

    Yes

    Yes

    No

    SumTotal

    Yes

    Yes

    Yes*

    Workday Learning

    Yes

    No

    No

    Degreed

    Yes

    Yes

    No

    EdCast

    Yes

    Yes

    No

    Continu

    Yes

    Yes

    No

    360 Learning

    Yes

    Yes

    No

    HowNow

    Yes

    Yes

    No

    Learn Amp

    Yes

    Yes

    No

    WorkRamp

    Yes

    No

    No

    *currently in beta

    If you have any additional questions regarding our product support for LMS/LXP course synchronization and learner transcript synchronization, please contact Udemy Business Support.

    Read article
  • How to Format Files For CSV Imports

    This article outlines how admins should format CSV files that can be used to add or manage users into your Udemy Business account, via our import feature. 

    Please note: 

    • The CSV import feature is not available to group admins.
    • Currently the CSV template is only available in English.

    How to encode a CSV in UTF-8 format

    CSV files must be encoded in UTF-8 format in order for the import to work. 

    In Microsoft Excel (PC):

    1. Select “Save as”> “Browse”. 
    2. The “Save as” window should now appear. Save as type as “CSV (Comma delimited) (*.csv)”
    3. Under the Tools drop-down box, click “Web Options”. A new window for web options will appear.
    4.  Under the “Encoding” tab, select “UTF-8".
    5. Click “OK” and save the file.

    Please note: Excel for Mac does not natively support the import or export of UTF-8 encoded files. As a result, we recommend Mac users open a spreadsheet in Google Sheets and follow the steps below to encode the CSV file in UTF-8 format.

    In Google sheets:

    1. Click “File”> “Download”.
    2. Select “Comma-separated-values (csv.)”. 
    3. The sheet will be downloaded in UTF-8 format.

    Possible formatting issues caused by region & language settings in Microsoft Excel

    Depending on the regional or language settings you’re using in Microsoft Excel, you may need to make some additional formatting changes. More information is available in Microsoft's Support Center

    Please note: the two most commonly seen issues related to this are:

    • Regional settings for the web: the delimiter is not set to comma in the default setting.
    • Encoding files with Japanese/Chinese/Korean characters. MS Excel does not encode these files as UTF-8 correctly.

    Another way to ensure your CSV file can upload correctly, when encountering these issues, is to save your file in Google Sheets or Notepad and download it as a CSV. 

    • Google will automatically correctly encode the file as UTF-8 when downloaded.
    • On Notepad, be sure to save the file under the type “Unicode (UTF-8). 

    Formatting your CSV file

    CSVs can define the email, role, and group(s) for users. There are some standard formatting requirements you need to adhere to for your CSV file to upload successfully.

    • The header row of the CSV must contain: email, role, groups and group admin for. 
    • The valid roles that you can assign a user to are “user” or "admin". Enterprise plan users can also assign the "group admin" role (see below).
    • Any blanks within the role column will be automatically set to “user” if the user is new. If you leave the role column blank for existing users, their role will remain the same, i.e. if the user is an admin, they will still be an admin.
    • The "groups" and "group admin for" columns can be left blank.
    • The column titles and roles (e.g. group admin, admin) in the role column must be entered in English. The values (terms) in other cells, however, can be localized. Please note that group names can be localized provided they match the group names that have been created in your organization’s account.

    Group formatting - Enterprise Plan only

    • Group names you assign users to must match existing group names you have already setup in your Udemy Business account through the User Management feature.
    • Group names you assign users to must already exist within your Udemy Business account.
    • The "groups" and "group admin for" columns can be left blank if applicable.
    • Do not add the owner of the account in the CSV file, as you will receive an error message stating that you cannot change the role of the owner. Please contact Support if you would like to change the owner of your account. 
    • If you add an email which is in Pending Invitations, that user will not be included in the number of new users added when you receive a successful upload message, because they had been previously invited.
    • Group names and email address are not case sensitive nor space sensitive.
    • You can include multiple group names for each user by separating group names with a semicolon “;” character. Please be sure, however, there are no spaces between the groups and the semicolon that separates them (i.e. Marketing;Sales;New Hires).

    email

    role

    groups

    group admin for

    jane@example.com

    admin

    senior staff

     

    joe@example.com

    user

    marketing;new hires

     

    bob@example.com

    group admin

    sales

    sales

     

    Read article
  • How Group Admins Can Add Users to a Group

    Group admins have the ability to add users to groups that they manage, so long as that user already has a Udemy Business license.

    This article outlines the steps that group admins can take to add users to groups that they manage.

    If you are an admin, learn how you can add users to groups.

    Important: groups and group admins are only available to Enterprise Plan accounts.

    How to add a user to a group

    Add users to groups that you manage by following the steps below:

    1) Navigate to Manage at the top of the page, and select Manage users.

    2) Select Manage Groups on the left hand side of the page, or search for the group using the search bar.

    find_a_group.png

    3) From the Manage Groups page, select the group you wish to add the user to from the list of groups that you manage. If you searched for the group in Step 2, then select the group from the results.

    4) Select the ‘Add user by email or name...’ option at the top of the group list.

    search_or_add_user_to_a_group.png

    5) Type in the name or email of the user you wish to add to your group

    6) Select the user from the list to add them to the group.

    Important: please remember that the user will need to already have a license within your Udemy Business account, otherwise they will need to be invited to join the account.

