Managing Users - General

This article explains the certification due date feature, which can be used to help learners stay on track, as they prepare to take their certification exam.

• Learn more about certification preparation and badges.

Table of contents

What is a certification due date?

Where is this feature available?

Can admins switch it off?

What does this feature look like?

What is a certification due date?

If a learner starts a course aligned to an open badge, they have the option to set an exam due date to help them stay on track. A certification due date is the date that a learner wants to be ready to take their certification exam. 

We have experimented with this feature as a way to boost motivation for Udemy learners and saw an increase in week-over-week retention and learning days.

Where is this feature available?

For all learners on web, Android, and iOS within:

• A course aligned to an open badge
• Open badge detail pages

Can admins switch it off?

We are encouraging all customers to keep the certification due date feature turned on at this time, as we have seen positive learner engagement results across global organizations through the experiments we’ve run. 

If you would still like to disable the certification due date feature, please contact your Customer Success Manager.

Feedback is always welcome! So if you have any that you’d like to provide to help us improve the feature, please let your Customer Success Manager know.

What does this feature look like?

Course Page

Badge Page

This article outlines the functionality that is currently supported when managing users via the CSV import feature. 

Related articles regarding how to get  started with and format your CSV import files are referenced below.

• Learn how to add and manage users via CSV import.
• Learn how to format files for CSV imports.

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”)
• Bulk assign Udemy Business Pro licenses to users

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.
• Remove Udemy Business Pro licenses from users.

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

Please note: 

• Currently the CSV template is only available in English.
• The CSV file must be encoded in UTF-8 format.
• The CSV import feature supports multiple delimiters (comma, tab, semi-colon etc.)

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.

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

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

What is a lmsUserId?

Data export reports for Udemy Business contain a column for ‘lmsUserId’ 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 lmsUserId

Organizations that configure Single-Sign-On (SSO) for their account can assign and manage the lmsUserID for learners within their Identity Provider (IdP) by mapping lmsUserID as an additional SAML attribute. If your organization does not have SSO configured and needs to have lmsUserID applied to learners in your account, please contact our Support Team so we can assist.

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

• Learn which functionality is supported through the CSV import feature.
• Learn how to format files for CSV imports.

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

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.

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.

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.

This article explains how admins or group admins can assign learning paths in your Udemy Business account.

• Learn how to unassign learning paths.
• Learn how to create a learning path.

Assigning a learning path

Learning paths can be assigned to specific users and groups, just like courses, by admins and group admins. Admins can also assign learning paths to all the users in their organization’s account, by selecting “All users”. 

You can assign a learning path on the learning paths overview page or directly within a learning path by clicking the ellipses icon as shown below.

How will learners be notified of learning path assignments

All learners who are assigned a path will receive an email notifying them about the assignment. The email will be sent from the assigner and will indicate which course has been assigned to them as well as the due date if applicable. If a learner is already self-enrolled in a path (but not yet assigned), they will receive an email when they are assigned to the path.

• Please note that unlike course assignments, learners will not receive a reminder email, regardless of a due date being set or not.

Assigning a learning path will automatically enroll users in that path if they are not already self-enrolled. Once assigned, the path will appear for the learner both on the Home page in the ‘Let’s Start Learning’ section for Learning paths, as well as under My Learning > Learning paths in their account.

The learners will be displayed on the Path Insights page and in the learning path reporting after the next data refresh.

Private path enrollments

Enrollments for private paths can be viewed through Path Insights. However, they are not shown under the User details page upon clicking on the learner’s name in the Path Insights dashboard.

Additionally, enrollments for private learning paths are not shown under the user enrollments on the Manage Users page.

Learn more about making a learning path public or private.

Due dates

When you assign a learning path, there is an option to set a due date for the path at the bottom of the assignment modal.

Important: Once you have set a due date and assign a path, it is not possible to edit that date. In order to change a due date for a learning path assignment, you will need to unassign the learning path and then assign it once again to your users or groups with the desired due date.

Unassigning a learning path

Learn how to unassign learning paths.

Manage who has access to your Udemy Business account. See what courses learners are taking, and better understand the learning trends of your organization in 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

Exporting your account's Users report

Admins can export CSV reports for various user data, which are issued via email.

These reports can be exported from All users, Licensed users, Pending invitations and Deactivated user pages by clicking the Export button.

The reports contain data relating to users within each of these pages and include data like: email address; name; surname; role; status; groups; external id; LMS user id and license type.

Managing access to your Udemy Business account

Inviting users

Learn how to invite users to your Udemy Business account and resend pending invitations.

Removing users

Learn how to remove and deactivate a user from your account.

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).

Group admins can complete some or all of the above actions for learners who are a part of groups that they are assigned to manage, depending on the level of permissions that are set when they are assigned that role.

• Learn how to manage and view learners’ roles.
• Learn about the different permission levels for group admins.

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 learners have enrolled in by doing the following:

1. Locate the learner 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.

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

Learn how to create, edit or remove a group.

Adding and removing users from groups

Learn how to add and remove users from groups.

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.

Udemy Business account administrators are able to assign the roles of other learners in their account, depending on the types of permissions they require. 

