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.
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”)
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.
- 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.
- 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 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 by 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 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:
- Log into your Udemy Business account.
- Select Manage Users from the Manage menu at the top of the screen.
- 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).
- Submit your CSV file. Learn how to format files for CSV imports.
- 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.
- 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.
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. For more information, please see Inviting Users.
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).
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.
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:
- Log into your Udemy Business account
- Click Manage at the top right hand of the page, and then select Manage users from the dropdown menu
Managing access to your Udemy Business account
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:
- Locate the learner by entering their name or email address in the search tool that’s located under All Users.
- 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.
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
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.
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.
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 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.
You will be presented with further information on what will happen as a result of reactivating the user, before confirming the reactivation.
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.