    Group admins with Invite permissions will see an option to Invite users at the bottom of the dropdown results, however, group admins without invite permissions will not have this option.

    Learn more about the various actions that group admins can take in Udemy Business accounts.

    Read article
  • Creating Challenges for Groups [Beta]

    With Challenges, Admins and Group Admins can guide their groups’ learning to help their learners focus on the right skills and stay motivated. 

    Please note: this feature is only available for Enterprise Plan users.

    How to create a Challenge

    To create a Challenge, navigate to the My Groups page and click Create a Challenge. Admins and Group Admins have the ability to create a challenge for groups they manage. Please note that there can only be one active challenge per group. 

    challenges_1.png

    From here, you can select a group, topic, weekly length of time, duration of the challenge, and a suggested time for learning. You can also customize a message to notify your group of the challenge. Learners will be notified via email.

    challenges_2.png

    How to view or cancel a Challenge

    You can view the active challenge you have created for your group on the My Groups page. You can cancel a challenge at any time, by clicking Cancel challenge on the right-hand side.

    challenges_3.png

    Read article
  • The My Groups Page [Beta]

    The My Groups page connects Admins and Group Admins to deeper group insights, which allow them to effectively understand how their teams are learning and support their progress.

    What can Group Admins and Admins do with the My Groups page?

    • As a Group Admin, you can see your groups’ learning activity, top courses and topics, and set learning challenges to keep them motivated and engaged.
    • As an Admin, you have access to the same information and can compare different groups’ activity to help guide Group Admins on priority skills and areas of focus. 

    Accessing the My Groups page

    To access the My Groups page, follow these steps:

    1. Hover your mouse over Manage at the top right of your account
    2. Select My Groups. 
    3. This will bring you to your top group’s page, and you’ll be able to select other groups from the drop down menu if you manage multiple groups.

    On this page, you will be able to:

    • View your group’s learning engagement for the last 30 days along with previous month comparison, including number of users active, average learning time per user, actionable recommendations, and activity trends
    • View your group’s current learning focus including top 10 courses, actionable recommendations, and ability to drill down further to explore top courses, top learners, and other topics people learn
    • Explore your group’s top course, along with other active courses
    • Create learning challenges to motivate your group to learn

    my_groups_page.png

    How is learning time attributed?

    The actual time spent learning may be attributed to more than one topic. This is because some courses are tagged with more than one topic, where two or more topics are equally relevant and important.

    When this occurs, this will mean that the total time spent learning by topic will be higher than the actual time spent learning by the group.

    To see the actual time spent learning by the group, please refer to the User Activity Dashboard.

    The percentage (%) time spent learning is based on the time spent on each topic, counted individually. For example, if a learner progresses through a course for a total of 10 hours, which is tagged with two topics, then 10 hours of learning would be attributed to each topic for a total of 20 hours.

    Creating challenges

    Challenges enable you to set short, achievable learning goals for your group, to help learners focus on the right skills and stay motivated. To learn more about how to create a challenge, see Creating Challenges for Groups (Enterprise Plan Users Only).

    Read article
  • How to Replace Your SAML Signing Certificate for SSO Configured Accounts

    This article explains how Admins can replace the Security Assertion Markup Language (SAML 2.0) Signing Certificate for Single Sign-on (SSO) configured, Udemy Business accounts. 

    Are there advanced notifications of upcoming SSO certificate expiration?

    When your SSO certificate is due to expire, the owner of the Udemy Business account will receive an email notifying them of this, 30 days prior to the SSO certificate expiry date. If the certificate is not updated, the owner will also receive an additional reminder, 7 days prior to the SSO certificate expiry date.

    The email is sent from no-reply@e.udemymail.com with the title “Your Single Sign-On (SSO) Certificate is about to expire”.

    Update_certificate.png

    How to update an SSO certificate in Udemy Business

    You can replace your SAML Signing Certificate in your Udemy Business account, by using our self-serve settings. 

    1. Access Manage > Settings > Single Sign-On (SSO). 
    2. Use the Replace Certificate link to upload a new SAML Signing Certificate, which is provided by your Identity Provider.
    3. Replace the certificate in your Identity Provider once it’s been updated in Udemy Business. 

    Note: please update your SAML Signing Certificate in Udemy Business first, before updating it in your Identity Provider. This will help ensure a certificate mismatch from occurring, which would prevent your team from being able to access your Udemy Business account.

    upload_certificate.png

    Read article
  • How to Assign an External ID to Learners in Udemy Business

    This article outlines how organizations can assign and manage an External ID for learners in their Udemy Business account. 

    What is an External ID?

    Udemy Business data export reports contain a column for ‘External ID’ for organizations, which require a unique identifier assigned to learners in addition to their email address. This may also be referred to as an Employee ID or Unique ID.

    How to assign an External ID

    Organizations that configure Single-Sign-On (SSO) for their account can assign and manage the External ID for learners from directly within their Identity Provider (IdP). Please note: Okta automatically populates the externalID attribute field with the Okta User ID. If you wish to persist your own unique user IDs then you can complete this on Okta by following this article, Setup SSO, and mapping your Udemy external ID attribute.

    If your organization does not have SSO configured and needs to have an External ID applied to learners in your account, please contact our Support Team so we can assist.

    Read article
  • Creating Sections for Groups

    Creating sections is an optional feature that allows admins to structure and organize their groups in whichever way makes sense for your organization - whether it’s by department, team, or project. Groups can be added to more than one section. 