How to assign or update roles

If you need to assign or update the role of others in your organization, follow the steps below

1. From the home page in your account, hover over Manage in the top right corner.

2. Select Manage users from the dropdown

3. Begin typing the learner's name in the Search users bar. The user list below will update as you type to display relevant results

4. Once you locate the desired learner, click the ellipses to the right of the user’s name

5. Select Edit role. Admins can also change a role when the status of an invitation is still pending.

6. Select Admin, Group Admin, or User. 

• • If you’re assigning a group admin role, click Allow User to Invite and Deactivate Users Within the Groups They Manage, if you wish to grant them this permission.

7. Click Save changes.

You can also manage learners' roles in bulk by importing a CSV file to your account.

Group admins

Enterprise plan users can also assign group admins.

• 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

 Learn more about group admins and what they can do.

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.

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. 

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

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.

Deactivating users with Pro licenses assigned (Udemy Business Pro only) 

If an employee has left your organization, you can deactivate them from your account. If you deactivate a user who was assigned a Pro license, then their Udemy Business license and their Pro license will be freed up, which can then be utilized by a new employee. Additionally, Udemy Business Pro reporting will be retained for this user.

Users assigned Pro licenses can have their individual Pro licenses removed or can be deactivated. 

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.

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.

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.

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.

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. 

If you wish to temporarily deactivate a user and then return them to your Udemy Business account (eg. employees on long vacations, reinstatement of contractors), or if you need to revoke deactivation (eg. the user was deactivated by mistake), reactivation options are available.

• After a user is reactivated, they will retain the role, groups and permissions they held at the time of deactivation and they can resume taking courses where they left off.

Please note that you can only reactivate a user if they have been deactivated. To review who is inactive, use the Deactivated filter in the sidebar menu of the User management page. 

• Learn how to navigate to the User management page.

Table of Contents

• How to reactivate a user in your Udemy Business account
  • Accounts that log in via email and password
  • License pool requirements for reactivating users
  • Accounts that require SSO login
  • Accounts provisioned through System for Cross-domain Identity Management (SCIM)
• Reactivation notifications
• Reactivating deactivated users with Pro licenses assigned (Udemy Business Pro only)

How to reactivate a user in your Udemy Business account

Accounts that log in via email and password

1. Click on the ellipses (or actions menu) to the right of the user’s name and select Reactivate User.

2. You will be prompted to confirm the reactivation. Once a user is reactivated, they will be automatically allocated a license again and can access their account as they did before.

Accounts that require SSO login

If your users must access their Udemy Business account through single sign-on (SSO), then how they can be reactivated will depend on whether you have enabled the automatic reactivation option in your Udemy Business SSO settings (see below).

• Automatic reactivation option is disabled: you will need to reactivate the user in your Identity provider as well as manually in your Udemy Business account (by following the same steps outlined for accounts accessed via SSO or email and password).
• Automatic reactivation option is enabled: you will need to reactivate the user in your Identity provider only. The user will be automatically reactivated when they log in to their Udemy Business account once again via SSO.

Accounts provisioned through System for Cross-domain Identity Management (SCIM)

For Udemy Business accounts managed via SCIM, you must reactivate the user directly in your organization’s identity provider (provided the user’s personal identifiable information has not been anonymized). 

License pool requirements for reactivating users

For customers who created license pools for their Udemy Business account there are several requirements when reactivating users. 

• Learn more about license pools.
• Learn how to assign license pools to learners.

Impacts to license pool licenses when users are deactivated

When users are deactivated, they remain assigned to the license pool they were originally allocated to, but they no longer utilize licenses from it. Admins can manage this allocation when reactivating users by choosing to maintain the original license pool, or selecting a different one from the dropdown option under Manage Licenses.

Users can only be reactivated within license pools that have available licenses: If a license pool has no available licenses during reactivation, additional licenses must be made available for the reactivation to proceed successfully. This can be done by deactivating other users or increasing the license pool's capacity. The same applies to user accounts that require SSO login or are managed by SCIM.

• Learn how to edit a license pool.

No licenses available: admin experience

If the license pool to which the user belonged before deactivation has no available licenses during reactivation, an error message will be displayed. This message alerts the admin that reactivating the user in the current license pool is not possible, until additional licenses are made available. Admins also have the option to change the license pool during this process.

No licenses available: Group admin experience

The license pool for group admins who can manage users is automatically determined based on their invite permission. If this license pool has no available licenses during reactivation an error message will be displayed. This message alerts the group admin that reactivating the user is not possible, until additional licenses are made available. 

Reactivation notifications

You can also choose to send an email notification to the reactivated user notifying them that they can access Udemy Business again. Please note: The language of the email confirmation will match the language set for the user's account.

Reactivating deactivated users with Pro licenses assigned (Udemy Business Pro only) 

If the deactivated user was previously assigned a Udemy Business Pro license and then reactivated, you will be required to re-assign the Pro license to the user to ensure they can access Pro features. 

If you have purchased Udemy Business Pro licenses for all the users in your organization’s account, when a user is reactivated, they’ll automatically be assigned a Pro license if one is available.

Learn how to assign and remove Udemy Business Pro licenses.