    You can manage all your groups, including System for Cross-domain Identity Management (SCIM)-managed groups within sections. Currently, however, you cannot create sections via your SCIM integration, as they must be created in the product. 

    As an Admin, you will be able to create sections and manage them on the Manage Groups page. As a Group Admin, you will not be able to create sections, but you will be able to view sections that have already been created for the groups that you manage.

    Please note: the sections feature is only available for Enterprise plan users.

    How to create a section

    To create a section, please follow the steps outlined below:

    1. Access the Manage tab at the top of the screen and click on Manage Users from the drop-down menu.    

    manage_users_option.png

    2. Click on Manage Groups on the left-hand side of the page.  If you don’t have any groups already created, see the Creating User Groups article.

    3. Click Create Section

    create_section_for_groups.png                                                                                                                             

    4. Enter the name of the new section.

    5. Next, select the groups you would like to add to the section.

    6. Finally, click Save Section.

    save_section.png

    Editing sections

    To make changes to a section, click on the three dots to the right-hand side of the section’s name, then click on Edit Section to change the section’s name or add/remove groups from it.

    Removing sections

    To remove a section, click on the three dots to the right-hand side of the section’s name, then click on Remove Section.

    Reporting on sections

    You can get insights at the section level by selecting the section from the All Users filter at the top of the page, in each the following dashboards:

    • User Activity
    • Course Insights
    • Ratings and Reviews
    • Path Insights
    • Adoption
    • Data Export Reports

    all_users_user_activity.png

    If you choose a section it will be highlighted with a check mark indicating all groups within the section are selected. 

    If you choose a section, and one of the groups in the section is also part of another section, then that section will be highlighted with a '-' to indicate it's partly selected.

    sections_filters.png

    Read article
  • How to Create an Auto-Assign Rule

    To make it even easier to manage assigned learning, Admins and Group admins can now create a "rule" that automatically assigns learning (courses or learning paths) to new users added to a group.

    To create an auto-assign rule, navigate to the course or learning path you’d like to assign and click Assign.

    assigning_a_course.jpg

    From here, enter in the Group you’d like to assign to and select the checkbox Automatically assign when new users are added to this group.

    Automatically_assign_to_group.jpg
    Please note that imported courses cannot be auto-assigned. Additionally, auto-assign rule will be deactivated if a Udemy Business course is retired from the collection, a custom course is made private, unpublished or deleted, or if the due date assigned has passed.

    While active assignment rules cannot be modified, Admins and Group Admins can deactivate an active rule and create a new rule if they’d like to change the message, group(s) assigned or due date.

    Learn how to deactivate or delete an auto-assign rule.

    Read article
  • The Manage Groups Page

    The Manage Groups page allows Admins and Group Admins to easily visualize and manage all of their groups. As an Admin, you can create groups, manage them, and group them under sections on this page. As a Group Admin, you can see the groups that you manage, and see sections that have been created to house the groups that you manage.

    Accessing the Manage Groups page

    To access the Manage Groups page, hover your mouse over Manage at the top right of your account and select Manage Users.

    Next, click on Manage Groups on the left-hand side of the page.

    manage_groups_option.png

    Creating groups

    Creating groups of users is an optional feature that allows you to segment your user base into specific groups for reporting purposes. To learn more about how to create a group, please review the Creating User Groups (Enterprise Plan Users Only) article. 

    Creating groups with SCIM

    If you have System for Cross-domain Identity Management (SCIM) enabled at your organization, you can automatically create your groups and assign users to groups as they are set up in your IdP. To learn more about SCIM enablement, see Automating User & Group management with SCIM.

    Creating sections

    Sections allow Admins to structure and organize groups in whichever way makes sense for their organization - whether it’s by department, team, or project. To learn more about how to create a section, see Creating Sections for Groups (Enterprise Plan Users Only).

    Read article
  • Learner Check-in and Learner Feedback (Beta)

    To empower our Udemy Business Admins with actionable insights to guide and optimize their learning programs, the Learner Check-in feature will help you better understand employee sentiment towards Udemy Business. Admins will be able to receive employee feedback on their learning experience on Udemy Business and understand any barriers that employees may be facing in relation to learning. This information will help you optimize and improve your current learning strategies so your employees gain more value out of learning on Udemy Business. 

    Please note that this is a beta feature. 

    How to start/pause the Learner Check-in

    Hover over the Manage menu in the top right of the screen and select Insights and Reporting.

    insights_and_reporting_option.png

    Next, select Learner Feedback from the menu on the left hand side.

    learner_feedback.png

    • The Learner Check-in feature is an automated survey sent to all your employees through the Udemy Business product as a pop-up.
    • The top section of the dashboard will enable you to control the Learner Check-in feature. You can start or pause it here. 
    • If you have 500 or less licenses in your account the Learner Check-in will be enabled automatically. You can pause it whenever you wish. 

    learner_feedback.png

    When the Learner Check-in is enabled learners will be prompted for feedback when they land on the Udemy Business home page. It will only show for learners that have been on Udemy Business for at least three months. They can choose to answer the questions or to close the Learner Check-in without answering.

    What questions will learners be asked in the Learner Check-in?

    Learners will be asked the following questions. Please note that the feedback learners provide is anonymous. 

    3.png

     

    The second question will only be shown to learners who respond “Yes” to the first question.

    feedback.png

    The third question will be shown to all learners, regardless of how they respond to previous questions. 

    5.png

    Learner Feedback dashboard

    Have your learners found Udemy Business helpful?

    This section will show the  total number of respondents and the percentage who responded that they have found Udemy Business helpful. This will give you an at-a-glance idea of what overall learner sentiment looks like.

    6.png

    How has Udemy Business been helpful?

    This section will surface some of the stories and anecdotes from your learners that demonstrate how Udemy Business has helped them. This will give you a better understanding of the value that your learners are getting from it.

    helpful.png

    How can we help improve your experience?

    This section will give you some guidance as to which are the most common barriers to learning that your employees face and help you to identify some ways to tackle these.

    8.png

    Group Admin access

    Group Admins currently do not have access to the learner feedback dashboards.

    Data freshness

    The data freshness notice shows that the Learner Feedback dashboard is updated in real-time as feedback is collected via the Learner Check-in.

    Read article
  • Bulk Updating Account Emails for Your Udemy Business Learners

    If your organization is planning to make any changes to company emails (i.e., utilizing a new email domain or making formatting adjustments to names), please contact our Support Team prior to implementing the changes, so we can assist with coordinating the updates on our end. 

    Please note: if your Udemy Business account has a Single Sign On (SSO) integration with System for Cross-domain Identity Management (SCIM) enabled, then changes will only need to be made in the Active Directory of your SSO Identity Provider (IdP), by your organization’s SSO Administrator.

    Read article
  • What Can Group Admins Do?

    Group Admins help drive effective learning engagement across an organization. We believe the best learning happens when team managers or those closest to the learning goals of employees can help drive learning forward.  The Group Admin feature enables team leads and managers to connect learners with the right course for their professional development. Group Admins can also see reporting and insights for their groups, assign courses within their groups, manage the users in their groups, and invite new users if they have the permissions to do so. 

    Groups can have multiple Group Admins, and Admins can choose whether to allow Group Admins to invite and deactivate users in the groups they manage.

    Please note that Group Admin functionality is only available in the Enterprise plan. 

    Group Admins without invite/deactivate permission set are able to:

    • Assign courses to users and groups, for the groups they manage
    • View learning activity for the users in the groups they manage
    • Add users to the groups they manage, if the user already has a Udemy Business license
    • Remove users from the groups they manage

    Group Admins with invite/deactivate permission set are able to perform all the above actions, plus:

    • Invite new users to the organization via the Invite New Users button, for the groups they manage
    • Invite users in bulk via CSV upload 
    • View pending invitations to groups they manage by going to the Pending Invitations tab
    • View deactivated users in groups they manage by going to the Deactivated Users tab
    • Deactivate users from the organization, through the groups they manage  

    For steps on how to invite users to your Udemy Business account and resend pending invitations, please click here.

    Detailed Group Admin Permissions:

     

    Admins

    Group Admin

    Invite new users to join Udemy Business

    Yes

    Yes: only if they have permission to invite users to groups they manage

    Approve, reject, publish custom courses

    Yes

    Yes

    Make custom course categories

    Yes

    Yes

    Designate other Group Admins

    Yes 

    No

    Import courses

    Yes

    No

    Assign courses to users

    Yes

    Yes

    Assign courses to groups

    Yes

    Yes: only for groups they manage

    Create new groups

    Yes

    No

    Delete groups

    Yes

      No

    Deactivate users from Udemy Business 

    Yes

    Yes: only if they have permission to deactivate users from groups they manage

    Resend or Cancel Pending Invitations

    Yes

    Yes: only if they have permission to invite users to groups they manage

    Edit Group Membership for Pending Invitations

    Yes

    Yes: only if they have permission to invite users to groups they manage

    Add and remove users from groups

    Yes

    Yes: only for groups they manage

    Adding users via the CSV Import feature

    Yes

    Yes: only if they have permission to invite and deactivate users from groups they manage

    See what courses members of their group are taking

    Yes 

    Yes: only for groups they manage 

    View and download the Group Membership Log* see below for more information

    Yes

    Yes: only for groups they manage  

    View and run user adoption, user activity and course consumption reports

    Yes

    Yes: only for groups they manage 

    Edit account settings

    Yes

    No

    Approve email domains  

    Yes

    No

     

    Can Group Admins change their role from Group Admin back to just User?

    • No, you can not edit your own role. A Group Admin will need to reach out to an Admin to edit their role.

    Can Group Admins view information from users outside of the groups they manage?

    • No, Group Admins only have access to users that are in groups they manage

    Can all Group Admins resend pending invites?

    • No, Group Admins can only view and resend pending invites if they have the permission to invite and deactivate users from groups they manage

    Can all Group Admins invite and deactivate users from groups they manage by default?

    • No, Admins will need to select that permission for Group Admins when making someone a Group Admin for a group, or when editing user permissions or roles within groups 

    Who can access the Group Membership Log?

    • Admins can access the Group Membership log for all groups. Group Admins can only access the Group Membership Log for the groups that they are Group Admins for. For more information on the Group Membership Log, please click here.
    Read article
  • Using Approved Email Domains to Give Users ‘Self-serve’ Access to Udemy Business

    We have two ways to provide your users with access to your Udemy Business account - through single sign-on (SSO) and by invitation sent by admins/group admins.

    This feature is an additional option if you use the invitation process, which gives your users a way to trigger the invitation email themselves from your account landing page (eg. company.udemy.com), once they use an approved/verified email address domain that has been pre-set by you, the admin.

    On the page in Settings called Email Domain Access, admins can specify an email address domain (or multiple domains) that are approved for joining your Udemy Business account.

    email_domain_access.png

    This feature is available for both Team and Enterprise plans - but setting up the approved email domain in the Email Domain Access page is only accessible by owners and admins, not group admins.

    You can share your Udemy Business account landing page URL with the users and groups in the organization who should have access, eg. by Slack, email, wiki, intranet or simply add the link in your learning management system (LMS).

    When a user accesses your account landing page URL they can enter their email address to sign up, once the email address entered matches an approved email domain that was pre-set by the admin.

    UB_login.jpg

    Once they enter an approved email address, they get an on-screen instruction to check their email to verify their account.

    check_your_email_for_invitation.png

    At the same time the verification email is sent, a license will be granted to the user, similar to a pending invitation.

    Users will then need to verify their account information, via the verification email they received which contains a link. The verification link will expire in one hour*. Once they’ve verified their account, they’ll be able to sign up, by adding their name, email and password.

    *Please note that Single Sign-On (SSO)/System for Cross-Domain Management (SCIM) users will not be put through this verification flow.

    send_verification_email.png

    activate_account_email.png

    If the email address the user enters does not match the approved email domain, they will see the message below and will be prevented from signing up.

    not_invited_to_this_account.png

    If there are no licenses available we present the user with the below message to contact their manager or IT department.

    no_licenses.png

    Users that sign up through the approved email domain process will show in the Pending Invitations screen in Manage Users, but they will be distinguished as ‘Invited through approved email’.

    invited_through_approved_email.png

    This feature is available for both Team and Enterprise plans - but setting up the approved email domain in the User Access page is only accessible by owners and admins, not group admins.

    Read article
  • How to Delete or Anonymize a User’s Personal Identifiable Information (PII)

    If you wish to permanently remove (i.e., anonymize) a user’s Personally Identifiable Information (PII) for General Data Protection Regulation (GDPR) compliance or a similar purpose, you can do so once the user has been deactivated.

    Deleting User PII will make the user’s personal information anonymous but it will keep an aggregation of their usage history for reporting purposes. This means that their number of enrollments and course minutes consumed, will be included in the total number of all enrollments and course minutes consumed for the organization. The data, however, won't be linked back to the individual user name, any group they were in, or course name they took. 

    How to delete (i.e., anonymize) user data

    To permanently delete a user’s PII you must first deactivate them. To learn how to deactivate a user, click here. For System for Cross-domain Identity Management (SCIM) managed accounts, learners must be deactivated (i.e., deprovisioned) directly from your Single Sign On (SSO) Active Directory.

    delete_user_pii.png

    Once the user is deactivated you can use the same actions menu to the right of their listing and click the Delete User PII option in the menu. You will be presented with further instructions and information on deleting a user’s PII and you will need to click the checkbox to confirm that you understand.

    How to select multiple deactivated users

    You can select multiple deactivated users by clicking the checkbox on the left of the deactivated user. This will give you the option to Delete User PII for multiple users.

    deleting_pii_multiple_deactivated_users.png

    confirm_deleting_user_pii.png

    How anonymized users appear in Udemy Business

    Deleting a user’s PII will remove all identifiable information for that user and replace all references to them in Udemy Business with a label called ‘Anonymized User.’

    The total count of users who've had their PII deleted will be shown in a notification on the Deactivated Users page. The Deactivated Users filter can be accessed in the License allocation section under Manage Users.

    total_number_of_users_who_had_pii_deleted.png

    You can see aggregated data in reports for anonymized users whose PII has been deleted. Please note: there is no way to retrieve the PII data for an anonymized user and no way to link them to courses or groups. Deleting User PII is irreversible. 

    Read article
  • Reactivating a User who was Previously Deactivated

    If you wish to have a user returned to the account after being temporarily deactivated (eg. employee on extended leave, contractor returning), or if you need to revert a deactivation (eg. made a mistake) you can use the option to Reactivate User.

    You can only reactivate a user if they have been deactivated. To see your deactivated users, you can use the ‘Deactivated’ filter in the sidebar menu on the Manage Users page.  

    To reactivate a user, click the ellipses (or actions menu) to the right of the user’s name and select Reactivate User.

    reactive_user_option.png

    You will be presented with further information on what will happen as a result of reactivating the user, before confirming the reactivation.

    confirm_user_reactivation.png

    Once a user is reactivated, they will be automatically allocated a license again and can access their account as they did before, either through SSO (if authorized) or using email and password. They can resume taking courses where they left off.

    After you reactivate a user you should notify them to let them know they can now access Udemy Business again. 

    Note: If you use Single Sign On (SSO) to give access to Udemy Business and you wish to reactivate a user who was previously deprovisioned through SSO, you will have to re-enable their access again through your SSO provider.

    Read article
  • How to Make a User a Group Admin

    Group Admins help drive effective learning engagement across an organization. We believe the best learning happens when team managers or those closest to the learning goals of  employees can help drive learning forward. The Group Admin feature enables team leads and managers to connect learners with the right course for their professional development. Group Admins can also see reporting and insights for their groups, assign courses within their groups, manage the users in their groups, and invite new users if they have the permissions to do so.

    Please note that Group Admin functionality is only available in the Enterprise plan.

    How do you make someone a Group Admin?

    1. Go to Manage › Manage Users
    2. Select the User you’d like to make a Group Admin
    3. Click the ellipses and then Edit Role
    4. Select Group Admin and click Allow User to Invite and Deactivate Users Within the Groups They Manage if you wish to grant them this permission
    5. Select the Groups the user will be a Group Admin for
    6. An email will automatically be sent notifying the user of their new role

    If you need to edit or remove a user’s group admin privileges, you can do so by following the same steps outlined above. All actions involving adding and removing members from a group will be logged in a “Group Membership Log’, which is accessible and downloadable by Group Admins and Admins (see below for more details).

    • Groups can have multiple Group Admins.
    • Only Admins can designate users as Group Admins.
    • Admins can create Group Admins in bulk via CSV upload.
    • Admins can choose whether to allow Group Admins to invite and deactivate users in the groups they manage
    • Admins can change a role when that status of an invitation is still pending

    For more information on group admins and permissions that can be enabled for them, please click here.

     

    Read article
  • How Admins Can Add Users to a Group

    Creating groups of users is a way to segment your user base into specific groups for reporting and course assignment purposes. For example, you could create groups to match certain departments in your company or organization (e.g., Marketing or Finance). If you’ve created groups in your account and are ready to add users to them, this article outlines how you can do so.

    Please note: Groups are available with the Enterprise Plan only.

    Adding users to a group

    Once you’ve created groups in your account, you can assign users to them by following these steps:

    1) Navigate to Manage at the top of the page, and select Manage Users

    2) Locate the user by entering their name or email address into the search tool, or by selecting multiple users via the multi-select checkbox.

    users_filters.png

    3) Once you’ve located the user you wish to add to a group, click the ellipses on the right side of their profile icon. You can also access these options on the user’s profile page

    4) Select Add to a Group

    add_to_a_group_option.png

     5) Select the group or groups that you wish to add the user to.

    save_changes.png

    6) Click Save Changes.

     

    Adding users to groups in bulk by selecting multiple users

    To add multiple users to a group, please do the following:

    1. Select the users using the checkbox to the left of their name. 
    2. Once the users are selected, a panel will appear and you can select  ‘Add to group’. 
    3. This will prompt a modal that will allow you to choose which groups to add the users to.

    adding_users_in_bulk.png

    Adding Users to Groups in bulk via CSV import

    Users can also be added to groups via a CSV import. For steps on how to add users to your account and groups in bulk, please click here.

    How to remove a user from a group

    Learn how to remove a user from a group.

    For more information on managing users and groups in your account, please review our Navigating User Management article.

    Read article
  • How to Remove Users From a Group

    This article explains how admins or group admins can remove users from groups that have been created in your Udemy Business account.

    Please note: groups are available with the Enterprise Plan only.

    How to remove a user from a group

    To remove a user from a group follow the steps below:

    1. Navigate to Manage at the top of the page, and select Manage users.
    2. Search for the user by name or email address to bring them up in the All users list.
    3. Click the ellipses icon on the right-hand side of their profile and then Edit Groups Membership.
    4. Click the box to the left of the group(s) you wish to remove the user from (so that the checkmark is removed).
    5. Next, click Save Changes.

    How to remove multiple users from a group

    To remove multiple users from a group, please do the following:

    1. Navigate to Manage at the top of the page, and select Manage users.
    2. Click Manage Groups and select the group from the list, or use the search option on the left hand side of the page.
    3. Select multiple users using the checkbox to the left.
    4. You can then remove those users from the group by clicking Remove from group.

    To add the users to another group, select the applicable users and then click Add to another group.

    removing_multiple_users_from_a_group.png

    For more information on managing users and groups in your account, please review our Navigating User Management article.

    Read article
  • Navigating User Management

    Manage who has access to your Udemy Business account. See what courses users are taking, and better understand how people are learning on Udemy Business.

    For Enterprise Plan accounts, the Insights features provide an even deeper view of user activity, and these comprehensive insights can also be viewed for groups of users as well.

    Accessing User Management

    To access user management please follow the steps below:

    1. Log into your Udemy Business account
    2. Click Manage at the top right hand of the page, and then select Manage Users from the dropdown menu

    manage_users_dropdown_menu.png

    Managing Access to Your Udemy Business Account

    Inviting Users

    For steps on how to invite users to your Udemy Business account and resend pending invitations, please click here.

    Removing Users

    For instructions on how to remove and deactivate a user from your account, please click here.

    Managing who can Administer Your Udemy Business Account

    Admins are users who can:

    • Add and remove users from your account.
    • Edit user roles.
    • Access course and user insights (Enterprise Plan only).
    • Create and manage groups (Enterprise Plan only).

    For steps on how to edit a user's role and view which users have admin status, please click here.

    Viewing User Adoption

    The User Adoption Dashboard helps you understand how many, and which users in your organization have logged in to your Udemy Business account and started using it. Find out more.

    See What Your Users are Learning

    Admins can see what courses their account’s users have enrolled in by doing the following:

    1. Locate the user by entering their name or email address in the search tool that’s located under All Users
    2. Click the user’s name to see what courses they have enrolled in as well as their course progress

    user_enrollments.png

    Creating Groups and Reviewing Insights for Your Teams and Departments (Enterprise Plan Users)

    If you have many users in your account, creating groups of users that correspond with teams or departments in your company lets you see adoption, user activity and course insights for those groups.

    Creating, Editing or Removing a Group

    For instructions on how to create, edit or remove a group, please click here.

    Adding And Removing Users From Groups

    For instructions on how to add and remove users from groups, please click here.

    Viewing Insights for a Group (Enterprise Plan Only)

    You can view user adoption, course insights and user activity reports for a specific group. After opening any insights dashboard, use the Group filter located at the top of the page to show data for a particular group.

    Read article
  • Inviting Users

    This article outlines how Udemy Business Admins and Group Admins can invite new learners to join the account, and steps they can take if invitations are not being received.

    How to invite users

    To invite new users, navigate to the Manage tab at the top right of your account and click on Manage Users from the dropdown menu. You can invite users in two ways:

      1. Click the Invite New Users button
      2. Click on Individual email addresses to invite people one by one.
      3. To bulk import users via a CSV import, click on Import users from CSV. Please note: Currently only Admins have access to the CSV import feature.

    inviting_users_.png

    Allowlisting emails

    If your company's firewalls are generally restrictive (certain commonly used sites are blocked), you will need to allowlist the following emails from Udemy Business to ensure delivery of invitation emails and operation of the password reset function:

    • a) udemy.com 
    • b) udemymail.com

    How do users accept their invitations

    Invited users will receive an invitation via email to join Udemy Business. The subject line of the email will include your company's Udemy Business account name; for example, Invitation to Company's Account. The invitation email will be sent from e.udemymail.com, but the email address of the admin who sent the invite will also be shown before that address. For example, john.smith@company.com via e.udemymail.com.

    After inviting users to your account, an invitation email will automatically be sent to those users. The email will link users to your Udemy Business account, where they’ll enter their name and email, create a password. Users will be prompted to verify their account information, via a verification email with a link, which will expire in one hour*. Once they activate their account through a verification email, they’ll be able to log in for the first time, and start learning. If the user does not respond to the invitation email within 48 hours, the system will automatically send an invitation reminder to them. 

    *Please note that Single Sign-On (SSO)/System for Cross-Domain Management (SCIM) users will not be put through this verification flow.

    send_verification_email.png

    continue_with_sso.png

    What to do if invitations are not being received 

    If your users are not receiving email invitations to join your account, please have them check their spam folders. If they still do not receive any invitation emails, and your organization has allowlisted the Udemy Business emails, please have them contact our Support Team directly for further assistance.

    Pending and resending invitations

    To view the Pending Invitations page, click Pending Invitations at the top left hand of the Manage Users screen.

    On the Pending Invitations page, you can check who has not yet accepted their invite, and resend or cancel an invitation for an individual user by clicking the applicable icon. You can also resend pending invitations to all users at once by clicking Resend All at the top-right hand of the page.

    The name of the inviter will also appear in pending invitations, if they sent individual invitations or uploaded the user's email address in bulk through the CSV import. If you sent the invitation to the user it will read "Invited by me".

    Resending multiple invitations

    To resend multiple invitations, you can select multiple users by clicking the checkbox on the left. Once a selection is made, a panel will appear where you will have the option to resend or cancel multiple invitations.

    resending_invitations_with_multiple_select_feature.png

    Please note: Internet Explorer does not allow copying and pasting from Excel into field 1 of the inviting users tool. Users will need to use Chrome or another browser. 

    Single Sign-On (SSO) accounts

    If you have configured SSO and have enabled auto-provisioning in your Settings for SSO, you can grant users access to Udemy Business in your organization’s Identity Provider. You do not need to invite users one by one within your account, nor do you need to import them through a CSV file.

    If you have auto-provisioning disabled, however, you will need to invite users via the above methods (in addition to provisioning access via your SSO directory).

    SCIM (System for Cross-Domain Management) accounts

    If you have enabled SCIM for provisioning, you can grant users access to Udemy Business in your organization’s Identity Provider and do not need to invite users one by one.  

    Read article
  • Adding and Managing Users via CSV Import

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

    Actions admins can take via the CSV import feature

    If you’re an admin for a Udemy Business account, you can use the CSV import feature to manage many users at once. You can use this feature to:

    • Bulk import new users into your account
    • Bulk add new and existing users to groups
    • Bulk change user roles (e.g. from “user” to “admin”)

    You can download an example CSV file here.

    Actions that currently cannot be done

    Currently, the CSV import cannot be used to:

    • Change the name of a user.
    • Create new groups.
    • Remove users from a group.
    • Remove users from your Udemy Business account.
    • Reactivate users that are currently deactivated.

    If you are interested in these, or any other Udemy Business features, please let us know.

    Please note: 

    • The CSV import feature is not available to group admins.
    • Currently the CSV template is only available in English.
    • The CSV file must be encoded in UTF-8 format.

    Organizations using System for Cross-domain Identity Management (SCIM)

    If your organization is using SCIM, you will not be able to modify groups managed in your Identity provider via the CSV import. SCIM managed users and groups will have a small link icon displayed next to their name in Manage Users pages. You can contact your IT team to complete this action via SCIM.

    scim_confirmation.png

    You can use the CSV import to assign SCIM-managed users to non-SCIM groups, as well as update user roles.

    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.
    4. Submit your CSV file. Learn how to format files for CSV imports.

    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.

    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 through the CSV Import.

    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.

    If you upload another CSV file at a later time or date containing the same list of users, any users who have yet to log into their Udemy Business account, will receive a further email invite (upon the successful completion of that CSV import).

    Read article
  • Adding Users With Single Sign-On (SSO)

    You will not need to manually invite users into the account if you have setup single sign-on (SSO). Here is more information on our SSO requirements.

    Read article
  • Making a User an Admin

    To change a user’s permissions, click the ellipses to the right of the user’s name and select Edit Role. Select Admin and click Save.

    You can also make a user an admin via the CSV import. Please click here for more information.

    edit_role_option.png

    selecting_user_role.png

    Enterprise plan users can also assign Group Admins. For more information on this role please click here.

    How to Check Who is an Admin

    You can check to see who has Admin access by selecting the Admins filter in the dropdown menu at the top of the Manage Users page.

    Read article
  • Creating User Groups

    Creating groups of users is an optional feature that allows you to segment your user base into specific groups for reporting purposes. Example groups could be setup as departments (e.g., Marketing or Finance) or office locations (e.g., San Francisco or London). You can add a user to more than one group.

    If you plan to use this feature, we recommend creating all your groups before inviting users to join your account. Adding people to groups before they receive the invitation to join your account allows you to capture learning data by group from the very beginning, and saves you the trouble of adding users to groups later.

    Please note: groups are available with the Enterprise Plan only.

    How to create a user group

    To create a group, please follow the steps outlined below:

    1. Access the Manage tab at the top of the screen and click on Manage Users from the drop down menu.

    manage_users_drop_down_menu_.png

    2. Click Manage Groups at the bottom left of the page.

    3.  Next, click Create Group.

    manage_groups_option.png

    4. Type in the group name. You can also add Group Admin(s) to manage the group. Learn more about Group Admins.

    5. Finally, click Create Group again.

    After the group has been created, you can also add users to it via the CSV import feature.

    entering_name_group_admins_for_new_group_admin.png

    Editing or deleting user groups

    To delete a group, change its name, or download the list of users in a group, click on the group name. Next, click on the ellipses icon (three-dots) to the right of the group title. You will see the following options: Export this Group, Group membership log, Edit group name, and Delete this group.

    editing_changing_group_options.png

    Read article
  • Adding More Licenses to Your Account

    As you continue to provide learning opportunities for your employees, you can easily add more licenses to your Udemy Business account. 

    Enterprise Plan Admins

    If you're an Enterprise Plan Admin, and need to purchase more licenses, please reach out to our Support Team.

    Team Plan Admins

    If you're a Team Plan Admin, then please follow the steps below to add more licenses to your account. Please note that the total price for a team plan is calculated on a prorated basis, based on today's date and the end date of your yearly subscription.

    To add more licenses to your Team Plan account, navigate to visit Manage > Billing.

    billing_2.png

    Under Subscription, click on Buy more Team Plan licenses. Select how many additional licenses you require and proceed to the payment page.

    If the number of licenses purchased surpasses 20, however, click on the Upgrade option.

    UFB_Upgrade_.png

    Once you click on the Upgrade button, you will be directed to fill out additional information on this form. Once you complete the form, someone from our Sales team will get back to you and help you with the request.

    Read article
  • Removing a User From Your Account - Deactivate User

    If an employee has left your organization, you can remove them from your account and an additional license will be freed up, which can then be utilized by a new employee.

    If you need to remove a user from your account, please follow the steps below:

    1. Select Manage Users from the Manage dropdown menu at the top of the page

    2. Locate the user by entering their name or email address in the Search box that’s located under All Users

    3. To remove a user from your account, click the ellipses (or actions menu) to the right of the user’s name and select Deactivate User. 

    deactivate_user_option.png

    You will be presented with further instructions and information on what it means to deactivate a user before confirming the deactivation.

    deactive_user_confirmation.png

    Once deactivated, the user will no longer be able to log into your Udemy Business account via an email and password login.

    Managing access for users from single sign-on (SSO) managed accounts

    To prevent deactivated users from accessing your Udemy Business account via SSO, please have the team responsible for your SSO integration with Udemy Business, deprovision the users in your SSO Active Directory. Users who remain provisioned via your SSO Active Directory will continue to have access to your Udemy Business account through SSO, even if they are deactivated in the account by an Admin. 

    If you need to prevent deactivated users from accessing your Udemy Business account via SSO, but require that they remain provisioned in your SSO Active Directory, please click here to contact our Support Team for assistance.

    Important: SSO managed accounts that utilize System for Cross-domain Identity Management (SCIM) are only able to deprovision users directly from the SSO Active Directory. For more information, read about automating user and group management with SCIM.

    Deactivated users in Insights and Reports

    For deactivated users, all the data associated with their learning and the use of their account will be retained in your insights and reports. You can access a list of all your Deactivated Users in a filter on the left sidebar menu of the Manage Users area.

    deactivated_users_page.png

    Reactivating users

    If you need to revert a deactivation (eg. made a mistake), or if you wish to have a user returned to the account after being temporarily deactivated, you can use the option to Reactivate User. Learn how to reactivate a user who was previously deactivated.

    Anonymizing users

    If you wish to permanently remove a user’s Personal Identifiable Information (PII) for GDPR compliance or a similar purpose, you can do so once the user has been deactivated.  Learn how to delete a user’s PII.

    Read article